Privacy Policy
Stellar Wellness ("we," "our," or "us") is a telehealth-first direct primary care and functional medicine practice licensed in Nevada and Utah. We are committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website (stellarwellness.health) or use our telehealth and practice services.
Please read this policy carefully. By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, please do not access the website or use our services.
1. Information We Collect
We may collect the following categories of information:
A. Personal Identification Information
Full name, date of birth, and gender
Contact information: email address, phone number, mailing address
Government-issued ID (for identity verification purposes)
Payment information (processed through secure third-party processors; we do not store full card numbers)
B. Protected Health Information (PHI)
As a healthcare provider, we collect and maintain Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). This includes:
Medical history, diagnoses, and clinical notes
Medications, lab results, and treatment plans
Information you provide during telehealth consultations
Communications with your provider related to your care
The collection, use, and disclosure of your PHI is governed by our Notice of Privacy Practices (NPP), which is provided to you upon enrollment and is available upon request.
C. Technical and Usage Information
IP address, browser type, and operating system
Pages visited, links clicked, and time spent on our website
Referral source (how you found our website)
Device identifiers and cookie data
2. How We Use Your Information
We use the information we collect for the following purposes:
To provide, coordinate, and improve your medical care and telehealth services
To process appointments, payments, and subscription memberships
To communicate with you regarding your care, appointments, and account
To comply with applicable federal and state laws, including HIPAA
To respond to your inquiries and provide customer support
To send administrative communications, such as appointment reminders and policy updates
To improve our website functionality and user experience
To protect the security and integrity of our systems and services
We do not sell your personal information or PHI to third parties. We do not use your health information for advertising or marketing purposes without your explicit consent.
3. HIPAA and Protected Health Information
Stellar Wellness is a HIPAA-covered entity. Your Protected Health Information is handled in strict accordance with HIPAA's Privacy Rule (45 CFR Part 164) and Security Rule. We maintain a comprehensive HIPAA compliance program that includes:
Designation of a Privacy Officer responsible for HIPAA compliance
Staff training on privacy and security practices
Execution of Business Associate Agreements (BAAs) with all vendors who handle PHI
Annual HIPAA Security Risk Assessments using the HHS SRA Tool
Technical, administrative, and physical safeguards for PHI
Our telehealth platform, OptiMantra, operates under a signed Business Associate Agreement and maintains HIPAA-compliant infrastructure for all patient records and communications.
For a complete description of your HIPAA rights and how we may use or disclose your PHI, please refer to our Notice of Privacy Practices, available at stellarwellness.health or by contacting us directly at (702) 900-6196.
4. Sharing and Disclosure of Information
We may share your information in the following limited circumstances:
Treatment, Payment, and Healthcare Operations
We may share your PHI with other healthcare providers involved in your treatment, with payment processors for billing purposes, or for routine healthcare operations, as permitted under HIPAA and your signed consent.
Service Providers and Business Associates
We work with trusted third-party vendors who assist in operating our practice and website. These vendors are contractually required to protect your information and may only use it to perform services on our behalf. Current Business Associates include:
OptiMantra — EHR, telehealth, and eFax platform
Payment processor — for secure transaction processing
Fullscript — for supplement dispensing and on-demand lab testing
Legal Requirements
We may disclose your information when required by law, court order, subpoena, or other legal process, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Stellar Wellness, our patients, or the public.
With Your Authorization
We will share your information for any other purpose only with your explicit written authorization, which you may revoke at any time.
5. Cookies and Website Tracking
Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand how visitors interact with our content. Cookies are small data files stored on your device.
Types of cookies we may use:
Essential cookies: Required for basic website functionality
Analytics cookies: Help us understand how visitors use our website (e.g., Squarespace analytics)
Preference cookies: Remember your settings and preferences
You may disable cookies through your browser settings; however, some features of the website may not function properly if cookies are disabled. We do not use tracking technologies to collect your PHI through the website.
6. Data Security
We implement appropriate technical, administrative, and physical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. These measures include:
Encrypted transmission of data via SSL/TLS technology
Secure, HIPAA-compliant EHR platform (OptiMantra)
Access controls limiting PHI access to authorized personnel only
Regular security risk assessments
Staff training on data security and privacy
No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. If you believe your information has been compromised, please contact us immediately at (702) 900-6196.
7. Data Retention
We retain your personal information and PHI for as long as necessary to provide your care, comply with legal and regulatory obligations, resolve disputes, and enforce our agreements. Under Nevada law, medical records for adult patients are generally retained for a minimum of five (5) years from the date of service. Records for minor patients are retained until the patient reaches the age of majority plus an additional period as required by applicable law.
8. Your Rights
Depending on your state of residence and applicable law, you may have the following rights:
HIPAA Patient Rights
Right to access and obtain a copy of your PHI
Right to request corrections or amendments to your PHI
Right to an accounting of disclosures of your PHI
Right to request restrictions on certain uses and disclosures
Right to request confidential communications
Right to receive a copy of our Notice of Privacy Practices
Right to file a complaint with the U.S. Department of Health and Human Services (HHS)
General Privacy Rights
Right to know what personal information we collect about you
Right to request deletion of your personal information (subject to legal retention requirements)
Right to opt out of marketing communications at any time
To exercise any of these rights, please contact us at (702) 900-6196 or stellarwellnesslv@gmail.com. We will respond to your request within a reasonable timeframe and in accordance with applicable law.
9. Children's Privacy
Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors without verifiable parental or guardian consent. If you believe we have inadvertently collected information from a minor, please contact us immediately so we can take appropriate action.
10. Third-Party Links
Our website may contain links to third-party websites, including patient portals, laboratory services, or supplement dispensaries. These third-party sites have their own privacy policies, and we are not responsible for their content, privacy practices, or security. We encourage you to review the privacy policy of any third-party site you visit.
11. Telehealth-Specific Privacy Notice
Stellar Wellness delivers care primarily through telehealth technology. During telehealth consultations, your communications are transmitted electronically. We use HIPAA-compliant video, messaging, and documentation platforms to protect these communications. Please be aware that:
You should conduct telehealth visits in a private location to protect your own confidentiality
Telehealth sessions are not recorded without your express written consent
Electronic communications related to your care (messages, lab results, documents) are stored within our secure EHR system
12. Nevada and Utah Privacy Rights
As a practice licensed in Nevada and Utah, we comply with applicable state privacy laws in addition to federal requirements.
Nevada: Nevada Revised Statutes (NRS) Chapter 603A governs the security of personal information. Stellar Wellness maintains reasonable security measures to protect personal information from unauthorized access or acquisition.
Utah: The Utah Consumer Privacy Act (UCPA) may provide Utah residents with additional rights regarding their personal information. To exercise your rights under applicable Utah law, please contact us using the information provided below.
13. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. When we make material changes, we will update the effective date at the top of this policy and, where appropriate, provide notice on our website or by email. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our website or services following any changes constitutes your acceptance of the updated policy.
14. Contact Us — Privacy Questions and Complaints
If you have questions about this Privacy Policy, wish to exercise your rights, or wish to report a privacy concern, please contact us:
Stellar Wellness — Privacy Officer
Phone: (702) 900-6196
Email: stellarwellnesslv@gmail.com
Website: stellarwellness.health
If you are not satisfied with our response to a privacy concern, you have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/ocr. Filing a complaint will not result in retaliation against you.