Privacy Policy

Website Privacy Policy

Effective Date: 9/8/2026 Last Updated: 9/8/2026

Holistic Wellness Services LLC (“Holistic Wellness Services,” “HWS,” “we,” “us,” or “our”) respects your privacy and is committed to handling information collected through our public website responsibly.

This Privacy Policy explains what information may be collected when you visit hwservices.org, how that information may be used, and the choices available to you.

This policy applies to the public-facing HWS website. It does not replace the separate Notice of Privacy Practices, which explains how protected health information is handled in connection with healthcare services.

Information We Collect

Information you provide directly

You may provide information when you:

• submit a general inquiry through the Contact form;
• submit a new-patient appointment request;
• send an email to inquiry@hwservices.org; or
• otherwise communicate with HWS through the public website.

Depending on the form used, this may include:

• first and last name;
• email address;
• phone number;
• preferred method of contact;
• best time to contact you;
• age group;
• insurance provider, if voluntarily provided;
• subject and general inquiry message; and
• other non-clinical information you choose to provide.

The public website is intentionally designed to collect only the minimum administrative information needed to respond to inquiries and new-patient appointment requests.

Information you should not submit

Please do not submit through the public website:

• medical records;
• detailed symptoms;
• diagnoses;
• medication lists;
• psychiatric or treatment history;
• Social Security numbers;
• insurance member identification numbers; or
• other detailed clinical or sensitive medical information.

Existing patients should use the HWS Patient Portal for secure patient communication.

Information Collected Automatically

Like most websites, certain technical information may be collected automatically when you visit the site, such as:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• referring website;
• date and time of access; and
• basic server/security logs.

This information may be used to maintain site security, troubleshoot technical issues, and understand general website performance.

HWS does not intend to use website analytics to collect or profile sensitive medical information.

How We Use Information

Information collected through the website may be used to:

• respond to general inquiries;
• review and respond to new-patient appointment requests;
• contact you using the information you provide;
• operate and maintain the website;
• prevent spam, abuse, or fraudulent submissions;
• troubleshoot website issues;
• improve website usability; and
• comply with applicable legal obligations.

Submitting an appointment request does not create a provider-patient relationship and does not confirm an appointment.

Email Communications

General inquiries and appointment-request notifications are sent to:

inquiry@hwservices.org

If you submit a website form, HWS may send an automatic acknowledgement to the email address you provide.

Please do not reply to ordinary email messages with detailed medical or clinical information.

Patient Portal

Existing patients should use the HWS Patient Portal for secure patient communications and appointment-related activity:

https://www.therapyportal.com/p/hwellness/

The Patient Portal is operated by a third-party provider and is subject to its own privacy and security practices.

Cookies and Similar Technologies

The website may use essential cookies or similar technologies that are necessary for:

• website functionality;
• security;
• form protection;
• session management; and
• user preferences.

HWS does not intend to use unnecessary advertising trackers, session-replay technology, or invasive behavioural tracking on forms that collect patient inquiry information.

If additional analytics or tracking tools are introduced in the future, this policy should be updated accordingly.

Third-Party Services

The website may link to or rely on third-party services, including:

• TherapyPortal;
• Google Workspace;
• social media platforms such as Instagram;
• website hosting providers;
• anti-spam/security services; and
• other technical service providers required to operate the website.

HWS is not responsible for the privacy practices of independent third-party websites. You should review their privacy policies when leaving hwservices.org.

Information Retention

HWS retains website inquiry information only for as long as reasonably necessary to:

• respond to the inquiry;
• handle an appointment request;
• maintain appropriate business records; or
• satisfy applicable legal or operational requirements.

Retention periods may vary depending on the nature of the communication.

Security

HWS uses reasonable administrative, technical, and organizational safeguards to protect information submitted through the website.

No method of transmission or storage is completely secure, and HWS cannot guarantee absolute security.

Children's Information

HWS provides psychiatric services to children, adolescents, and adults. However, the public website is not intended for children to submit private clinical information directly.

Where appropriate, a parent, guardian, or authorized representative should submit administrative contact information on behalf of a minor.

Your Choices

You may contact HWS to:

• ask questions about information submitted through the public website;
• request correction of inaccurate general contact information; or
• ask that non-required website inquiry information be deleted where legally and operationally permissible.

Changes to This Privacy Policy

HWS may update this Privacy Policy from time to time.

The current version will be posted on this website with the updated effective date.

Contact

For questions about this Website Privacy Policy:

Holistic Wellness Services LLC Serving DC & Maryland Telehealth Only

Email: inquiry@hwservices.org
Phone: 240-847-4763