Wild Root Direct Care, LLC

1. Information We Collect

Depending on how you interact with Wild Root Direct Care, we may collect information that you voluntarily provide or that is generated through your use of our website or services, including:

• Name, mailing address, email address, and telephone number.
• Date of birth and other identifying information when needed for patient care, scheduling, billing, insurance, or regulatory purposes.
• Appointment requests, scheduling information, communication preferences, and patient inquiries.
• Insurance, billing, and payment-related information when applicable.
• Information submitted through website forms, patient portals, telephone calls, email, SMS/text messages, or other communications.
• Health information that you voluntarily provide when requesting or receiving healthcare services.
• SMS/text messaging opt-in status and communication preferences.
• Technical information that may be collected automatically through the website, such as browser type, device information, IP address, and cookies or similar technologies.

Information collected as part of your healthcare may be PHI protected by HIPAA and other applicable laws. Not all information collected through a public website is necessarily PHI.

2. How We Use Information

We may use information to:

• Provide, coordinate, and manage healthcare services.
• Schedule, confirm, reschedule, or cancel appointments.
• Respond to questions, requests, and patient inquiries.
• Communicate information you request from our office.
• Send appointment reminders and administrative notifications.
• Process billing, payment, and insurance-related activities when applicable.
• Operate, maintain, secure, and improve our website and practice operations.
• Comply with legal, regulatory, licensing, billing, and healthcare requirements.
• Protect the rights, safety, security, and property of patients, Wild Root Direct Care, and others.

We do not sell personal information for marketing purposes.

3. How Information May Be Shared

We may disclose personal information when reasonably necessary to provide healthcare or administrative services, operate our practice, comply with the law, or work with service providers performing services on our behalf. For example, information may be disclosed to healthcare providers, health plans, billing or payment service providers, technology vendors, business associates, or other parties when legally permitted and appropriate.

Any service provider or business associate that receives PHI is required to handle that information in accordance with applicable law and, when required, a business associate agreement.

SMS/Mobile Information Exception

Notwithstanding any other provision of this Privacy Policy, no mobile opt-in information or text message consent will be shared with third parties or affiliates.

Wild Root Direct Care does not sell, rent, trade, or share SMS consent or mobile opt-in information with third parties or affiliates for marketing or promotional purposes.

This SMS/mobile limitation controls over any general information-sharing language elsewhere in this policy.

4. Cookies and Website Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand general website use, and improve performance. You may be able to control cookies through your browser settings. Disabling certain cookies may affect website functionality.

5. Data Security

Wild Root Direct Care uses reasonable administrative, technical, and physical safeguards designed to protect personal information and PHI from unauthorized access, use, disclosure, alteration, or destruction. No method of transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain information for as long as reasonably necessary to provide services, maintain business and healthcare records, comply with applicable legal and regulatory requirements, resolve disputes, and enforce agreements.

7. Children’s Privacy

Wild Root Direct Care provides healthcare services to certain pediatric patients; however, our public website is not intended to solicit personal information directly from children without appropriate involvement or authorization from a parent or legal guardian when required by law.

8. Third-Party Websites

Our website may contain links to third-party websites or services, including our online appointment request system (OptiMantra), our supplement dispensary (Fullscript), payment processors, maps, and social media. Wild Root Direct Care is not responsible for the privacy or security practices of third-party websites. You should review the privacy policies of those services separately.

9. SMS Consent

Wild Root Direct Care may offer SMS/text messaging for patients and other individuals who choose to receive messages. Consent may be obtained through an online form, patient registration or intake process, telephone conversation, in-person interaction, written form, or another documented method permitted by applicable law and carrier requirements.

Consent to receive SMS messages is voluntary and is not a condition of receiving healthcare services from Wild Root Direct Care.

Where a website form is used to obtain SMS consent, the SMS consent option will be optional and not preselected.

10. Types of SMS Messages You May Receive

If you consent to receive SMS messages from Wild Root Direct Care, messages may include:

• Appointment scheduling information.
• Appointment confirmations and reminders.
• Appointment changes or cancellation information.
• Office notifications and administrative updates.
• Responses to questions or requests you send to the clinic.
• Requested website, scheduling, or clinic information.
• Patient-care administrative communications that do not require an emergency response.

Wild Root Direct Care will not use this consent for unrelated third-party marketing. Promotional or marketing text messages, if ever offered, will be handled in accordance with applicable consent requirements.

11. SMS Privacy

No mobile opt-in information or text message consent will be shared with third parties or affiliates.

SMS consent and mobile telephone information collected for text messaging will not be sold, rented, traded, or shared with third parties or affiliates for marketing or promotional purposes.

Information contained in a text conversation may be handled as part of your patient or administrative record when appropriate and may be used or disclosed as otherwise permitted by healthcare privacy law. This does not change the prohibition above regarding sharing your mobile opt-in information or text-message consent.

12. SMS Frequency, Charges, Opt-Out, and Help

• Message frequency may vary.
• Message and data rates may apply.
• To opt out of SMS messages at any time, reply STOP.
• After you opt out, you may receive a confirmation message indicating that no additional SMS messages will be sent unless you later opt in again.
• For assistance, reply HELP or visit wildrootdirectcare.com.

Wild Root Direct Care will honor valid SMS opt-out requests.

14. SMS Terms of Service

By opting in to SMS communications from Wild Root Direct Care, LLC through a website form or other consent method, you agree to receive the types of messages described in this Part II.

Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out. Reply HELP for assistance or visit wildrootdirectcare.com.

Your consent to receive text messages is not a condition of receiving healthcare services. SMS communications are subject to this Privacy Policy and the applicable Wild Root Direct Care Terms of Service.

15. Our Privacy Duties

Wild Root Direct Care is required by law to maintain the privacy and security of PHI, provide you with notice of our legal duties and privacy practices, and follow the terms of the Notice of Privacy Practices currently in effect.

We will notify affected individuals as required by law if a breach occurs that may have compromised the privacy or security of PHI.

We will not use or disclose PHI other than as described in this Notice unless you authorize us to do so in writing or another use or disclosure is permitted or required by law. If you provide written authorization, you may revoke it in writing, except to the extent we have already acted in reliance on it.

16. Your Rights

Get an Electronic or Paper Copy of Your Medical Record

You may ask to inspect or receive an electronic or paper copy of your medical record and other health information we maintain about you. We will provide access as required by law, generally within 30 days of a valid request. A reasonable, cost-based fee may apply where permitted by law.

Ask Us to Correct Your Medical Record

You may ask us to amend health information that you believe is incorrect or incomplete. We may deny certain requests, but if we do, we will explain the reason in writing as required by law.

Request Confidential Communications

You may ask us to contact you in a specific way, such as at a particular telephone number or mailing address. We will accommodate reasonable requests as required by law.

Ask Us to Limit What We Use or Share

You may ask us not to use or disclose certain health information for treatment, payment, or healthcare operations. We are not required to agree to every request.

If you pay for a healthcare item or service out of pocket in full, you may ask us not to disclose information about that item or service to your health plan for payment or healthcare operations. We will honor the request unless disclosure is required by law.

Get an Accounting of Certain Disclosures

You may ask for a list of certain disclosures of your PHI made during the six years before your request. The accounting generally does not include disclosures for treatment, payment, healthcare operations, or certain other disclosures excluded by law. We will provide one accounting in a 12-month period without charge; additional requests may be subject to a reasonable, cost-based fee where permitted.

Get a Copy of This Notice

You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.

Choose Someone to Act for You

If you have given someone medical power of attorney or if someone is your legal guardian or otherwise has legal authority to act for you, that person may exercise your rights as permitted by law. We may verify that person’s authority before taking action.

File a Complaint

You may file a complaint with Wild Root Direct Care if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:

• Mail: 200 Independence Avenue, S.W., Washington, D.C. 20201
• Phone: 1-877-696-6775
• Website: www.hhs.gov/hipaa/filing-a-complaint/index.html (opens in new tab)

17. Your Choices

For certain health information, you may tell us your preferences about what we share. Where applicable, you may ask us to:

• Share information with family members, close friends, caregivers, or others involved in your care or payment for your care.
• Share information in a disaster-relief situation.

If you are unable to communicate your preference, we may share information if we believe it is in your best interest or when needed to lessen a serious and imminent threat to health or safety, as permitted by law.

We generally will not use or disclose your information for the following purposes without your written authorization when authorization is required by law:

• Marketing purposes.
• Sale of PHI.
• Most uses and disclosures of psychotherapy notes, if applicable.

Wild Root Direct Care does not currently use PHI for fundraising. If our practices change, we will provide any notice and opt-out rights required by law.

18. How We Typically Use or Disclose PHI

Treatment

We may use and disclose PHI to provide, coordinate, or manage your healthcare and related services. For example, we may share relevant information with another healthcare professional involved in your care.

Payment

We may use and disclose PHI to bill and obtain payment for healthcare services, including disclosures to health plans or other responsible payers when applicable.

Healthcare Operations

We may use and disclose PHI to operate our practice, improve quality, conduct administrative activities, coordinate services, evaluate performance, and communicate with you when necessary.

Appointment Reminders and Health-Related Communications

We may contact you about appointments, care coordination, treatment alternatives, health-related benefits or services, or other communications permitted by law. Your communication preferences and any applicable consent requirements will be respected.

19. Other Uses and Disclosures Permitted or Required by Law

Subject to applicable legal conditions and limitations, we may use or disclose PHI for purposes including:

• Public health and safety activities.
• Preventing or controlling disease.
• Product recalls and adverse-event reporting.
• Reporting suspected abuse, neglect, or domestic violence when permitted or required by law.
• Preventing or reducing a serious threat to health or safety.
• Health oversight activities authorized by law.
• Research when permitted by applicable law.
• Compliance with federal or state law.
• Organ and tissue donation activities.
• Coroners, medical examiners, or funeral directors when permitted by law.
• Workers’ compensation matters.
• Certain law-enforcement purposes.
• Certain military, national-security, or other government functions.
• Court or administrative orders, subpoenas, lawsuits, and other legal proceedings when permitted or required by law.

Where Tennessee or other applicable law provides greater privacy protection than HIPAA, Wild Root Direct Care will follow the more protective requirement when applicable.

20. Substance Use Disorder Records — 42 CFR Part 2

To the extent Wild Root Direct Care receives or maintains substance use disorder patient records that are subject to 42 CFR Part 2, additional federal confidentiality protections may apply.

To the extent required by law, we will not use or disclose Part 2-protected records in civil, criminal, administrative, or legislative investigations or proceedings against you unless the disclosure is authorized by your written consent or permitted by an applicable court order and subpoena.

If Part 2-protected information is ever proposed to be used for fundraising communications, Wild Root Direct Care will provide any advance notice and choice required by law.

21. Family Members, Caregivers, and Personal Representatives

We may disclose relevant health information to a family member, caregiver, personal representative, or another person involved in your care or payment for care when you agree, do not object, or the disclosure is otherwise permitted by law.

22. Business Associates and Service Providers

Wild Root Direct Care may use business associates and service providers to perform functions involving PHI, such as billing, healthcare technology, communications, scheduling, record management, or other operational support. Where required, these parties are contractually obligated to appropriately safeguard PHI.

For clarity, the preceding paragraph does not authorize the sharing of mobile opt-in information or text-message consent. No mobile opt-in information or text-message consent will be shared with third parties or affiliates.

23. Breach Notification

If a breach of unsecured PHI occurs, Wild Root Direct Care will provide notifications as required by applicable law.

24. Changes to This Notice and Policy

Wild Root Direct Care may change the terms of this Privacy Policy and Notice of Privacy Practices. Changes may apply to information we already maintain as well as information we receive in the future, to the extent permitted by law.

The current version will be available on our website, at our office, and upon request. The effective date at the top of this document identifies the version currently in effect.

25. Contacting Wild Root Direct Care About Privacy

For questions about this Privacy Policy, this Notice of Privacy Practices, your privacy rights, or a privacy complaint, contact:

26. Compounded Medications

Wild Root Direct Care may prescribe compounded medications when determined medically appropriate for an individual patient and permitted by applicable law. Compounded medications are not FDA-approved and have not been reviewed by the FDA for safety, effectiveness, or quality before marketing. All prescriptions are subject to individual medical evaluation and provider discretion. Results are not guaranteed and may vary from person to person.

27. Yearly Memberships

Paying for a full year up front waives the $100 enrollment fee per adult. In exchange, yearly memberships are non-refundable if the member chooses to cancel before the year ends. The membership and its benefits stay active through the end of the paid year.

28. Exceptions

If Wild Root Direct Care ends a membership, or if a member passes away or moves out of Tennessee, Wild Root Direct Care will refund the unused full months, minus the enrollment fee that was waived.

29. Renewal

Wild Root Direct Care will send a reminder about 30 days before a yearly membership renews. Members may switch to monthly billing at renewal.

30. Monthly Memberships

Monthly memberships require a 3-month minimum commitment. After that, a member may cancel with 30 days’ written notice.

31. Monthly Visit Allowance

Each membership includes up to two primary care visits per person each calendar month. Visits reset at the start of each month. Unused visits do not carry over to future months and are not eligible for a refund or credit. This applies to both monthly and yearly memberships.

32. Website Information Is Not Medical Advice

The content on this website is for general information only. It is not medical advice and is not a substitute for an evaluation by a qualified healthcare provider. Using this website, requesting an appointment, or sending us a message does not create a provider–patient relationship. A provider–patient relationship begins only after Wild Root Direct Care has accepted you as a patient and you have completed a visit.

33. Appointment Requests

Appointment requests submitted online, by phone, by text, or through our phone answering service are not confirmed until Wild Root Direct Care confirms them with you. Calls may first be answered by an automated or AI-assisted service that passes your message to our office; it does not provide medical advice. Please see our Office Policies for arrival, cancellation, and missed-appointment terms.

34. Telehealth

Telehealth visits are available to patients who are physically located in Tennessee at the time of the visit. Not every concern can be addressed safely by telehealth, and your provider may require an in-person visit. If a technology problem prevents a visit from being completed, we may need to reschedule. You are responsible for using a private location and a secure internet connection for your visit.

35. Fees and Payment

Prices listed on this website are subject to change; we will explain applicable charges before you receive a service. Some services are self-pay (cash pay) only and are not billed to insurance, including hormone therapy, IV therapy, and wellness injections. Payment is due at the time of service unless other arrangements have been made. See our Office Policies and Insurance & Pricing pages for details.

36. Third-Party Services

Some features are provided by outside companies, such as online scheduling, our supplement dispensary, payment processing, maps, and social media. Your use of those services is subject to their own terms and privacy policies. Wild Root Direct Care is not responsible for the content, availability, or practices of third-party services.

37. Website Content and Ownership

The Wild Root Direct Care name, logo, text, graphics, and other original content on this website belong to Wild Root Direct Care, LLC and may not be copied, reproduced, or used without written permission, except for personal, non-commercial use. Stock photos are used under license from their providers.

38. Website Use and Limitation of Liability

This website is provided “as is” and “as available,” without warranties of any kind. We work to keep information accurate and current, but we do not guarantee that the website will be error-free or uninterrupted. To the fullest extent permitted by law, Wild Root Direct Care is not liable for damages arising from your use of, or inability to use, this website. This section does not limit any rights you have as a patient under applicable law.

39. Governing Law

These terms are governed by the laws of the State of Tennessee, without regard to conflict-of-law rules.

40. Changes to These Terms

Wild Root Direct Care may update these terms from time to time. The effective date at the top of this page shows when they were last updated. Continued use of this website or our services after a change means you accept the updated terms.