Privacy Policy

Last updated: 2026-05-10

The Wellness Way - Mason ("we," "us," or "our") respects your privacy. This Privacy Policy describes how we collect, use, and protect information when you visit www.thewellnesswaymason.com (the "Site").

Important: Protected Health Information (PHI) collected during your in-clinic patient relationship is governed by our HIPAA Notice of Privacy Practices, provided to you at the time of your first visit and available upon request. This Privacy Policy applies only to information collected through this website.

1. Information we collect on this website

We may collect the following types of information:

  • Information you give us voluntarily. When you submit our contact form, we collect your name, email address, phone number (if provided), and the content of your message. The form is processed by Formspree (Formspree, Inc.), which receives the submission on our behalf and forwards it to us by email. Formspree may also log the submitter's IP address, browser, and timestamp for spam prevention. If you sign up for our newsletter, your name and email are submitted to MailerLite, our email service provider, and the signup form uses Google reCAPTCHA to prevent abuse (reCAPTCHA collects device and behavioral signals subject to Google's privacy policy and terms).
  • Automatically collected technical data. Standard server logs and analytics may capture your IP address, device type, browser, pages visited, and referrer URL.
  • Cookies and similar technologies. The Site itself sets only essential first-party storage needed to render pages. Embedded third-party services (Google Maps, Google reCAPTCHA on the newsletter form, MailerLite's embedded form script, and any future analytics tag) may set their own cookies or use similar technologies when their content loads. You can block or delete cookies in your browser settings; doing so may affect the function of embedded content.

2. How we use information

We use website-collected information to:

  • Respond to inquiries you submit through the Site;
  • Schedule appointments or communicate about your interest in our services;
  • Improve the Site, monitor traffic patterns, and understand which content is helpful;
  • Comply with legal obligations.

We do not sell or share your personal information for cross-context behavioral advertising or for monetary or other valuable consideration, as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA).

3. Information you should not submit through this website

To protect your privacy, please do not submit medical history, lab results, diagnoses, prescription information, or other Protected Health Information (PHI) through the contact form on this website. New patient intake is handled separately through our secure online booking system at our scheduling portal.

4. Third-party services

This Site relies on the following third-party processors and services:

  • Cloudflare — hosts the website (Cloudflare Pages) and provides CDN, DNS, and security. Cloudflare receives every request and may process IP addresses, request headers, and traffic metadata. See the Cloudflare Privacy Policy.
  • Formspree (Formspree, Inc.) — processes contact-form submissions and forwards them to us. See the Formspree Privacy Policy.
  • MailerLite — processes newsletter signups and sends our email newsletter. If you subscribe, your name and email are stored by MailerLite. See the MailerLite Privacy Policy. You can unsubscribe at any time using the link in any newsletter email.
  • Google reCAPTCHA — protects the newsletter form from abuse. reCAPTCHA collects hardware and software information (device and application data) and sends it to Google for analysis. Use is governed by the Google Privacy Policy and Terms of Service.
  • Google Maps — an embedded map displays our clinic location on the Contact page. Google may set cookies and collect usage data when the map loads. Use is governed by the Google Privacy Policy.
  • Neo Platform — our online appointment scheduling provider. Clicking the booking link redirects you off this Site to Neo Platform, where any information you enter is governed by Neo Platform's privacy policy.
  • Web analytics. If we enable analytics in the future (for example, Google Analytics 4), this policy will be updated to reflect the tool, the data collected, and how you can opt out. As of the “Last updated” date above, no third-party analytics tag is active on this Site.

Each third-party service operates under its own privacy policy. Once you submit data to a third party, we do not control how that service handles it.

5. Data retention

Contact form submissions are retained for up to 24 months from the date of submission so we can respond to follow-up questions and maintain a record of communications, after which they are deleted. Newsletter subscriber records are retained until you unsubscribe; once you unsubscribe, your email is removed from our active list and retained only on a suppression list to prevent re-subscription, in accordance with CAN-SPAM requirements.

6. Your choices and privacy rights

Subject to applicable law, you have the right to:

  • Request access to or a copy of the personal information we hold about you;
  • Ask us to correct inaccurate or incomplete information;
  • Ask us to delete personal information we hold about you (subject to legal and recordkeeping obligations);
  • Opt out of marketing email at any time using the “unsubscribe” link in any newsletter;
  • Disable cookies in your browser to limit analytics and embedded-content tracking;
  • Send a Global Privacy Control (GPC) signal — we honor GPC as an opt-out of any future sale or sharing of personal information for cross-context behavioral advertising.

California residents (CCPA/CPRA). California residents have the rights listed above plus the right to know what categories of personal information we collect, the right to non-discrimination for exercising privacy rights, and the right to designate an authorized agent to make a request on your behalf. We do not sell or share personal information.

EU/UK/EEA residents (GDPR/UK GDPR). If you are in the EU, UK, or EEA, our lawful bases for processing are: your consent (newsletter signup), our legitimate interests (responding to inquiries, securing the Site, basic traffic logging), and compliance with legal obligations. You have the right to withdraw consent, object to processing, request data portability, and lodge a complaint with your local supervisory authority.

To exercise any of these rights, contact us at mason@thewellnessway.com or call (283) 223-8376. We will respond within the timeframe required by applicable law (generally 30–45 days). We may need to verify your identity before fulfilling certain requests.

7. Children’s privacy

Our website is not directed to children. We do not knowingly collect personal information from children under 13 (per the Children’s Online Privacy Protection Act, COPPA) or from minors under 16 without verifiable parental consent where required by Ohio or California law. If you believe a child has provided personal information through this Site, contact us and we will delete it.

8. Data security and breach notification

We use commercially reasonable administrative and technical safeguards to protect information submitted through the Site, including TLS encryption in transit and restricted access to form submissions. No method of transmission or storage is 100% secure. If a security incident affecting your personal information occurs, we will notify affected individuals and applicable authorities as required by Ohio Revised Code § 1349.19 and other applicable law.

9. International data transfers

The Site is operated from the United States. Our third-party processors (including Cloudflare, Formspree, MailerLite, and Google) may process data in the United States or other countries. If you access the Site from outside the United States, you understand that your information may be transferred to and processed in the United States.

10. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be reflected here.

11. Contact us

Questions about this Privacy Policy or your information:

The Wellness Way - Mason
5382 Cox-Smith Rd, Suite A
Mason, OH 45040
(283) 223-8376
mason@thewellnessway.com

This Privacy Policy describes our website data practices in good faith. It is not a substitute for the HIPAA Notice of Privacy Practices that governs Protected Health Information collected during your patient relationship with the clinic. For legal advice on your specific situation, consult an attorney.