Privacy Policy

WorkWell Evals LLC

Effective Date: January 22, 2026

Last Updated: September 8, 2026

Material Update Effective September 8, 2026: We have added Section 9 setting out the terms that will apply if we offer a text message (SMS) program, including how we would obtain your consent, how to opt out, and our commitment that mobile phone numbers and text messaging consent are never shared or sold to third parties or affiliates for marketing purposes. We do not currently send text messages. We have also updated Sections 3, 4, 5, 6, 7, and 11 to reflect text messaging and to disclose our email marketing provider.

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 Health Insurance Portability and Accountability Act (HIPAA) Business Associate in connection with the licensed healthcare providers on our platform. 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 a Business Associate Agreement with each Provider as required under HIPAA 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.

Some of our products, such as digital self-help resources, are purely educational and do not involve any Protected Health Information. When you purchase a digital product, we collect only your contact, payment, and preference information, and no information about any health condition.

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

  • Mobile phone number (if you choose to receive text messages)

  • 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

Digital Product Purchases: When you buy a digital product, we collect your name, email address, state of residence, payment information (processed by Stripe), and your email marketing preference. We do not collect health information for digital product purchases.

WorkWell Access Requests: If you email us to request a WorkWell Access slot, we collect your name, email address, and the state you expect to be in during your appointment. We maintain an internal record of approved requests containing that information, the date of approval, and whether a booking and any refund occurred, so that we can administer the program's monthly limit and verify that bookings come from approved participants. We do not ask for, and ask that you do not send, information about your financial circumstances or your health condition when requesting a slot.

Text Message Program Information: If and when we offer a text message program and you opt in, we would collect and retain your mobile phone number, a record of your consent (including the date and time, the web form or method used, the IP address submitted from, and the exact consent language displayed to you), your opt-in and opt-out status, and delivery and reply data for messages we send you.

We do not collect information about your health condition, symptoms, diagnosis, appointment, or Provider through the text message program, and we do not use that information to decide which text messages to send you. Do not send health information to us by text message.

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

  • Tally Pro: Eligibility screening responses

  • 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

  • Coordinate follow-up services including employer form completion, letter revisions, and provider-employer communications

  • 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

Research and Industry Insights:

  • Generate aggregate, de-identified statistics about workplace accommodation demand, condition patterns, and customer outcomes

  • Publish research reports, industry analyses, and educational content based on de-identified aggregate data

  • Share findings with journalists, researchers, and the public to advance understanding of workplace accommodations

De-identified data used for research and industry insights does not include any information that could reasonably be used to identify you individually. We apply the de-identification standards described in HIPAA's Safe Harbor method (45 CFR 164.514(b)(2)) and exclude any data points where small sample sizes could create re-identification risk.

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

5. How We Share Your Information

5.1 With Providers

We share your intake information with the Provider assigned to your evaluation so they can prepare for and conduct your evaluation and any follow-up services. This includes:

  • Your name and contact information

  • Your intake form responses

  • Your appointment details

  • Employer-provided forms or correspondence relevant to follow-up services (if applicable)

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

Information from digital product purchases is not shared with any Provider, because no Provider is involved in delivering a digital product.

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, clinical intake forms, and business operations — receives name, email, 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.

  • Tally Pro: Eligibility screening — receives name, email, state of residence, employer information, and general condition information submitted through our intake forms.

  • 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 individually identifiable health information for marketing or share it with advertisers. This restriction does not apply to fully de-identified, aggregate statistics used in research reports and industry insights as described in Section 4

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 10 years after last activity

  • Intake form responses 10 years after appointment

  • Payment transaction records 7 years (tax and legal requirements)

  • Email communications 3 years

  • Website analytics 26 months (Google Analytics default)

  • WorkWell Access approval records 7 years (aligned with payment transaction records)

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. Text Message (SMS) Program

We do not currently send text messages. This section sets out the terms that will apply if and when we offer a text message program. We will not send you any text message unless you have first given express written consent as described in Section 9.2.

9.1 What We Send

If you opt in, WorkWell Evals may send you text messages in two categories:

Transactional messages: appointment confirmations, intake reminders, and
service updates related to a purchase you have made.

Marketing messages: information about our services, workplace accommodation
guidance, new resources, and occasional offers.

These are separate consents. You may opt in to one without the other.

We do not send text messages containing your diagnosis, screening
questionnaire responses, condition, evaluation outcome, accommodation letter
contents, or the identity of your Provider. Accommodation letters and all
clinical communication come to you directly from your Provider through their
own systems, never by text message from us.

Full program terms are available at workwellevals.com/sms-terms.

9.2 How We Obtain Your Consent

We send text messages only to people who have given prior express written
consent by checking an unchecked consent box on one of our web forms, or by
texting a keyword to our number. Consent is never bundled with any other
agreement, is never pre-checked, and is never a condition of purchasing any
product or service.

We keep a record of your consent, including the date and time, the form or
method used, the IP address, and the exact language displayed to you at the
time you consented.

You must be 18 or older and the account holder or authorized user of the
mobile number you provide.

9.3 Message Frequency and Cost

Message frequency varies. You should expect no more than 4 marketing messages
per month. Transactional messages are sent as needed based on your
appointment and are not counted toward that limit.

Message and data rates may apply. WorkWell Evals does not charge for text
messages. Your mobile carrier may. Contact your carrier for details on your
plan.

Carriers are not liable for delayed or undelivered messages.

9.4 How to Opt Out

You may withdraw your consent to text messages at any time, by any reasonable
method. The simplest is to reply STOP to any message you receive from us. We
also honor QUIT, END, CANCEL, UNSUBSCRIBE, REVOKE, and OPT OUT, as well as
requests sent to support@workwellevals.com.

After you opt out, we will send a single message confirming that you have been
unsubscribed and that no further messages will be sent. That confirmation
message will not attempt to persuade you to stay subscribed.

We process opt-out requests as soon as practicable and in no case more than ten
business days after receipt.

If you have opted in to more than one type of message, we may send one message
asking which messages you want to stop. If you do not respond, we will treat
your request as an opt-out from all text messages from us.

Opting out of text messages does not opt you out of email. To opt out of
marketing email, use the unsubscribe link in any email or contact
support@workwellevals.com.

If you change or transfer your mobile number, notify us at
support@workwellevals.com so we do not message the new holder of your former
number.

9.5 Help

For help with the text message program, reply HELP to any message or email
support@workwellevals.com.

9.6 Sharing

Mobile information will not be shared with third parties or affiliates for
marketing or promotional purposes. All categories of sharing described in this
Privacy Policy exclude text messaging originator opt-in data and consent. This
information will not be shared with any third parties.

We share your mobile number only with the service providers that deliver
messages on our behalf, and only for the purpose of delivering those messages.

9.7 Supported Carriers

Message delivery is subject to carrier availability. We do not guarantee
delivery on any particular carrier or device.

10. 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

  • Periodic review of access controls and security configurations.

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.

11. Your Privacy Rights

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

11.1 Access and Portability

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

11.2 Correction

You may request that we correct inaccurate or incomplete information.

11.3 Deletion

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

11.4 Opt-Out of Marketing

You may opt out of receiving marketing communications at any time. For email, use the unsubscribe link in any email or contact support@workwellevals.com. For text messages, if we offer a text message program and you have opted in, reply STOP to any message, or see Section 9.4 for the full range of methods we accept.

11.5 How to Exercise Your Rights

To exercise any of these rights, please contact us at support@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.

12. 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. The categories of personal information we collect include identifiers (name, email address, mobile phone number, IP address), commercial information (products purchased), internet activity information, and, for evaluation customers, health information. We do not sell or share personal information as those terms are defined under the CCPA, and we do not sell or share mobile phone numbers or text messaging consent under any circumstance.

  • 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 support@workwellevals.com.

13. 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.

14. 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.

15. 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.

16. 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

17. Consent

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