SOLARA WELLNESS LLC
PRIVACY POLICY AND NOTICE OF PRIVACY PRACTICES
Effective Date: September 10, 2026
PRIVACY POLICY
Solara Wellness LLC respects your privacy and is committed to protecting the personal and health information entrusted to us.
This Privacy Policy explains how Solara Wellness LLC may collect, use, protect, and disclose information obtained through our website, scheduling systems, forms, telephone communications, email, educational programs, healthcare services, and other interactions with our organization.
Protected health information related to healthcare services may receive additional protections under the Health Insurance Portability and Accountability Act, commonly known as HIPAA. Those protections are described in the Notice of Privacy Practices included below.
1. INFORMATION WE MAY COLLECT
We may collect information that you voluntarily provide to Solara Wellness, including:
• Name
• Email address
• Telephone number
• Mailing address
• Appointment and scheduling information
• Service inquiries
• Gift card inquiries
• School or educational program inquiries
• Student application and enrollment information
• Payment related information
• Communications you send to us
• Information submitted through forms
• Health information provided in connection with healthcare services
• Other information you voluntarily provide
Our website and technology providers may also collect limited technical information such as browser type, device information, IP address, pages visited, referral sources, and website activity through cookies or similar technologies.
Payment information may be processed through third party payment processors. Solara Wellness may not directly store complete payment card information when payment processing is handled by those providers.
2. HOW WE USE INFORMATION
We may use personal information to:
• Respond to inquiries and requests
• Schedule and manage appointments
• Provide requested services
• Communicate regarding appointments, services, or account matters
• Process payments
• Manage gift cards
• Process school applications and enrollment
• Communicate with prospective or enrolled students
• Provide administrative and customer support
• Send appointment reminders
• Provide service or business updates
• Send marketing communications when permitted by law and when the appropriate consent has been obtained
• Maintain and improve our website and business operations
• Protect against misuse, fraud, or security concerns
• Comply with applicable legal and regulatory requirements
3. PERSONAL INFORMATION AND SERVICE PROVIDERS
Solara Wellness does not sell personal information.
Solara Wellness may use service providers that perform services on our behalf, including website hosting, scheduling, payment processing, email communications, telephone services, communications technology, administrative services, software platforms, data storage, analytics, and professional services.
These providers may process information only as reasonably necessary to perform services on behalf of Solara Wellness and are expected to maintain appropriate privacy and security protections.
Where a service provider creates, receives, maintains, or transmits protected health information on behalf of Solara Wellness and HIPAA requires a Business Associate Agreement, Solara Wellness will enter into an appropriate agreement with that provider.
Mobile phone information, SMS opt in data, and messaging consent are governed separately by our SMS Privacy Policy.
4. SMS AND MOBILE MESSAGING
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of information 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.
By providing your mobile phone number, you consent to receive SMS messages from Solara Wellness LLC related to appointments, scheduling, customer service, wellness services, educational program information, student communications, and promotional updates where applicable.
Message frequency may vary. Standard message and data rates may apply depending on your carrier.
You may opt out of receiving SMS messages at any time by replying STOP to any SMS message you receive from us. After opting out, you will receive a confirmation message and we will cease sending SMS messages to your number.
If you need assistance or have questions about our SMS service, reply HELP to any SMS message you receive, or contact Solara Wellness LLC at 517.388.1507.
Your phone number will be handled in accordance with this Privacy Policy.
We do not share SMS opt in consent with any third parties for solicitation purposes.
Solara Wellness also maintains separate privacy and terms information for SMS and MMS communications.
For additional information about how Solara Wellness collects, uses, and protects mobile phone information, SMS opt in data, and messaging consent, please review our:
SMS Privacy Policy:
For information regarding SMS message frequency, message and data rates, STOP opt out instructions, HELP instructions, and customer support, please review our:
SMS Terms and Conditions:
The SMS Privacy Policy and SMS Terms and Conditions are incorporated into this Privacy Policy by reference where applicable.
5. EMAIL AND OTHER ELECTRONIC COMMUNICATIONS
Electronic communications such as email and text messaging may carry privacy and security risks depending on the technology being used.
When you choose to communicate with Solara Wellness electronically, we may respond using the same communication method or another method reasonably appropriate for your request.
Healthcare communications involving protected health information are handled in accordance with applicable privacy and security requirements.
Permission to communicate electronically regarding appointments, scheduling, or healthcare does not constitute consent to receive marketing text messages.
SMS and MMS communications are additionally governed by our separate SMS Privacy Policy and SMS Terms and Conditions.
6. MARKETING COMMUNICATIONS
Solara Wellness may send marketing or informational communications when permitted by law and when the appropriate consent has been obtained.
You may unsubscribe from marketing email communications using the unsubscribe instructions contained in the email.
SMS marketing communications are governed by our separate SMS Privacy Policy and SMS Terms and Conditions.
Opting out of marketing communications does not prevent Solara Wellness from responding to communications you initiate or sending nonmarketing communications otherwise permitted by law.
7. INFORMATION SECURITY
Solara Wellness uses reasonable administrative, physical, and technical measures intended to protect information from unauthorized access, loss, misuse, alteration, or disclosure.
No electronic communication system, website, or data storage system can be guaranteed to be completely secure.
Protected health information is subject to the additional privacy and security requirements described in the Notice of Privacy Practices below.
8. INFORMATION RETENTION
Solara Wellness may retain personal information for as long as reasonably necessary to provide services, maintain business and healthcare records, comply with legal or regulatory requirements, resolve disputes, enforce agreements, or otherwise operate the business.
Healthcare records may be retained for periods required by applicable healthcare, professional, licensing, and record retention requirements.
9. CHILDREN'S PRIVACY
The Solara Wellness website is not intended to collect personal information directly from children under the age of 13 without the involvement of a parent or legal guardian.
Healthcare services provided to minors are handled according to applicable consent, privacy, and healthcare laws.
10. CHANGES TO THIS PRIVACY POLICY
Solara Wellness may update this Privacy Policy from time to time.
When material changes are made, the revised policy will be posted on our website with an updated effective date.
NOTICE OF PRIVACY PRACTICES
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN ACCESS THIS INFORMATION.
PLEASE REVIEW IT CAREFULLY.
11. OUR RESPONSIBILITIES
Solara Wellness LLC is committed to protecting the privacy and security of your protected health information.
We are required by law to:
• Maintain the privacy and security of protected health information
• Provide you with notice of our legal duties and privacy practices
• Follow the terms of the Notice of Privacy Practices currently in effect
• Notify affected individuals following a breach of unsecured protected health information when notification is required by law
• Accommodate reasonable requests for confidential communications when required by law
We reserve the right to change our privacy practices and this Notice.
Any revised Notice may apply to protected health information we already maintain as well as information we receive in the future.
A current copy of this Notice will be made available through Solara Wellness and on our website.
Protected health information will be used or disclosed only as permitted or required by HIPAA and other applicable law.
Certain uses or disclosures may require your written permission as described later in this Notice.
12. TREATMENT
We may use or disclose protected health information to provide, coordinate, or manage your healthcare and related services.
For example, information obtained during your care may be recorded in your health record and used by your provider to determine an appropriate course of treatment.
When appropriate, relevant protected health information may also be provided to another healthcare provider involved in your care, such as a physician, specialist, laboratory, massage therapist, acupuncturist, or other healthcare provider.
13. PAYMENT
We may use or disclose protected health information when necessary to obtain payment for services provided to you.
For example, information may be provided to an insurance company, health plan, Medicare, another payer, or another person or organization responsible for payment.
Information submitted for payment purposes may include identifying information, services provided, procedures, diagnoses, or other information reasonably necessary to process payment.
14. HEALTHCARE OPERATIONS
We may use or disclose protected health information for activities necessary to operate our healthcare practice.
These activities may include:
• Quality assessment
• Provider training
• Licensing and credentialing
• Compliance activities
• Administrative activities
• Business management
• Professional consultation
• Evaluating and improving the quality and effectiveness of our services
15. BUSINESS ASSOCIATES
Solara Wellness may engage outside individuals or companies to perform services on our behalf involving protected health information.
Examples may include:
• Billing providers
• Scheduling services
• Technology providers
• Record management providers
• Administrative service providers
• Professional consultants
• Other vendors supporting healthcare operations
When required by HIPAA, Solara Wellness enters into a Business Associate Agreement requiring the business associate to safeguard protected health information and handle it only as permitted by HIPAA and the applicable agreement.
If Solara Wellness becomes aware of a material violation of an applicable Business Associate Agreement, appropriate steps will be taken as required by law.
This section applies only to protected health information governed by HIPAA.
Mobile phone information, SMS opt in data, and messaging consent are governed separately by our SMS Privacy Policy.
16. APPOINTMENT REMINDERS AND HEALTH RELATED COMMUNICATIONS
We may contact you to provide appointment reminders, scheduling information, information related to your care, treatment alternatives, health related services or benefits, administrative information, and other communications related to services provided by Solara Wellness.
Marketing communications requiring separate permission will be handled in accordance with applicable law.
Permission to receive appointment, scheduling, or healthcare communications does not automatically constitute permission to receive marketing communications.
17. FAMILY MEMBERS, PERSONAL REPRESENTATIVES, AND OTHERS INVOLVED IN YOUR CARE
As permitted by HIPAA and other applicable healthcare privacy laws, Solara Wellness may provide limited protected health information relevant to your care or payment for your care to a family member, relative, close personal friend, personal representative, or another person involved in your care.
Any disclosure will be limited to information reasonably relevant to that person's involvement and will be made only as permitted by applicable law.
If another person has legal authority to act on your behalf, such as through a medical power of attorney, guardianship, or other legally recognized authority, that person may exercise your rights regarding your protected health information as permitted by law.
Solara Wellness may require reasonable documentation or verification of that person's authority.
When permitted by law, we may also disclose limited information to an authorized disaster relief organization to help locate or notify family members or others responsible for your care.
18. OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW
HIPAA and other laws permit or require certain uses and disclosures of protected health information without obtaining separate written permission.
Depending on the circumstances, these may include disclosures:
• Required by law
• For certain public health activities
• To health oversight agencies
• Regarding suspected abuse, neglect, or domestic violence
• For workers' compensation matters
• In response to certain court orders, subpoenas, or legal proceedings
• For certain law enforcement purposes
• To prevent or lessen a serious and imminent threat to health or safety
• For certain research activities that satisfy applicable legal requirements
• To medical examiners, coroners, or other authorized persons when permitted or required by law
• For other purposes specifically permitted or required by HIPAA or applicable law
Any such disclosure will be limited to what is permitted or required by law.
This section applies only to protected health information governed by healthcare privacy law.
19. SUBSTANCE USE DISORDER RECORDS
To the extent Solara Wellness receives or maintains substance use disorder patient records protected by 42 CFR Part 2, those records may be subject to additional federal confidentiality protections.
Such records will be handled in accordance with applicable federal confidentiality requirements.
Where applicable, these records may not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against an individual except as permitted by law.
Solara Wellness will comply with applicable consent, court order, and other legal requirements governing records protected by 42 CFR Part 2.
20. OTHER USES REQUIRING WRITTEN HIPAA PERMISSION
Certain uses or disclosures of protected health information require written permission under HIPAA.
Unless otherwise permitted by law, Solara Wellness will obtain appropriate written permission before:
• Using or disclosing protected health information for marketing purposes when written permission is required by HIPAA
• Selling protected health information
• Using or disclosing psychotherapy notes in circumstances in which written permission is required by HIPAA
• Making other uses or disclosures of protected health information that are not otherwise permitted or required by law
You may revoke written permission in writing at any time, except to the extent Solara Wellness has already acted in reliance upon it.
This section applies only to protected health information governed by HIPAA.
YOUR RIGHTS REGARDING YOUR HEALTH INFORMATION
21. RIGHT TO ACCESS YOUR RECORDS
You may request to inspect or obtain a copy of protected health information maintained about you in a designated record set, subject to limitations permitted by law.
When applicable, you may request an electronic copy of records maintained electronically.
Reasonable fees may apply when permitted by law.
22. RIGHT TO REQUEST AN AMENDMENT
If you believe information contained in your health record is incorrect or incomplete, you may request an amendment.
Solara Wellness may deny a request under circumstances permitted by law and will provide additional information regarding a denial when required.
23. RIGHT TO REQUEST RESTRICTIONS
You may request that Solara Wellness restrict certain uses or disclosures of protected health information for treatment, payment, or healthcare operations.
We are generally not required to agree to every requested restriction.
When required by HIPAA, however, we will honor a request to restrict disclosure of information to a health plan when the disclosure would otherwise be for payment or healthcare operations and the information relates solely to an item or service for which you, or another person on your behalf other than the health plan, paid Solara Wellness in full.
24. RIGHT TO REQUEST CONFIDENTIAL COMMUNICATIONS
You may request that Solara Wellness communicate with you regarding health matters in a particular manner or at a particular location.
We will accommodate reasonable requests as required by law.
25. RIGHT TO AN ACCOUNTING OF CERTAIN DISCLOSURES
You may request an accounting of certain disclosures of your protected health information as provided under HIPAA.
26. RIGHT TO HAVE SOMEONE ACT FOR YOU
If another person has legal authority to act on your behalf, that person may exercise your privacy rights as permitted by applicable law.
Solara Wellness may require documentation or reasonable verification of that person's authority.
27. RIGHT TO RECEIVE A COPY OF THIS NOTICE
You may request a paper or electronic copy of this Notice of Privacy Practices at any time, even if you previously agreed to receive it electronically.
28. RIGHT TO FILE A COMPLAINT
If you believe your privacy rights have been violated, you may submit a complaint to Solara Wellness LLC or to the U.S. Department of Health and Human Services Office for Civil Rights.
Solara Wellness will not retaliate against you for filing a privacy complaint.
29. GROUP SESSIONS, CLASSES, OR GROUP VISITS
If you voluntarily participate in a group healthcare session, class, workshop, or group visit in which individual health information may be discussed, other participants may hear information you choose to disclose or information discussed as part of the group interaction.
You may choose not to participate in a group setting and may discuss available individual alternatives with your provider.
Participants are expected to respect the privacy of others.
Because other participants are not necessarily subject to HIPAA, Solara Wellness cannot guarantee that another participant will maintain the confidentiality of information disclosed during a group interaction.
30. PRIVACY CONTACT INFORMATION
If you have questions about this Privacy Policy or Notice of Privacy Practices, wish to exercise a privacy right, or wish to submit a privacy complaint, please contact:
HIPAA Privacy Official
Solara Wellness LLC
644 Migaldi Lane Ste 300
Lansing, Michigan
Phone: 517.388.1507
Email: Info@solarawellness.net
Website: www.solarawellness.net
NOTICE OF PRIVACY PRACTICES ACKNOWLEDGMENT
I acknowledge that I have been provided access to Solara Wellness LLC's Notice of Privacy Practices.
I understand that the Notice explains how Solara Wellness may use and disclose protected health information, describes my privacy rights, explains Solara Wellness's legal duties regarding protected health information, and provides information about how to ask questions or file a privacy complaint.
My acknowledgment of receipt does not constitute permission for uses or disclosures beyond those permitted by law.