Privacy Policy

1. Scope

This Privacy Policy describes how Vita Health 365 ("Vita Health 365", "we", "our") collects, uses, shares, and protects information through our public website (vitahealth365.com). It does not apply to Protected Health Information (PHI) we handle as a HIPAA-covered entity within our patient portal — that information is governed by our Notice of Privacy Practices.

2. What we collect

We collect information you provide (name, email, phone, language preference, program interest), information automatically (IP address truncated for analytics, device, browser, referrer, page visited), cookie-based information categorized in our Cookie Policy, and limited information from third parties (such as ad clicks and reCAPTCHA verification).

• You provide: contact basics and program interest.
• Automatic: technical telemetry, never bound to a clinical record.
• Cookies: strictly necessary by default; analytics and marketing only with consent.

3. How we use it

To respond to inquiries, schedule consultations, send communications you opted into, improve site performance, and comply with applicable law.

4. Sharing

With service providers under contract (analytics, email, SMS) bound to confidentiality; for legal compliance; in business transfers; or with your consent. We do not sell personal information for monetary value. We may "share" personal information for cross-context behavioral advertising under CPRA — you can opt out at any time.

5. California privacy rights

Under the California Consumer Privacy Act (as amended by the California Privacy Rights Act), you may request: Right to Know, Right to Delete, Right to Correct, Right to Opt-Out of Sale/Sharing (we honor Global Privacy Control signals), Right to Limit Use of Sensitive Personal Information, and Right to Non-Discrimination.

To exercise your rights, email [email protected] or visit "Your California Privacy Rights." Verification of identity may be required.

6. Retention

• Inquiry data — 24 months from last contact.
• Analytics — aggregated, max 26 months.
• Marketing — until opt-out plus 12 months.
• Required records (advertising, telehealth) — per California law (e.g., 4 years).

7. Security

We use TLS, encryption at rest where applicable, access controls, and vendor due diligence. No system is perfectly secure; if we discover a breach affecting personal information, we will notify you per California Civil Code §1798.82 and HIPAA where applicable.

8. Children

Our website is not directed to children under 13. We do not knowingly collect data from children under 13. If you believe we have collected information from a child under 13, contact us and we will delete it.

9. International users

Vita Health 365 operates in California. If you access this website from outside California, your information may be processed in the United States and may be subject to different data-protection laws than those of your jurisdiction.

10. SMS & phone communications (TCPA)

This section describes how Vita Health 365 sends text messages (SMS / MMS) to mobile numbers you provide, in accordance with the federal Telephone Consumer Protection Act (TCPA), 47 C.F.R. § 64.1200, the CTIA Messaging Principles & Best Practices, and California Civil Code §§ 1798.83 and 1798.140.

10.1 Consent to receive SMS — two-step opt-in. Providing your mobile phone number on a Vita Health 365 web form does not, by itself, enroll you in any SMS program. We send transactional, account-related, and care-coordination text messages only if you separately and affirmatively check the SMS consent box clearly labeled "Optional — SMS Communications" on the booking, intake, account-lookup, or related form. Leaving that box unchecked has no effect on your booking, your care, or our ability to contact you by email or phone for the same purposes. Consent to SMS is never a condition of purchasing or receiving any Vita Health 365 service.

10.2 Marketing & promotional messages — separate opt-in. We do not send marketing or promotional SMS unless you separately and affirmatively opt in (for example, by checking the optional "Appointment Communications" box on our consent screen, or by replying YES to a confirmation prompt). Providing your phone number for booking purposes alone does not constitute consent to marketing messages.

10.3 Message frequency. Frequency varies by program and by the visits you book. Typical patients receive 2–6 transactional messages per appointment cycle. Care-manager programs (Weight Loss, RTM) may send up to 4 additional messages per week during active care. Frequency is not fixed and may change.

10.4 Message and data rates. Standard message and data rates from your wireless carrier may apply. Vita Health 365 does not charge a fee to send or receive SMS, but your carrier may. Check your wireless plan for details.

10.5 How to opt out (STOP). You may opt out of all non-emergency Vita Health 365 SMS at any time by replying STOP to any message we send. You will receive a single confirmation message that you have been unsubscribed, and we will not send you further marketing or transactional SMS. Opting out of SMS does not affect email or phone communications, and it does not cancel any scheduled appointment — please contact us directly if you also need to reschedule or cancel.

10.6 How to get help (HELP). Reply HELP to any Vita Health 365 SMS to receive contact information for support. You can also email [email protected] or call our office for assistance.

10.7 Re-subscribing. If you previously opted out and wish to receive Vita Health 365 SMS again, reply START or UNSTOP to a previous Vita Health 365 number, or contact us in writing. You may also re-enter your mobile number on any new booking form, which will be treated as a fresh, affirmative opt-in.

10.8 Carrier disclaimers. Wireless carriers (AT&T, T-Mobile, Verizon, US Cellular, and others) are not liable for delayed or undelivered messages. Message delivery is provided on a best-effort basis. Vita Health 365 is not responsible for messages that fail to deliver due to carrier outages, an out-of-service number, an inactive plan, or a number that has been ported or reassigned.

10.9 No sharing of mobile information for third-party marketing. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Vita Health 365 will not sell, rent, lease, or otherwise share your mobile number, opt-in status, or SMS message content with any third party or affiliate for their independent marketing purposes. Text-messaging originator opt-in data and consent are not shared with any third party or affiliate. Phone numbers and SMS content are shared only with our messaging-platform vendor (Twilio, Inc.) acting as our service provider under contract, and only to the extent necessary to deliver messages you have consented to receive.

10.10 Eligible numbers. Our SMS program supports U.S. mobile numbers. We do not knowingly send SMS to numbers we know to be landlines, VoIP-only, or assigned to subscribers under 18. If you change or release your mobile number, please update your account at /mypage or notify us; we are not liable for messages sent to a previously valid number that has since been reassigned.

10.11 Recordkeeping. We maintain records of when, how, and through which form your SMS opt-in was captured (URL, timestamp, IP, and the specific consent language presented), as well as a log of any STOP / HELP / START replies, for as long as required by applicable law (typically a minimum of 4 years).

11. Marketing communications (newsletter)

This section describes how Vita Health 365 sends marketing email (clinic newsletters, wellness writing, program-availability updates) and the third-party service we use to deliver them.

11.1 Opt-in is required and separate. We do not add you to any marketing email list because you booked an appointment, completed a consent, or contacted us for care. Marketing email is delivered only if you affirmatively tick the optional "Clinic newsletter & wellness updates" box on our consent screen, or otherwise affirmatively subscribe through a form clearly identified as a newsletter sign-up. Leaving the box unchecked has no effect on your booking or your care.

11.2 Third-party processor: Mailchimp. When you opt in, we share a strictly limited set of information with our email-delivery vendor, Intuit Mailchimp ("Mailchimp") — email address, first name, last name, and your preferred language code (en / ko / zh). Mailchimp acts as our service provider for newsletter delivery only. Mailchimp's privacy practices are governed by their own Global Privacy Statement.

11.3 No PHI / no clinical information is sent to Mailchimp. Mailchimp is not a HIPAA Business Associate of Vita Health 365 and we do not share Protected Health Information (PHI) with them. Specifically, the following information stays on Vita Health 365's systems and is never transmitted to Mailchimp: program name (Telehealth / Weight Loss / RTM / Nutrition / Regenerative), appointment date or time, clinical notes, diagnoses, prescriptions, lab results, payment data, phone number, date of birth, gender, address, or any other category that could reveal a specific service interest, condition, or treatment.

11.4 Double opt-in confirmation. When you opt in, Mailchimp will send a one-time confirmation email to the address you provided. Your subscription only becomes active after you click the confirmation link in that email. If you do not click, you remain unsubscribed and we will not send you marketing email.

11.5 Unsubscribing. Every marketing email we send includes a one-click unsubscribe link in the footer (required by the federal CAN-SPAM Act, 15 U.S.C. § 7704, and California Business & Professions Code § 17529.5). You may also email [email protected] at any time and ask us to remove you. Unsubscribing has no effect on your clinical care or on transactional appointment communications described in § 10 above.

11.6 Frequency. Newsletters are sent at most a few times per month. There is no minimum frequency — we may go weeks without sending anything if there is nothing useful to share.

11.7 Admin manual addition. If a clinic team member adds you to the newsletter list through an internal admin form (for example, after a phone-in booking where you gave verbal consent), the same rules apply: only your email and name are sent to Mailchimp, no clinical detail is shared, and Mailchimp's double opt-in confirmation still runs before any newsletter reaches you. The admin action is recorded in our HIPAA-aligned audit log.

11.8 Your CCPA / CPRA rights. California residents have the right to know what personal information we have shared, to request deletion, and to opt out of any "sale" or "sharing" of personal information. We do not sell or share personal information for cross-context behavioral advertising. To exercise any of these rights, contact us at [email protected]. See also § 5 (California privacy rights).

12. AI features & third-party AI services

Parts of the Vita Health 365 app are powered by artificial-intelligence services operated by other companies. This section states what leaves our systems, who receives it, what it is used for, and how to stop it. The app asks for your permission before any of it happens, and nothing in this section applies until you give that permission.

12.1 The features this covers. The AI coach (chat and voice), meal-photo and typed-meal analysis, the AI-written 12-week roadmap and weekly training plans, the weekly check-in analysis, and the daily insight on your dashboard.

12.2 Who receives your data, and what. Two processors, each acting as our service provider under contract:

• Anthropic PBC ("Claude") — your messages to the AI coach and the coach's replies; photographs of meals you submit for analysis; meal descriptions you type; and the health context needed to answer you, namely your stated goal, age range, sex, height, weight history, workout completion, and weekly check-in answers. Anthropic's practices are described in their Privacy Policy.
• OpenAI, L.L.C. — voice clips you record for the coach, sent for speech-to-text transcription only. We do not retain the audio. OpenAI's practices are described in their Privacy Policy.

12.3 What is removed first. Before any text is transmitted, your name is replaced with a stable pseudonym and contact patterns (phone numbers, email addresses) are masked. We do not transmit your address, payment details, insurance information, or clinical records from your visits with our providers. Photographs and voice recordings are transmitted as captured and are not de-identified — you choose what to capture.

12.4 How it is used, and for how long. Both processors handle the data only to generate the response you requested. Under our agreements with them, your data is not used to train their models. The resulting text and analyses are stored in your Vita Health 365 account so the app can show your history, and are deleted with your account under § 6.

12.5 Your permission, and withdrawing it. The app presents a disclosure naming these processors and the data listed above, and records your answer with a timestamp and the version of the disclosure you were shown. If you decline, no data is sent and the AI features are unavailable; every other part of the app — appointments, messages with your care team, weight tracking, manual meal logging, and your program — continues to work. You may withdraw your permission at any time in the app under Account → AI data processing, which stops all further transmission. Withdrawal is not retroactive: it cannot recall what was already sent.

12.6 AI output is not medical advice. Responses generated by these features are general wellness information. They are not a diagnosis, prescription, or treatment plan, they may be inaccurate, and they do not replace evaluation by your clinician. In an emergency, call 911.

13. Changes

We may update this Policy. Material changes will be posted at least 14 days in advance. The Effective Date reflects the latest version.

14. Contact

Privacy: [email protected]
HIPAA Compliance: [email protected]
Mailing: Vita Health 365, 2064 Marengo St, Suite 600, Los Angeles, CA 90033