Privacy Policy

Who We Are

Elevated Wellness Performance & Fitness ("EWPF," "we," "us," or "our") is a vertically integrated wellness and fitness facility located at 7903 S Loop E Fwy, Houston, TX 77012, operating under Elevated3 Holdings, LLC. EWPF operates nine distinct service verticals, including general fitness and membership, the Transition Performance Institute (TPI), the Hippocampus Child Development Center (CDC), and clinical service programs including rTMS therapy, IV infusion, hormone and metabolic optimization, and regenerative medicine.

This Privacy Policy describes how EWPF collects, uses, stores, and shares personal information obtained through your use of our facility, programs, and website at elevatedwellnesshtx.com. It applies to all members, clients, program participants, website visitors, and individuals who submit information through any EWPF intake form or digital property.

Information We Collect

The type of information we collect depends on the services you access. The following table describes the categories of information collected across EWPF's service verticals:

Information You Provide Directly

We collect information when you complete an intake form, enroll in a membership or program, schedule an appointment, contact us by email or phone, or submit information through our website.

Information Collected Automatically

When you visit elevatedwellnesshtx.com, we may collect technical information about your device and browsing behavior through cookies, web beacons, and similar technologies. See Section 10 for more detail.

Information from Third Parties

If your enrollment is facilitated through a corporate partnership or referral arrangement, we may receive basic identifying information from the referring organization. We will not receive your PHI from third parties without your express authorization.

How We Use Your Information

EWPF uses the information it collects for the following purposes:

• To enroll you in and administer your membership or program
• To provide fitness, wellness, athletic development, and clinical services
• To process payments and manage your account
• To communicate with you about your membership, appointments, and program updates
• To conduct health screening and ensure participant safety
• To generate de-identified performance and outcome reports for internal program development
• To comply with legal and regulatory obligations, including mandatory reporting requirements
• To respond to inquiries, resolve disputes, and enforce our Terms and Conditions
• To send service-related notices, including changes to Terms, pricing, or hours
• To send marketing communications where you have opted in to receive them

We will not use your information for purposes that are materially different from those disclosed here without providing advance notice and, where required by law, obtaining your consent.

HIPAA and Protected Health Information

HIPAA Coverage

To the extent that EWPF or its contracted clinical providers qualify as covered entities or business associates under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, your PHI will be handled in accordance with the HIPAA Privacy Rule (45 CFR Part 164) and the HIPAA Security Rule.

Notice of Privacy Practices

Upon enrollment in any clinical program, you will receive a separate Notice of Privacy Practices (NPP) that describes in greater detail how your PHI may be used and disclosed, your rights with respect to your PHI, and how to exercise those rights. A copy of the current NPP is available at the front desk and upon written request.

Permitted Uses and Disclosures of PHI

Under HIPAA, EWPF and its clinical providers may use and disclose your PHI for the following purposes without your specific authorization: treatment (including coordination of care with other providers), payment (billing and insurance coordination), and healthcare operations (quality improvement, training, and program administration). All other uses and disclosures require your written authorization.

Business Associates

EWPF shares PHI with third-party vendors who perform services on our behalf, such as electronic health record platforms and billing services, only under executed Business Associate Agreements (BAAs) as required by HIPAA. Google Workspace, used for clinical communications, is operated under a BAA that has been accepted in the EWPF administrative console.

TPI Data Pipeline

The Transition Performance Institute operates a separate, restricted data pipeline from the general EWPF membership system. TPI-related PHI and assessment data are maintained in a dedicated database with access limited to authorized TPI staff and contracted clinical personnel. De-identified TPI outcome data may be used in aggregate reporting and research contexts as described in Section 3.

Minimum Necessary Standard

EWPF applies the HIPAA minimum necessary standard when using, disclosing, or requesting PHI. Only the information reasonably necessary to accomplish the intended purpose will be accessed or shared.

Children's Privacy (COPPA)

The Hippocampus Child Development Center serves children, and EWPF is committed to protecting the privacy of minors. We do not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent, in accordance with the Children's Online Privacy Protection Act (COPPA).

Information about children enrolled in CDC programming is collected from the enrolling parent or legal guardian. This information is used solely to deliver and administer CDC services, fulfill safety and emergency obligations, and comply with applicable law, including Texas mandatory reporting statutes.

Child information is not used for marketing purposes and is not shared with third parties except as required to deliver CDC services, respond to emergencies, or comply with legal obligations including mandatory reporting to the Texas Department of Family and Protective Services.

Parents and guardians may request access to, correction of, or deletion of their child's information by contacting EWPF in writing at info@elevatedwellnesshtx.com. Note that certain records may be subject to retention requirements that limit our ability to delete them immediately upon request.

Sharing and Disclosure

EWPF does not sell your personal information. We do not share your personal information with third parties for their independent marketing purposes. We may share your information in the following circumstances:

Service Providers

We share information with vendors who provide services on our behalf, including payment processors, form and data management platforms (including Airtable and HubSpot), email communication services (Google Workspace), automation tools (Zapier), and website hosting (Netlify). Each vendor is obligated by contract to use your information only to provide services to EWPF and to maintain appropriate security standards.

Clinical Providers

For clinical program participants, information necessary for treatment will be shared with licensed providers contracted to deliver services through EWPF. These disclosures are made pursuant to your treatment consent and, where applicable, under HIPAA-compliant agreements.

Corporate Partners

If you are enrolled through a corporate or organizational partnership, we may share program participation status and de-identified outcome data with the sponsoring organization pursuant to the terms of the applicable corporate agreement. We will not share individually identifiable information with a corporate partner without your express written consent.

Legal Obligations

We may disclose your information when required by law, court order, subpoena, or regulatory authority, including mandatory reporting obligations under Texas law. We may also disclose information where necessary to protect the rights, property, or safety of EWPF, our staff, members, or the public.

Business Transfer

In the event of a merger, acquisition, restructuring, or sale of all or a portion of EWPF's assets, your information may be transferred to the successor entity. We will notify you prior to any such transfer and describe your choices at that time.

Data Security

EWPF implements administrative, technical, and physical safeguards designed to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include access controls, encrypted data transmission, role-based data access restrictions, and vendor security requirements.

For PHI, EWPF's security practices are aligned with the HIPAA Security Rule requirements for covered entities and business associates, including administrative safeguards (policies and training), physical safeguards (facility access controls), and technical safeguards (audit controls, transmission security).

No data security system is impenetrable. While EWPF takes the protection of your information seriously, we cannot guarantee absolute security. In the event of a data breach affecting your information, we will notify you as required by applicable federal and Texas state law.

Data Retention

EWPF retains personal information for as long as necessary to fulfill the purposes for which it was collected, to administer your membership or program, and to comply with applicable legal, regulatory, and contractual obligations.

Medical and clinical records are retained in accordance with Texas Health & Safety Code requirements and applicable federal regulations. Member records are generally retained for a minimum of seven (7) years following the termination of the membership relationship. CDC enrollment records for minor children are retained in accordance with Texas childcare licensing requirements.

Upon the expiration of applicable retention periods, personal information will be securely destroyed or de-identified in accordance with EWPF's records management procedures.

Your Rights

Depending on your relationship with EWPF and applicable law, you may have the following rights with respect to your personal information:

• Access: You may request a copy of the personal information EWPF holds about you.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request deletion of your personal information, subject to legal retention obligations and HIPAA requirements applicable to PHI.
• Restriction of Processing: You may request that we limit how we use your information in certain circumstances.
• Opt-Out of Marketing: You may opt out of marketing communications at any time by clicking the unsubscribe link in any EWPF email or by contacting info@elevatedwellnesshtx.com.
• HIPAA Rights: If your information constitutes PHI, you have additional rights under HIPAA, including the right to an accounting of disclosures, the right to request restrictions on certain uses and disclosures, and the right to access and amend your health information. These rights are described in full in the Notice of Privacy Practices provided at clinical enrollment.

To exercise any of these rights, submit a written request to info@elevatedwellnesshtx.com or clinical@elevatedwellnesshtx.com for clinical records. We will respond within thirty (30) calendar days. We may require verification of your identity before processing your request.

Cookies and Website Analytics

EWPF's website at elevatedwellnesshtx.com may use cookies and similar tracking technologies to recognize returning visitors, analyze site traffic, and improve the user experience. The types of cookies used may include:

• Essential Cookies: Required for the website to function, including form submission and session management. These cannot be disabled without affecting core website functionality.
• Analytics Cookies: Used to understand how visitors use the site, including pages visited and time spent. This data is collected in aggregate and is not linked to your personal identity.

You may control cookie settings through your browser preferences. Disabling certain cookies may affect the functionality of portions of the website. EWPF does not currently respond to browser-level "Do Not Track" signals, as no uniform standard for such signals has been established.

Form submissions made through the EWPF website, including membership and clinical intake forms, are processed via Netlify Forms and automatically routed to our internal data management systems via Zapier. By submitting a form, you consent to this processing.

Third-Party Tools and Services

EWPF uses the following third-party tools in the operation of its digital infrastructure. Each provider's data practices are governed by their own privacy policies, which we encourage you to review:

• Airtable — member pipeline and intake data management
• HubSpot — CRM and member communications
• Zapier — workflow automation connecting intake forms to internal systems
• Google Workspace (Business Starter) — staff email and clinical communications, operated under a signed Business Associate Agreement
• Netlify — website hosting and form processing

EWPF evaluates its third-party service providers for appropriate data security practices and requires contractual commitments to protect information shared in connection with EWPF services.

Changes to This Policy

EWPF reserves the right to update this Privacy Policy at any time. Material changes will be communicated by email to the address on file with EWPF and by posting the updated Policy on this page with a revised effective date. Your continued use of EWPF services following the effective date of any change constitutes your acceptance of the revised Policy. Changes to HIPAA-related privacy practices will be communicated in accordance with the requirements of the HIPAA Privacy Rule.

Contact and Data Requests

For general privacy questions, data access requests, or to exercise your rights under this Policy, contact us at:

If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/ocr, or with the Texas Office of the Attorney General.