Legal information
Website Privacy Policy
Last updated August 25, 2026
Scope
This policy explains information handling on wheelhh.com. It is separate from the Notice of Privacy Practices, which explains how WheelHouse Health may use and disclose protected health information in connection with healthcare.
The public website does not ask you to submit medical details. Use the designated secure patient system for medical history, diagnoses, medications, results, clinical messages, and images.
Information collected
When you visit the site, the hosting and security services may automatically process basic technical information such as IP address, requested page, date and time, browser or device type, referring page, and security events. If you call or email the practice, we receive the information you choose to provide through that channel.
WheelHouse Health does not currently operate advertising pixels or a public medical-information form on this site. Conversion controls use local, non-network event labels so an approved analytics service can be added later without placing medical details in event names.
How information is used
Technical and administrative information may be used to operate, secure, troubleshoot, improve, and understand the website; respond to general inquiries; prevent abuse; and meet legal obligations. Do not use general email for confidential medical details.
Third-party services
Appointment scheduling and the patient portal are provided through OptiMantra. When you follow those links, the provider’s privacy and security terms govern information submitted there. Other external links, including government resources, are also governed by the destination website.
Security and retention
Reasonable administrative and technical safeguards are used for the public site, including encrypted transport, restrictive browser policies, limited data collection, and access controls. No internet system can be guaranteed completely secure. Technical records are retained only as reasonably needed for operations, security, legal obligations, or dispute resolution.
Your choices
You may avoid sending information by email, use the secure patient system for clinical communication, and adjust browser settings that control local storage or cookies. Blocking essential authentication technology may prevent access to a privately shared preview or connected service.
Contact
Questions about this website policy may be sent to admin@wheelhh.com or discussed by phone at (571) 402-2102.
Current signed clinical, consent, payment, and membership documents control where they address a specific service or plan. Contact the practice before relying on a website summary for an enrollment or care decision.
Public website information
Website Privacy Policy
This Website Privacy Policy explains information associated with visiting wheelhh.com and using ordinary administrative contact channels. It is separate from the Notice of Privacy Practices, which addresses protected health information in connection with healthcare when that notice is applicable and formally adopted. Do not send medical details through public website channels or ordinary email.
Use the contents list to move directly to the question or decision that matters to you.
What this policy covers
Public website privacy is one part of a larger privacy picture
This policy covers the public WheelHouse Health website at wheelhh.com and information connected with ordinary administrative calls or email. It explains the categories that may be processed when a person loads a page, follows a link, or chooses to contact the practice outside the clinical system. It does not describe every data practice of a patient portal, scheduler, telehealth platform, payment service, laboratory, pharmacy, insurer, or other organization.
The Notice of Privacy Practices has a different purpose. If WheelHouse Health is a HIPAA covered provider and formally adopts that notice, it describes how protected health information may be used and disclosed for healthcare and explains patient rights. Website Terms also have a different purpose: they govern use of the public site. Telehealth consent, treatment consent, financial policies, and membership agreements apply to the service or plan they address.
A link between these documents does not merge them. Information submitted through a designated healthcare system may be subject to WheelHouse Health’s applicable legal duties as well as the service provider’s terms. A vendor policy does not replace obligations that apply to WheelHouse Health. WheelHouse Health reviews this policy when its website tools, vendors, or information flows change so the published explanation continues to match actual practice.
- Website Privacy Policy: public site and ordinary administrative contact.
- Notice of Privacy Practices: healthcare privacy practices and patient rights, when applicable and adopted.
- Website Terms: rules and limits for wheelhh.com.
- Patient and plan documents: clinical consent, payment, membership, and service-specific terms.
Information sources
Information you choose to provide through administrative contact
If you call or email WheelHouse Health, the practice receives the information you choose to provide, such as your name, contact method, message, and communication metadata. Keep ordinary contact administrative. Appropriate topics include finding the booking link, asking where to review services or memberships, requesting portal access help, or asking how location eligibility is confirmed. Do not include symptoms, diagnoses, medicines, records, results, images, insurance cards, identification documents, or other health details in ordinary email.
The public site is designed to route people to designated systems rather than collect medical histories in a general web form. If clinical information, identity verification, payment information, records, photographs, or signed documents are needed, wait for instructions and use the method WheelHouse Health identifies. Do not assume that a social-media account, search-engine message, or unrelated directory is an approved practice channel.
Information sent to an incorrect or public channel may still need to be handled, protected, redirected, retained, or deleted according to applicable duties and operational procedures. Asking people not to send health information by ordinary email does not erase WheelHouse Health’s responsibilities for information it actually receives. The practice should maintain a documented process for routing misdirected sensitive information without inviting more details into that channel.
- Administrative contact: name, callback method, and a non-clinical task.
- Clinical information: only through the designated patient or intake system.
- Emergency information: do not send it to any website channel; call 911.
- Account credentials: never send a password or one-time code to the practice.
“Please help me find the correct appointment type” or “I need the official portal link” is enough. Wait for a response before sending any record, image, identification, or health detail.
Site operation
Technical information may be processed when the site is used
Web hosting, content delivery, security, and network services generally process technical information needed to deliver and protect a site. Depending on the deployed configuration, this may include an internet protocol address, requested page, date and time, referring page, browser or device type, general language or region settings, response status, and security or diagnostic events. These records can arise automatically when a browser requests a page.
WheelHouse Health may use technical information to deliver content, maintain availability, prevent abuse, investigate errors, protect accounts and infrastructure, understand broad site performance, and meet legal obligations. Technical data should not be combined with patient or booking information for advertising, sensitive audience creation, or diagnosis-level profiling. The approved analytics plan prohibits symptom, diagnosis, article-topic inference, free text, patient identifiers, and portal or booking details in event names.
The specific technical providers, log fields, administrator access, storage locations, and retention periods depend on the services configured for the website. WheelHouse Health reviews those configurations and describes providers by name or category only when the description is accurate. Questions about a particular website tool can be directed to the administrative contact without including health details.
Browser technologies
Cookies, local storage, and measurement must remain purpose-limited
A website or connected service may use cookies, local storage, or similar browser technology for functions such as security, load balancing, preferences, authentication on a restricted preview, or remembering a user choice. Blocking essential technology can prevent a connected service or protected area from functioning. Browser controls can usually remove or limit stored data, but the effect depends on the browser and destination service.
WheelHouse Health may use limited, purpose-specific labels to understand whether visitors choose approved booking, portal, or call actions. Those labels should not include symptoms, diagnoses, article topics, free-text values, patient identifiers, or portal details. Any analytics, advertising, call-tracking, cross-domain measurement, or session-replay service requires a separate privacy and security review of the vendor, data fields, destination, retention, access, deletion, and healthcare risk.
Session replay and advertising audiences are especially sensitive on a healthcare site because page visits and link choices can imply health interests. They should remain disabled unless a privacy and security review supports a specific configuration and counsel approves it. If measurement practices change, this policy and any consent control must be updated before or when the change takes effect.
Purposes
Information is used for defined website and administrative purposes
WheelHouse Health may use public-site and administrative information to provide the requested page, route a general question, operate and secure the website, diagnose technical problems, prevent misuse, maintain records of administrative communication, improve usability, and comply with law. Use should remain connected to the reason information was collected.
If a person asks about booking, the practice may direct that person to the official scheduler. If a current patient asks for portal help, the practice may provide access instructions or an approved support path after appropriate verification. If a message mistakenly contains clinical information, the practice may limit access, redirect the conversation, preserve what applicable law requires, and provide the correct patient channel. The public inbox should not be used to conduct an examination.
WheelHouse Health does not use ordinary public-contact information as permission to create diagnosis-based advertising audiences or disclose a person’s relationship with the practice to an unintended recipient. A newsletter, survey, or other outreach program would require an identified data source, appropriate permission, and an opt-out process where required. This website policy does not describe a separate outreach program unless the program is expressly identified.
Other organizations
Service providers and external destinations have defined roles
WheelHouse Health uses external links for functions including appointment scheduling and the patient portal. The current website links to OptiMantra destinations for those functions. When you follow an external link, check the destination before entering information. The destination may provide its own privacy, security, accessibility, and terms information. Those documents describe the provider’s practices; they do not cancel duties WheelHouse Health may have for selecting, configuring, or using a service.
Website infrastructure, email, telephone, security, or professional advisers may also process limited information to provide services to WheelHouse Health. WheelHouse Health evaluates the providers it uses, the information needed for each role, access rules, applicable contractual protections, and retention or deletion controls. A provider should receive only information reasonably needed for its role and remain subject to appropriate obligations.
The public site may link to government agencies, educational resources, pharmacies, laboratories, or other independent organizations. A link can help a reader find a source; it does not mean WheelHouse controls the destination’s content, availability, or privacy practices. At the same time, WheelHouse should not use a third-party disclaimer to avoid responsibility for an integration or vendor acting on its behalf. The relationship must be described accurately.
Safeguards and limits
Security is a continuing practice, not an absolute promise
WheelHouse Health uses administrative, technical, and physical safeguards appropriate to the information and system. Depending on the environment, safeguards may include access controls, authentication, secure transmission, configuration management, logging, backups, workforce procedures, vendor review, and incident response. No internet or communication system can be guaranteed risk-free, and a security description applies only to the system and controls it actually covers.
Information is retained for documented operational, security, contractual, or legal reasons and then deleted, anonymized, or archived according to the applicable schedule. Different categories may have different periods. A security log, an administrative email, a contract record, and a clinical record do not necessarily follow the same rule. Website questions about retention can be raised through the administrative contact without sending medical information.
If you believe a website account, portal credential, or communication has been compromised, do not send the password or sensitive content by email. Use the destination service’s recovery process and notify WheelHouse Health through the published administrative contact. A security concern involving immediate physical danger should be directed to emergency services.
Your choices
You can limit what you send through public channels
You may browse public pages without emailing the practice. You may decline to place health details in an ordinary message and ask for the approved submission route. You can use browser settings to manage cookies or local storage, understanding that some destination features may stop working. You can avoid an external link and contact the organization through another verified method. These choices do not remove information already processed for security, legal, or requested-service purposes.
Do not use the public site to submit information about a child or another person unless the administrative task requires it and you have authority to act. Pediatric eligibility and representative access must be confirmed; they should not be inferred from the word “family” in marketing copy. A parent, guardian, caregiver, or personal representative may need to establish identity and authority through the designated process before receiving patient-specific information.
WheelHouse Health should not intentionally ask a child to send medical or contact information through the public website. If the practice later adds a public form, newsletter, chat tool, or user account, it must evaluate age, consent, data minimization, accessibility, retention, and vendor requirements before launch. This policy must be updated to match the feature rather than relying on broad future-facing language.
Questions about website information
Ask about public-site or administrative information without adding PHI
Depending on applicable law and the kind of information involved, a person may ask what administrative contact information WheelHouse Health maintains, request a correction, or ask about deletion or restriction. Not every request applies to every record, and legal, security, contractual, or recordkeeping requirements may limit the response. Clinical-record rights belong under the applicable Notice of Privacy Practices and health-record process, not this public-site section.
To ask a website privacy question, call (571) 402-2102 or email admin@wheelhh.com with a subject such as “website privacy question.” Do not attach records, identification, or clinical details until the practice provides a verification and submission method. The practice should verify identity proportionately before disclosing account-specific information and should route clinical-record requests to the designated privacy workflow.
If the question concerns a vendor destination, identify the link or service and the date you used it. WheelHouse Health may need to coordinate with that provider while still explaining its own role. If the concern is about a possible privacy-rights violation involving protected health information, use the complaint and contact process in the formally adopted Notice of Privacy Practices, when applicable.
Policy maintenance
The policy must change when the website or data flow changes
WheelHouse Health may update this Website Privacy Policy when the public site, providers, tools, legal requirements, or administrative practices change. The published page should show the effective or last-updated date for the version in force. Material changes should be communicated in a way appropriate to their effect. An old policy should remain available internally with the approved data map and version record so the practice can explain what applied at a given time.
WheelHouse Health reviews the website host and logs; email and telephone providers; scheduler, portal, payment, and telehealth relationships; analytics, storage, and cookie behavior; administrator access; retention and deletion; incident process; vendor contracts; and monitored contact workflow when this policy is updated. The published description is revised when those practices materially change.
Questions about the public website policy may be directed to admin@wheelhh.com or (571) 402-2102 without medical details. This is an administrative contact, not a request to send records or identity documents. A formally adopted Notice of Privacy Practices provides the designated privacy contact and approved method for healthcare privacy requests.