Privacy Policy

Who We Are

Our website address is https://myorchidwellness.com. Orchid Wellness is a primary care and integrative wellness practice located at 3620 N Josey Lane, Suite 117, Carrollton, TX 75007. We offer in-person appointments in the Dallas-Fort Worth area and telehealth services across Texas, New York, Virginia, and Washington DC.

If you have questions or concerns about this Privacy Policy or how your data is handled, please contact us using the information in Section 10 below.

Information We Collect

When visitors leave comments on the site, we collect the data shown in the comments form, as well as the visitor's IP address and browser user agent string to help with spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available at automattic.com/privacy. After approval of your comment, your profile picture is visible to the public in the context of your comment.

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images published on the website.

When you visit our website, we may automatically collect certain information about your device and browsing activity, including your IP address, browser type and version, operating system, referring web pages, and pages you visit. This data is used to analyze site performance, identify technical issues, and improve your experience.

Cookies

Our website uses cookies, which are small text files placed on your device that help us deliver a better experience. For a full breakdown of the cookies we use, how long they last, and how to manage your preferences, please see our dedicated Cookies Policy.

In brief: if you leave a comment on our site, you may opt in to saving your name, email address, and website in cookies for your convenience so you do not have to fill in your details again when you leave another comment. These cookies last for one year. If you visit our login page, a temporary cookie is set to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen preferences cookies last for one year. If you select "Remember Me," your login will persist for two weeks. When you log out, the login cookies are removed. If you edit or publish content, an additional cookie is saved that simply indicates the post ID of the article you just edited. This cookie expires after one day and contains no personal data.

Embedded Content from Other Websites

Articles and pages on this site may include embedded content such as videos, images, and articles from other websites. Embedded content from other websites behaves in exactly the same way as if the visitor had visited that website directly.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the content if you have an account with and are logged in to that website.

Who We Share Your Data With

If you request a password reset, your IP address will be included in the reset email.

We share information with trusted third-party service providers who help us operate our website and deliver services to you. These may include:

• Payment processors who handle online transactions securely on our behalf
• Our patient management and portal platform (OptiMantra), used for appointment booking, clinical communications, and patient records
• Spam detection and website security services that protect our website and your data
• Email and marketing platforms if you have opted in to receive communications from us

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

How Long We Retain Your Data

If you leave a comment, the comment and its metadata are retained indefinitely. This allows us to recognize and approve follow-up comments automatically instead of holding them in a moderation queue.

For users who register on our website, we store the personal information provided in their user profile. All users can see, edit, or delete their personal information at any time, with the exception of their username. Website administrators can also view and edit that information.

We generally store information about you for as long as needed for the purposes for which it was collected, or as required by applicable law. Order and transaction information is retained for 7 years for tax and accounting purposes. This includes your name, email address, and billing and shipping addresses.

Comments and reviews you choose to leave may also be retained.

Your Rights Over Your Data

If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you.

Please note that this does not include data we are required to retain for administrative, legal, or security purposes.

To submit a data access or erasure request, please contact us using the information in Section 10. We will respond within a reasonable timeframe.

Where Your Data Is Sent

Visitor comments may be checked through an automated spam detection service. Your data may also be processed or stored by service providers located within or outside the United States, as needed to deliver the services described in this policy.

When you use our patient portal or telehealth services, your data is processed and stored in accordance with the terms of those platforms, which operate under applicable healthcare privacy regulations including HIPAA.

Online Purchases

We collect information about you during the online checkout process when you purchase services or products through our website.

While you visit our site, we may track:

• Services or products you have viewed, so we can show you content relevant to your recent activity
• Your location, IP address, and browser type, for purposes such as estimating applicable taxes
• Your shipping or billing address, when provided, so we can process and fulfill your purchase

We also use cookies to keep track of cart contents while you browse our site.

When you complete a purchase, we ask you to provide information including your name, billing address, shipping address, email address, phone number, and payment details. We use this information to:

• Send you information about your account and order
• Respond to your requests, including refunds and billing questions
• Process payments and prevent fraud
• Set up your account if you choose to create one
• Comply with legal obligations, including calculating applicable taxes
• Improve our service offerings
• Send you marketing messages, if you have opted in to receive them

If you create an account, we will store your name, address, email, and phone number to pre-fill the checkout form for future orders.

We keep a record of your email and cart contents for up to 30 days on our server. This record is kept to restore the contents of your cart if you switch devices or return at a later time.

Members of our team with appropriate administrative access can view:

• Order information, including what was purchased, when it was purchased, and relevant service or delivery details
• Customer information, including your name, email address, and billing or shipping information

Our team members access this information solely to fulfill orders, process refunds, and support you.

Payments made through our website are processed by secure third-party payment processors. When you enter your payment details, that information is handled directly by our payment provider in accordance with their own privacy policy and PCI-DSS compliance requirements. We do not store your full payment card number on our servers.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or need to report a privacy concern, please contact us through any of the following: