Privacy Policy

Privacy Policy
Effective Date: October 06, 2025
Form Version: PP.02.102025

Women’s Network for Family and Infant Support, LLC (“Company,” “we,” “our,” or “us”) is committed to protecting the privacy and security of personal and health information. This Privacy Policy (“Policy”) describes how the Company collects, uses, discloses, and safeguards information in compliance with applicable federal, state, and local laws, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the Florida Information Protection Act, and relevant Pasco County regulations.

By accessing or using the Company’s website, social media accounts, or services—including, but not limited to, lactation consultations, education, networking, workshops, virtual/telehealth sessions, or other professional services—you acknowledge that you have read, understood, and agree to the terms of this Policy.

Note: For operational policies, fees, scheduling, appointments, cancellations, or other service-related matters, please refer to the Client Service Agreement and Terms of Service.

1. Privacy Officer

The Company designates Kindle Miller as its Privacy Officer, responsible for overseeing compliance with this Policy and addressing inquiries or complaints concerning privacy practices.
Contact Information: hello@wnfis.com

2. Definitions

For purposes of this Policy:
(a) Protected Health Information (PHI): Individually identifiable health information transmitted or maintained in any form that relates to the past, present, or future physical or mental health condition of an individual, provision of healthcare, or payment for healthcare services.
(b) Client: Any individual receiving services from the Company.
(c) Personal Information: Any information that can be used to identify a Client, including, but not limited to, name, email, telephone number, insurance information, or other identifiers.
(d) Non-identifiable Data: Information collected for research, educational, or professional purposes that does not include personal identifiers.
(e) Virtual/Telehealth Session: Any session conducted remotely using electronic communications, video conferencing, or other digital platforms.

3. Information Collection

3.1 Personal Information
The Company may collect:
(a) Identifying information, including name, email, telephone number, and insurance details provided during registration or consultation;
(b) Health-related information, including maternal, infant, and family history, feeding, growth, developmental, or maternal health information disclosed during consultations;
(c) Payment information processed securely through third-party platforms, including IntakeQ and Eventbrite.

3.2 Non-Personal and Non-Identifiable Information
The Company may collect:
(a) Device information, browser type, IP address, and website browsing activity;
(b) Website and social media analytics, including engagement metrics on platforms such as YouTube, Facebook, Instagram, LinkedIn, and Twitter;
(c) Cookies, pixels, and analytics tools to improve services and user experience;
(d) Non-identifiable data for research, educational, or professional development purposes.

Note: Clients may opt out of collection or use of non-identifiable data by providing written notice to hello@wnfis.com.

Data Retention: Non-identifiable or personal information is stored for a minimum of five (5) years. Certain records may be retained longer depending on legal, billing, or research purposes.

Consent for Media: At times, photos or videos may be requested. Consent forms will be provided in these cases.

Public Events: Engagement in public events, workshops, round tables, group classes, or social media platforms is voluntary. Clients are not required to share any personal information, and participation assumes responsibility for one’s own disclosures. The Company cannot guarantee privacy in these group settings.

4. Use of Information

The Company may use the information collected to:
(a) Provide consultations, classes, workshops, and community sessions;
(b) Review maternal, infant, and family history for care planning and insurance documentation;
(c) Schedule and communicate appointments, events, or program updates;
(d) Improve website and social media functionality, engagement, and content;
(e) Conduct research or professional development using non-identifiable information;
(f) Send marketing communications, event invitations, or program updates with consent;
(g) Use analytics, cookies, and pixels for marketing and performance insights;
(h) Comply with legal, regulatory, and public health requirements.

Note: Clients may withdraw consent for marketing or data collection in writing. Withdrawal will prevent future data collection, but previously collected non-identifiable data cannot be removed.

5. Protection of Health Information

5.1 Security Measures
The Company maintains administrative, technical, and physical safeguards designed to protect PHI, including:
(a) Secure electronic storage through HIPAA-compliant platforms (e.g., IntakeQ, Spruce Health, Microsoft);
(b) Access limited to authorized personnel;
(c) Encryption of electronic communications containing PHI;
(d) Staff training on privacy and security standards;
(e) Secure disposal of physical and electronic records.

5.2 Acknowledgment of Risk
Clients acknowledge that during in-home, out-of-office, or virtual/telehealth consultations, data may be transmitted over cellular or public networks. While the Company implements reasonable precautions, no electronic transmission can be guaranteed to be completely secure.

6. Client Rights

Clients have the following rights regarding their PHI:
(a) Access: Request a copy of PHI in paper or electronic format;
(b) Amendment: Request correction of inaccurate or incomplete PHI;
(c) Confidential Communication: Request communications by alternative methods or locations;
(d) Restrictions: Request limitations on the use or disclosure of PHI for treatment, payment, or operations;
(e) Accounting of Disclosures: Receive a record of disclosures of PHI for the prior six years, excluding disclosures for treatment, payment, operations, or those authorized by the client;
(f) Personal Representative: Designate an individual to act on the client’s behalf;
(g) Breach Notification: Right to be informed of any PHI breach in accordance with law;
(h) Marketing and Analytics: Right to consent to the use of non-identifiable information for marketing, analytics, and cookies;
(i) Research: Right to consent or opt out of research use of non-identifiable data.

Requests should be submitted to hello@wnfis.com. The Company shall respond to requests within thirty (30) days.

7. Disclosure and Sharing of Information

The Company does not sell, trade, or otherwise disclose PHI for marketing purposes without explicit written authorization. PHI may be shared solely as necessary to:
(a) Facilitate treatment with other healthcare providers, with consent;
(b) Conduct operations, including scheduling, billing, and quality improvement;
(c) Process payments, issue superbills, or submit insurance claims with consent;
(d) Comply with public health and safety laws, including reporting of abuse, neglect, or imminent threats;
(e) Meet legal obligations, including court orders, law enforcement, workers’ compensation, or governmental requests;
(f) Conduct research or professional development using non-identifiable data;
(g) Execute business operations such as mergers, acquisitions, or company transfer under confidentiality obligations;
(h) Telehealth and virtual consultations for operational, payment, and referral purposes;
(i) Release information to authorized parties for ROI, including providers, insurance, attorneys, or employers.

Note: Non-identifiable data may be shared for professional, research, or educational purposes. Clients may opt out in writing. Non-identifiable data will never be sold to third parties except during a company buyout or transfer.

8. Telehealth / Virtual Consultation

The Company offers telehealth (video, phone, or electronic) consultations for lactation support, education, and follow-up. By participating, clients acknowledge and agree to the following:

(a) Types of Telehealth Services – Telehealth may include:
 (i) Video consultations via secure platforms (e.g., Zoom)
 (ii) Telephone consultations
 (iii) Electronic transmission of clinical records, photos, videos, or data
 (iv) Real-time interactive communication
 (v) Review of submitted materials, such as feeding or pumping logs

(b) Potential Benefits – Telehealth may:
 (i) Improve access to lactation support without in-office visits
 (ii) Provide more flexible scheduling
 (iii) Facilitate timely consultations and follow-up

(c) Potential Risks – Telehealth may have limitations:
 (i) Some assessments may be less thorough than in-person visits
 (ii) Hands-on evaluation (e.g., latch, oral assessment, pumping setup) may be limited
 (iii) Technical disruptions (internet, audio/video, software issues) may occur
 (iv) Security risks exist despite safeguards; breaches will be addressed promptly

(d) Client Responsibilities – Clients must:
 (i) Participate from a secure, private location
 (ii) Ensure safety and privacy during telehealth sessions
 (iii) Communicate openly about limitations or interruptions
 (iv) Inform the consultant of any other health interactions relevant to lactation care

(e) Limitations – Telehealth does not replace medical diagnosis or in-person care. Additional evaluation may be necessary. Results cannot be guaranteed.

(f) Confidentiality – All standard privacy protections apply. Recording, photography, or screen-capture of sessions is prohibited without written consent.

9. Consultation Acknowledgement

By participating in consultations (in-person, virtual, or group), clients acknowledge:

(a) Support Persons – One support person is generally allowed; additional persons require consultant approval. Presence implies consent to disclose PHI in that setting.

(b) Confidentiality – Clients are responsible for maintaining privacy in shared environments. Notes for personal use are allowed; screenshots/recordings require prior consent.

(c) Liability – The Company is not responsible for actions, disclosures, or interruptions caused by support persons or other participants.

(d) Session Management – Time will not be extended for minor disruptions, emergencies, or interruptions caused by others.

(e) Additional Policies – For scheduling, fees, or operational questions, refer to the Client Service Agreement / Terms of Service (CSA/TOS).

10. Record Retention and Disposal

(a) PHI and personal information will be retained for a minimum of five (5) years. Certain records may be retained longer depending on legal, billing, or research purposes.
(b) Information no longer needed will be securely destroyed via shredding, permanent deletion, or other secure methods.

11. General Disclaimers

(a) Services are educational, supportive, and advisory, and do not constitute medical, legal, or professional advice;
(b) Clients are responsible for following up with licensed professionals;
(c) The Company is not liable for outcomes, decisions, or actions resulting from consultations, classes, workshops, or community participation;
(d) Clients are expected to respect privacy in group sessions; the Company cannot guarantee privacy in these settings;
(e) The Company is not responsible for information or recommendations obtained from social media, group workshops, or referrals.

12. Marketing, Analytics, and Communication

(a) Clients may receive event invitations, program updates, or educational information;
(b) PHI will not be used for marketing, sale, or fundraising without explicit written consent;
(c) Clients may opt out at any time via provided links or by contacting hello@wnfis.com;
(d) Cookies, pixels, and analytics may be used to improve services and website experience.

13. Payment and Documentation

(a) Documentation related to services, payments, or disputes may be shared on a need-to-know basis to support the CSA/TOS;
(b) Appropriate documentation may include administrative records, receipts, or signed agreements;
(c) The Company will only share information necessary to validate services or address disputes.

14. Children and Minors

(a) Services are intended for adults;
(b) Clients who are parents under 18 will be treated as individual clients for service purposes;
(c) Clients who are minors and pregnant will be treated as adults for consent;
(d) A parent or legal guardian must be present for minor clients who are not pregnant or parents;
(e) For operational information regarding minors or parental consent, refer to the CSA/TOS.

15. Changes to this Policy

The Company may update this Policy as necessary. Revised policies will be posted on www.wnfis.com and will apply to all information maintained by the Company.

16. Contact Information

Women’s Network for Family and Infant Support, LLC
Email: hello@wnfis.com
Phone: (813) 502-2002
Website: www.wnfis.com
For additional information regarding HIPAA and your privacy rights, visit: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html