AVENSIA WELLNESS
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AVENSIA WELLNESS PRIVACY POLICY

Effective Date: October 12, 2026

Avensia Wellness PLLC (“Avensia Wellness,” “Avensia,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit avensiawellness.com, communicate with us, submit an online form, request an appointment, or otherwise interact with our website and related digital services.

This Privacy Policy applies to website and consumer information practices. To the extent information constitutes Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”), our use and disclosure of that information is also governed by our Notice of Privacy Practices and applicable healthcare privacy laws.

1. Information We May Collect

We may collect information that you voluntarily provide to us, including:

  • Name
  • Email address
  • Telephone number
  • Mailing address
  • Date of birth, when necessary
  • Appointment or consultation requests
  • Information regarding services you are interested in
  • Insurance information, when applicable
  • Health-related information that you choose to provide
  • Messages or information submitted through contact, consultation, booking, or intake forms
  • Communication preferences
  • Other information you voluntarily provide

Please do not submit unnecessary sensitive medical information through a general website contact form.

2. Information Collected Automatically

When you use our website, certain information may be collected automatically, including:

  • IP address
  • Browser type
  • Device type
  • Operating system
  • Pages viewed
  • Referring website or search source
  • Date and time of visits
  • Website interactions
  • Approximate geographic information
  • Clicks on telephone numbers, forms, and other website features

We may use cookies, pixels, tags, analytics tools, call-tracking technologies, and similar technologies to understand website usage, improve performance, and measure marketing effectiveness.

3. How We Use Information

We may use information collected through our website to:

  • Respond to questions and inquiries
  • Schedule or coordinate consultations and appointments
  • Provide information regarding Avensia Wellness services
  • Communicate with prospective and existing patients
  • Verify information you provide
  • Operate, maintain, secure, and improve our website
  • Measure website and marketing performance
  • Understand how visitors find and use our website
  • Prevent fraud, spam, abuse, and security threats
  • Comply with legal, regulatory, licensing, and healthcare obligations
  • Carry out administrative and business operations

We will not use PHI for purposes inconsistent with HIPAA or our Notice of Privacy Practices.

4. Health Information and HIPAA

Certain information submitted to Avensia Wellness may constitute Protected Health Information under HIPAA.

When information is considered PHI and is maintained or transmitted by Avensia Wellness in connection with healthcare services, it will be handled in accordance with applicable law and our Notice of Privacy Practices.

Our Notice of Privacy Practices explains:

  • How we may use and disclose PHI
  • Your rights regarding your medical information
  • Our obligations to protect your health information
  • How to request records, restrictions, amendments, or confidential communications
  • How to submit a privacy complaint

Our Notice of Privacy Practices is available through a separate link on this website.

5. Cookies, Analytics, and Advertising Technologies

Avensia Wellness uses cookies, analytics tools, tags, and call-tracking technologies to understand website usage, improve performance, maintain security, and measure marketing effectiveness. These tools process technical and usage information such as browser and device information, IP address, referring source, and website interactions.

Avensia Wellness does not disclose Protected Health Information to advertising platforms or use PHI for targeted advertising. Analytics and advertising tracking is configured to exclude form contents, service selections, appointment details, diagnoses, medications, symptoms, and treatment information. Tracking technologies that cannot enforce these exclusions are disabled on sensitive forms.

These exclusions apply to form fields, event data, URLs, and other data sources used by analytics and advertising tools. We review tags, triggers, forms, and third-party integrations to maintain these safeguards.

Vendors that handle PHI on our behalf are subject to applicable privacy and security safeguards. When a vendor is a HIPAA Business Associate, we require a Business Associate Agreement. We do not permit vendors to use PHI for their own advertising or unrelated marketing.

6. Call Tracking and Telephone Communications

Avensia Wellness may use call-tracking technology to route telephone calls, understand the source of incoming inquiries, improve service, and measure marketing effectiveness.

Call-tracking systems may process information such as the calling telephone number, date and time of the call, call duration, routing information, and marketing source.

If call recording is enabled, callers will receive notice or consent disclosures when required by applicable law. Call recordings or related information that constitute PHI will be handled in accordance with applicable privacy requirements and Avensia Wellness’s Notice of Privacy Practices.

Call recordings, voicemail recordings, transcriptions, and related call data that contain PHI will be handled using appropriate administrative, technical, and access safeguards. Where a call-tracking or communications provider functions as a HIPAA Business Associate, Avensia Wellness will maintain an appropriate Business Associate Agreement when required by law.

Access to call recordings, voicemail, transcripts, and related patient information will be limited to authorized personnel with a legitimate need for access.

7. Administrative and Marketing Communications

Avensia Wellness uses the contact information you provide to respond to your inquiry and coordinate requested services, subject to applicable law and your communication preferences.

The website consultation form presents two separate, optional SMS choices: one for marketing text messages and one for non-marketing messages about your inquiry and service updates. Both boxes are unchecked by default. Providing a telephone number or submitting the form does not by itself select either SMS option or provide consent to promotional telephone calls.

You select each SMS option separately. SMS consent is voluntary and is not a condition of receiving healthcare services. Message frequency may vary, and message and data rates may apply. Reply STOP to opt out of text messages or HELP for assistance. For assistance or to change your communication preferences, contact (980) 243-7743 or [email protected].

Administrative and service-related communications are separate from marketing communications. Where the law requires consent for promotional calls, emails, or texts, those communications require the applicable consent. Opting out of marketing does not prevent communications permitted by law that are necessary to respond to your request or administer your care, and does not override an SMS opt-out.

8. How We May Share Information

We may disclose personal information to service providers that assist us with legitimate business operations, including:

  • Website hosting providers
  • Scheduling systems
  • Electronic health record providers
  • Customer relationship management systems
  • Call-tracking providers
  • IT and cybersecurity providers
  • Analytics providers
  • Payment processors
  • Professional advisors
  • Vendors supporting our healthcare operations

Service providers are permitted to use information only for appropriate purposes and are subject to applicable contractual and legal obligations.

When a third party acts as a HIPAA Business Associate, appropriate agreements will be maintained as required by law.

We may also disclose information:

  • When required by law
  • In response to lawful governmental or regulatory requests
  • To protect our legal rights or the safety of others
  • To investigate fraud or security incidents
  • As otherwise permitted or required by applicable healthcare law

We do not sell patient medical information.

We require service providers that handle information on our behalf to use it only for authorized purposes and maintain appropriate safeguards. When a vendor is a Business Associate under HIPAA, Avensia Wellness will maintain a Business Associate Agreement when required by law. We do not authorize service providers to use PHI for their own advertising or unrelated marketing purposes.

9. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information.

However, no internet transmission, website, email system, or electronic storage method can be guaranteed to be completely secure.

For this reason, you should not use website forms or ordinary email for medical emergencies or highly sensitive information unless specifically instructed to do so through an approved secure system.

10. Data Retention

Avensia Wellness retains information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy healthcare, legal, regulatory, security, and legitimate operational requirements.

Website inquiries and nonclinical communications may be retained for the period necessary to respond to the inquiry, maintain appropriate business records, document communications, prevent fraud or abuse, and satisfy applicable legal requirements.

Medical records and other PHI are retained in accordance with applicable federal and state requirements and Avensia Wellness’s medical-record retention policies.

Analytics and technical log information may be retained according to the applicable platform configuration and Avensia Wellness’s business and security requirements.

If call recording is enabled, recordings will be retained in accordance with Avensia Wellness’s applicable record-retention and privacy practices.

When information is no longer required, Avensia Wellness may delete, securely dispose of, or de-identify it as appropriate.

11. Your Privacy Choices and Requests

For personal information that is not part of your medical record, you may contact Avensia Wellness to request correction of inaccurate information, update your contact information, ask questions about information we maintain, or change your marketing communication preferences.

We may take reasonable steps to verify your identity before processing a privacy request.

You may unsubscribe from marketing emails using the unsubscribe method provided in the communication and may opt out of SMS messages by replying STOP.

Requests involving Protected Health Information, medical records, amendments, restrictions, confidential communications, or other rights under HIPAA should be submitted to the Avensia Wellness Privacy Officer and will be handled in accordance with our Notice of Privacy Practices.

12. Children's Privacy

Our website is not directed toward children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through the website without appropriate authorization.

Healthcare services provided to minors, if any, are governed by applicable consent and privacy laws.

13. Third-Party Websites

Our website may contain links to third-party websites or services.

Avensia Wellness is not responsible for the privacy, security, content, or practices of third-party websites. We encourage users to review the privacy policies of those services.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

When changes are made, we will update the Effective Date shown at the top of this page.

Material changes involving healthcare information will also be addressed in accordance with applicable HIPAA requirements.

15. Contact Us

Questions regarding this Privacy Policy or requests involving nonclinical personal information may be directed to:

Avensia Wellness PLLC
Privacy Officer: Dr. Eric Ibegbu
330 South York Street
Gastonia, NC 28052
Phone: (980) 243-7743
Email: [email protected]
Website: www.avensiawellness.com

For questions or requests involving Protected Health Information or your rights under HIPAA, please refer to our Notice of Privacy Practices and contact the Avensia Wellness Privacy Officer identified there.