1. Scope of This Policy
This Privacy Policy explains how Plena Health collects, uses, discloses, and protects information when you visit plenahealthclinic.com (the “Site”), use our patient portal at patient.plenahealthclinic.com (the “Portal”), communicate with us, or receive telehealth and wellness services from us (together, the “Services”).
Information that constitutes protected health information (“PHI”) created or received as part of your care is additionally governed by our HIPAA Notice of Privacy Practices, which is provided to patients and is available upon request. If there is a conflict between this Policy and the Notice of Privacy Practices, the Notice of Privacy Practices controls with respect to PHI.
2. Information We Collect
a. Information you provide
- Contact and identity details: name, email address, telephone number, date of birth, and mailing address.
- Account credentials for the Portal (username and password, stored only in encrypted form).
- Health and wellness information you share with us: medical history, symptoms, current medications, allergies, weight and nutrition goals, and any other information you provide during intake forms, visits, or messages.
- Payment information: billing details processed through our payment processor; Plena Health does not itself store full payment card numbers on the Site.
- Communications: messages you send to us by email, through our forms, or through the Portal, including appointment requests.
b. Information collected automatically
- Device and usage data: browser type, device type, operating system, pages viewed, links clicked, and the date and time of visits.
- Network data: IP address and general location inferred from it (city or region level).
- Cookie data: small identifiers stored by your browser, described in Section 8.
c. Information from third parties
With your direction or consent, we may receive information from pharmacies, laboratories, other healthcare providers, or prior treating clinicians in order to coordinate your care.
3. How We Use Information
We use the information we collect to:
- Provide, coordinate, and manage your telehealth visits, prescriptions, referrals, weight loss programs, and nutrition services.
- Schedule appointments and send you visit reminders and care-related communications.
- Operate, maintain, secure, and improve the Site, the Portal, and our Services.
- Process payments and manage billing for Services.
- Respond to your questions, requests, and feedback.
- Comply with legal, regulatory, licensing, and professional obligations.
- Send you service updates or, only with your consent, optional wellness communications, from which you may unsubscribe at any time.
4. How We Share Information
We do not share your information except as described in this Policy or with your consent. We may share information with:
- Care team members: clinicians and nutritionists involved in your care, including our head clinician Dr. Jorgelina D'Fana Valdes, APRN.
- Service providers: vendors that host our Site and Portal, provide video-visit technology, scheduling, email delivery, payment processing, or security services. Each is bound by contractual confidentiality and, where applicable, HIPAA Business Associate Agreements.
- Pharmacies, laboratories, and other providers, as needed to fulfill prescriptions, order tests, or coordinate care you request.
- Legal and safety: regulators, licensing boards, courts, or authorities when required by law, subpoena, or to protect the rights, safety, and property of patients, the public, or Plena Health.
- Business transfers: in connection with a merger, acquisition, or sale of assets, subject to the same privacy protections described here.
5. No Sale of Personal Information
Plena Health does not sell, rent, or trade your personal information or health information to third parties for their marketing purposes, and we do not share your information for cross-context behavioral advertising.
6. Health Information and HIPAA
As a healthcare provider, Plena Health maintains your medical records in accordance with applicable law. Our collection, use, and disclosure of protected health information for treatment, payment, and healthcare operations are described in detail in our HIPAA Notice of Privacy Practices. You may request a copy at any time by emailing hello@plenahealthclinic.com, and a copy is provided to every patient upon intake.
7. Cookies and Tracking Technologies
The Site uses only the technologies needed to function, for example, remembering your language preference (English or Spanish) and keeping the Portal session secure. We do not use advertising or behavioral-tracking cookies. Most browsers let you refuse or delete cookies through their settings; the Site will still work, though the Portal sign-in may require functional cookies.
8. Data Retention
We keep personal information for as long as needed to provide the Services, maintain your medical record as required by law (medical record retention periods are set by state law and professional regulations), resolve disputes, and comply with our legal obligations. When information is no longer required, we delete or de-identify it using industry-standard methods.
9. Security
We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, access controls limited to authorized personnel, and secure Portal sessions. No method of transmission or storage is completely secure; if we become aware of a breach affecting your information, we will notify you as required by applicable law.
10. Children's Privacy
The Site and Services are intended for adults 18 years of age and older. We do not knowingly collect personal information from children. If you believe a minor has provided us information, contact us and we will delete it as permitted by law.
11. Your Privacy Rights
Depending on where you live, you may have the right to (a) know and access the personal information we hold about you; (b) request a copy of your medical record; (c) request corrections to inaccurate information; (d) request deletion of certain information, subject to our legal obligation to retain medical records; (e) opt out of optional marketing communications; and (f) not be discriminated against for exercising these rights.
To exercise any of these rights, email hello@plenahealthclinic.com with the subject line “Privacy Request.” We will verify your identity before acting on your request and will respond within the time required by applicable law.
12. State-Specific Disclosures
Residents of certain states (including California, Virginia, Colorado, Connecticut, and others with comprehensive privacy laws) are afforded the rights described in Section 11. Because we do not sell personal information or use it for targeted advertising, opt-out mechanisms for those activities are not applicable. Where a state grants additional rights (for example, the right to appeal a denied request), you may exercise them by contacting us at hello@plenahealthclinic.com. Health information remains governed by HIPAA and state medical privacy laws rather than general consumer privacy statutes, where applicable.
13. Do Not Track
Because the Site does not engage in behavioral tracking across websites, it does not currently respond to browser “Do Not Track” signals; there is no cross-site tracking behavior to modify.
14. International Users
Plena Health is based in the United States and provides Services only to patients located in U.S. states where our clinicians are licensed. If you access the Site from outside the United States, you understand that your information will be processed in the United States under U.S. law.
15. Changes to This Policy
We may update this Policy from time to time. When we do, we will revise the effective date above and, for material changes, provide additional notice on the Site or by email. Your continued use of the Services after an update takes effect constitutes acceptance of the revised Policy.
16. Third-Party Links
The Site may contain links to third-party websites or services (for example, a pharmacy or lab portal). We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.
17. Contact Us
For privacy questions, requests, or complaints, contact our Privacy Officer at:
- Email: hello@plenahealthclinic.com (subject line: “Privacy Request”)
- Mail: J&N Hermanos Health, d/b/a Plena Health, Attn: Privacy Officer, [MAILING ADDRESS: add before launch]
You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights regarding our handling of your health information. We will not retaliate against you for filing a complaint.