Privacy Policy

WorkWell Evals LLC

Effective Date: January 22, 2025

Last Updated: February 2, 2025

1. Introduction

WorkWell Evals LLC ("WorkWell," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at workwellevals.com (the "Site") and our services (collectively, the "Services").

Please read this Privacy Policy carefully. By using our Services, you consent to the practices described in this policy.

2. Important Notice Regarding Healthcare Information

WorkWell Evals is not a healthcare provider. We operate as a scheduling and administrative platform that connects you with independent licensed mental health professionals ("Providers").

WorkWell Evals operates as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We collect and store limited Protected Health Information (PHI) as part of our intake process, including information about your condition and standardized screening questionnaire responses. We maintain appropriate administrative, technical, and physical safeguards to protect this information in compliance with HIPAA requirements.

We have executed Business Associate Agreements (BAAs) with our Providers and with our technology service providers (including Google Workspace) to ensure your health information is protected throughout our platform.

Clinical records and documentation created by your Provider (including accommodation letters, clinical notes, and detailed evaluation records) are maintained by the Provider under their own privacy practices. For questions about how your Provider handles your clinical information, please contact them directly.

3. Information We Collect

3.1 Information You Provide to Us

We collect information you voluntarily provide when using our Services:

Account and Contact Information:

  • Full name

  • Email address

  • Phone number

  • State of residence

Intake Information:

  • Employer name and job title

  • Employment start date

  • Current work arrangement

  • General description of your condition and how it affects your work

  • Type of accommodation you are seeking

  • Supporting documentation you choose to upload (such as diagnosis letters, treatment records, or notes from other healthcare providers)

Payment Information:

  • Payment card details (processed and stored by our payment processor, Stripe — we do not store your full card number)

  • Billing address

Communications:

  • Emails and messages you send to us

  • Feedback and survey responses

3.2 Information Collected Automatically

When you access our Site, we may automatically collect:

Device and Usage Information:

  • IP address

  • Browser type and version

  • Operating system

  • Pages visited and time spent on pages

  • Referring website

  • Date and time of access

Cookies and Tracking Technologies:

  • We use cookies and similar technologies to improve your experience, analyze usage, and assist with marketing efforts. See Section 8 for more information.

3.3 Information from Third Parties

We may receive information from third-party services integrated with our platform:

  • Stripe: Payment confirmation and transaction details

  • Cal.com: Appointment scheduling information

  • Heyflow: Form submission data

  • Google Analytics: Aggregated usage statistics

4. How We Use Your Information

We use the information we collect to:

Provide and Improve Our Services:

  • Process your appointment booking and payment

  • Connect you with an appropriate Provider

  • Send appointment confirmations and reminders

  • Communicate with you about your appointment

  • Respond to your inquiries and support requests

  • Improve our Site and Services

Administrative Purposes:

  • Verify your eligibility for our Services

  • Process refunds when applicable

  • Maintain records for business and legal purposes

  • Prevent fraud and enforce our Terms of Service

Marketing and Communications (with your consent):

  • Send you information about our Services

  • Provide updates relevant to workplace accommodations

You may opt out of marketing communications at any time by clicking "unsubscribe" in any email or contacting us at aleksei@workwellevals.com.

5. How We Share Your Information

5.1 With Providers

We share your intake information with the Provider assigned to your appointment so they can prepare for and conduct your evaluation. This includes:

  • Your name and contact information

  • Your intake form responses

  • Your appointment details

Once shared with your Provider, that information becomes part of your clinical record maintained by the Provider under their own privacy practices.

5.2 With Service Providers

We share information with third-party service providers who perform services on our behalf:

  • Stripe: Payment processing — receives payment card details, billing address, and transaction amount

  • Google Workspace (with BAA): Email, scheduling, video consultations, intake forms, and business operations — receives name, email, appointment times, intake form responses, and email communications. Google Workspace is HIPAA-compliant and we have executed a Business Associate Agreement covering Gmail, Google Calendar, Google Meet, Google Forms, and Google Drive.

  • Google Analytics: Website analytics — receives anonymized usage data only

These service providers are contractually obligated to use your information only for the purposes of providing services to us and to maintain appropriate security measures. Where health information is involved, we have executed Business Associate Agreements as required by HIPAA.

5.3 For Legal Reasons

We may disclose your information if required to do so by law or in response to:

  • A subpoena, court order, or other legal process

  • A request from law enforcement or government authorities

  • To protect our rights, property, or safety, or the rights, property, or safety of others

  • To investigate potential violations of our Terms of Service

5.4 Business Transfers

If WorkWell Evals is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change via email or prominent notice on our Site.

5.5 With Your Consent

We may share your information for other purposes with your explicit consent.

6. What We Do NOT Do With Your Information

We want to be clear about what we will never do:

  • We do not sell your personal information to third parties for their marketing purposes

  • We do not share your information with your employer — only you decide whether to submit your accommodation letter to your employer

  • We do not store clinical records — those are maintained by your Provider

  • We do not store your full payment card number — payment processing is handled by Stripe

  • We do not use your health information for marketing or share it with advertisers

7. Data Retention

We retain your personal information for as long as necessary to:

  • Provide you with our Services

  • Comply with legal obligations

  • Resolve disputes

  • Enforce our agreements

Retention periods:

Information Type Retention Period Account and contact information 3 years after last activity Intake form responses 3 years after appointment Payment transaction records 7 years (tax and legal requirements) Email communications 3 years Website analytics 26 months (Google Analytics default)

After the retention period expires, we will securely delete or anonymize your information.

8. Cookies and Tracking Technologies

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and understand how you use the site.

8.2 How We Use Cookies

We use cookies for:

  • Essential cookies: Required for the Site to function (e.g., maintaining your session)

  • Analytics cookies: Help us understand how visitors use our Site (e.g., Google Analytics)

  • Functional cookies: Remember your preferences and settings

8.3 Your Cookie Choices

Most web browsers allow you to control cookies through their settings. You can:

  • Block all cookies

  • Delete existing cookies

  • Allow cookies from specific sites only

Note that blocking certain cookies may affect the functionality of our Site.

8.4 Do Not Track

Some browsers have a "Do Not Track" feature. Our Site does not currently respond to Do Not Track signals.

9. Data Security

We implement administrative, technical, and physical safeguards to protect your information in compliance with HIPAA requirements, including:

  • Encryption of data in transit (SSL/TLS) and at rest

  • HIPAA-compliant infrastructure through Google Workspace with an executed Business Associate Agreement

  • Secure payment processing through PCI-compliant providers

  • Access controls limiting who can view your information

  • Business Associate Agreements with all service providers who handle Protected Health Information

  • Regular security assessments

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

10. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

10.1 Access and Portability

You may request a copy of the personal information we hold about you.

10.2 Correction

You may request that we correct inaccurate or incomplete information.

10.3 Deletion

You may request that we delete your personal information, subject to certain exceptions (e.g., legal retention requirements).

10.4 Opt-Out of Marketing

You may opt out of receiving marketing communications at any time.

10.5 How to Exercise Your Rights

To exercise any of these rights, please contact us at aleksei@workwellevals.com. We will respond to your request within 30 days.

We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.

11. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You can request information about the categories and specific pieces of personal information we have collected about you

  • Right to Delete: You can request deletion of your personal information

  • Right to Opt-Out of Sale: We do not sell personal information, so this right does not apply

  • Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To submit a CCPA request, contact us at aleksei@workwellevals.com.

12. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have collected information from a child under 18, we will delete that information promptly.

13. Third-Party Links

Our Site may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read the privacy policies of any third-party sites you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Posting the updated policy on our Site

  • Updating the "Last Updated" date at the top

  • Sending you an email notification for significant changes

Your continued use of our Services after changes are posted constitutes your acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

WorkWell Evals LLC Email: support@workwellevals.com

16. Consent

BY USING OUR SERVICES, YOU CONSENT TO THE COLLECTION, USE, AND SHARING OF YOUR INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY.