Privacy Policy & Notice of Privacy Practices

Overview and Scope

VA Health & Wellness Center (“we,” “us,” or “our”) operates vahealthandwellness.com and provides medical weight loss, GLP-1 therapy, peptide therapy, longevity, and related wellness services from our office in Fairfax, Virginia.

This document has two parts:

• Part I – Website Privacy Policy. How we collect, use, and share information through our website, online forms, advertising, phone system, and text-message program.
• Part II – HIPAA Notice of Privacy Practices. How we handle Protected Health Information (“PHI”) as a covered healthcare provider.

Information We Collect

Information You Provide

• Name, email address, mailing address, and telephone number
• Date of birth, age, gender, and other demographic details
• Appointment requests, consultation bookings, and scheduling preferences
• Health and wellness information you voluntarily submit through forms, quizzes, or intake documents, including height, weight, medical history, medications, and treatment goals
• Insurance and billing information, where applicable
• Communications you send to us by email, web form, or text message

Information Collected Automatically

• IP address, approximate geographic location, and device identifiers
• Browser type, operating system, and screen settings
• Pages visited, links clicked, time on page, referring website, and exit pages
• Cookie and pixel identifiers as described below

Information from Third Parties

We may receive information from advertising and analytics partners, appointment-scheduling providers, payment processors, and healthcare partners involved in your care.

Cookies and Tracking Technologies

We use cookies, pixels, tags, and similar technologies to operate the website, measure performance, and support advertising. The technologies currently in use on this website include:

• Google Tag Manager – manages the tags and scripts below.
• Google Analytics – measures traffic, page views, and site usage.
• Google Ads and DoubleClick – conversion measurement and remarketing.
• Meta (Facebook) Pixel – measures ad performance and supports audience targeting on Meta platforms.
• Jetpack / WordPress.com Stats – aggregate site statistics and site security.
• CallRail – telephone call tracking and attribution.
• Scheduling and form widgets – used to deliver our online booking and intake forms.

Most browsers let you refuse or delete cookies through their settings. Blocking cookies may affect how parts of this website function. Some browsers offer a “Do Not Track” signal; because no common industry standard for responding to these signals has been adopted, our website does not currently respond to them. We do honor recognized opt-out preference signals where required by applicable state law.

Call Tracking and Recording

We use call-tracking technology to understand which marketing sources generate calls to our office. This technology may capture your telephone number, the date, time, and duration of your call, and the marketing source associated with it.

Calls to or from our office may be monitored or recorded for quality assurance, training, and documentation purposes. If you do not wish to be recorded, please tell the staff member at the beginning of the call, or contact us in writing instead.

How We Use Your Information

• To schedule, confirm, and manage appointments and consultations
• To provide, coordinate, and manage your care and treatment
• To respond to your questions, requests, and form submissions
• To process payments and administer billing
• To send appointment reminders and service-related notifications
• To send marketing and promotional messages where you have consented
• To measure and improve our website, services, and marketing performance
• To detect, prevent, and address fraud, abuse, or security incidents
• To comply with legal, regulatory, and professional obligations

SMS and Text Messaging

By providing your mobile telephone number and opting in, you consent to receive text messages from VA Health & Wellness Center. Consent to receive marketing text messages is not a condition of purchasing any goods or services.

Program description. Messages may include appointment scheduling and reminders, care and follow-up communications, billing notifications, responses to your inquiries, and, where you have separately consented, promotional offers and program updates.

Message frequency. Message frequency varies based on your interaction with us and the programs you enroll in.

Cost. Message and data rates may apply. Charges are billed by and payable to your mobile service provider.

How to opt out. Reply STOP to any message to cancel. After you send STOP, we will send one confirmation message and you will receive no further texts unless you opt in again.

How to get help. Reply HELP for assistance, or contact us at (703) 782-5132 or info@vahealthandwellness.com.

Carriers. Mobile carriers are not liable for delayed or undelivered messages. Delivery is subject to effective transmission by your carrier and is not guaranteed.

Email Communications

If you provide your email address, we may send you service-related messages such as appointment confirmations and billing notices, and, where you have consented, newsletters and promotional content. Every marketing email includes an unsubscribe link. Unsubscribing from marketing email does not stop transactional or care-related messages necessary to your treatment.

How We Share Information

We do not sell your personal information. We share information only as described below:

• Service providers. Vendors who perform functions on our behalf, including scheduling, hosting, communications, payment processing, call tracking, analytics, and advertising. These vendors are contractually limited to using information for the services they provide to us. Where they handle PHI, they are bound by HIPAA business associate agreements.
• Healthcare partners. Providers, laboratories, pharmacies, and facilities involved in your care, consistent with Part II of this document.
• Legal and safety. When required by law, subpoena, or legal process, or to protect the rights, property, or safety of our patients, staff, or the public.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to applicable law.
• With your direction. Any other sharing you authorize.

Advertising and Analytics Choices

We use analytics and advertising partners to measure the performance of our marketing and to show relevant ads. You have the following choices:

• Google Analytics opt-out browser add-on: tools.google.com/dlpage/gaoptout
• Google Ads settings: adssettings.google.com
• Meta ad preferences: available in your Facebook or Instagram account settings
• Industry opt-outs: optout.aboutads.info and optout.networkadvertising.org
• Your browser settings, to block or delete cookies

Data Retention

We retain medical records for the period required by Virginia law and applicable professional standards. Marketing and website analytics data is retained only as long as necessary for the purposes described in this policy, after which it is deleted or de-identified.

Data Security

We maintain administrative, physical, and technical safeguards designed to protect your information, including encryption in transit, access controls, and staff training. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Please do not send sensitive medical information through unsecured email or website forms. Use our secure patient channels or contact our office by telephone.

Children’s Privacy

Our website and services are intended for adults aged 18 and older. We do not knowingly collect personal information online from children under 13. If you believe a child has provided us information, contact us and we will delete it.

Your Privacy Rights

Depending on where you live, you may have rights over your personal information. Note that information governed by HIPAA, and medical records maintained by a covered healthcare provider, are generally exempt from state consumer privacy laws. Rights over that information are described in Part II below.

To exercise any right, contact us using the details in the Contact Us section. We will verify your identity before responding, and we will not discriminate against you for exercising your rights.

Virginia Residents (VCDPA)

Under the Virginia Consumer Data Protection Act, Virginia residents have the right to:

• Confirm whether we are processing your personal data and access that data
• Correct inaccuracies in your personal data
• Delete personal data you provided or that we obtained about you
• Obtain a copy of your personal data in a portable format
• Opt out of targeted advertising, the sale of personal data, and profiling in furtherance of decisions producing legal or similarly significant effects

We will respond to a verified request within 45 days. We may extend that period by an additional 45 days where reasonably necessary, and will notify you if we do.

California Residents (CCPA/CPRA)

California residents have the right to know what personal information we collect and how it is used and shared; to request deletion; to request correction; to opt out of the sale or sharing of personal information; and to limit the use of sensitive personal information. We do not sell or share personal information as those terms are defined under California law.

You may designate an authorized agent to make a request on your behalf. We will not discriminate against you for exercising these rights.

Third-Party Links

Our website may link to third-party websites, including our scheduling platform and our peptide therapy storefront. Those sites operate under their own privacy policies, and we are not responsible for their content or privacy practices. Please review the policy of any site you visit.

Changes to This Policy

We may update this policy from time to time. The revised version will be posted on this page with an updated date. Material changes affecting how we handle your information will be communicated as required by law. Your continued use of the website after an update constitutes acceptance of the revised policy.

Contact Us

For questions about this policy, or to exercise any privacy right described above:

VA Health & Wellness Center
Attn: Privacy Officer
3975 Fair Ridge Drive, North Building, Suite 300
Fairfax, VA 22033

Phone: (703) 782-5132
Email: info@vahealthandwellness.com

---

Part II – Notice of Privacy Practices (HIPAA)

Our Legal Duty

We are required by law to maintain the privacy of Protected Health Information (“PHI”), provide you with this Notice of our legal duties and privacy practices, and abide by the terms of this Notice as currently in effect.

We reserve the right to change the terms of this Notice. Any changes will apply to all PHI that we maintain. A revised Notice will be made available upon request and posted in our office.

Permitted Uses and Disclosures

We may use and disclose your PHI without your written authorization in the following circumstances:

Treatment

To provide, coordinate, or manage your healthcare and related services, including consultations between healthcare providers.

Payment

To obtain payment for services rendered, including billing and collection activities.

Healthcare Operations

To support administrative, educational, quality improvement, and business functions necessary to operate our practice.

Other Uses and Disclosures Permitted or Required by Law

We may also use or disclose your PHI without authorization for the following purposes, as required or permitted by applicable law:

• Public health activities and reporting
• Reporting of abuse, neglect, or domestic violence
• Health oversight agency activities
• Judicial and administrative proceedings
• Law enforcement purposes
• Coroners, medical examiners, and funeral directors
• Organ and tissue donation
• Research under certain conditions
• To avert a serious threat to health or safety
• Specialized government functions, including military, national security, and correctional institutions
• Workers’ compensation claims

Other Uses and Disclosures Requiring Authorization

All other uses and disclosures of your PHI will be made only with your prior written authorization.

You may revoke such authorization in writing at any time, except to the extent that we have already relied upon it.

Your Rights

You have the following rights with respect to your PHI:

Right to Access

You may inspect and obtain a copy of your medical record, subject to certain limitations.

Right to Amend

You may request corrections to your record if you believe the information is incorrect or incomplete.

Right to an Accounting of Disclosures

You may receive a list of certain disclosures we have made of your PHI.

Right to Request Restrictions

You may request limitations on how your PHI is used or disclosed. We are not required to agree to all requested restrictions.

Right to Confidential Communications

You may request communications in a specific form or at a specific location.

Right to a Paper Copy

You may obtain a paper copy of this Notice at any time.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer using the contact information below, or with the U.S. Department of Health and Human Services, Office for Civil Rights at hhs.gov/ocr/complaints.

You will not be retaliated against for filing a complaint.

Contact Our Privacy Officer

VA Health & Wellness Center
Attn: Privacy Officer
3975 Fair Ridge Drive, North Building, Suite 300
Fairfax, VA 22033

Phone: (703) 782-5132
Email: info@vahealthandwellness.com