Last Updated: May 3, 2026
Introduction and Scope
Webwell Group, PLLC (WWG) respects your privacy and is committed to protecting it through our compliance with this policy. This Website Privacy Policy describes the types of information WWG may collect from you or that you may provide when you visit webwellgroup.com. It also outlines our practices for collecting, using, maintaining, protecting, and disclosing that information.
Website Infrastructure and Health Information
Our website is designed to display public-facing information and facilitate general business operations. This policy applies strictly to your use of this public-facing website and does not apply to the Protected Health Information of our active or prospective patients. All medical records, clinical communications, appointment scheduling, and data submitted through our secure Client Portal are processed by a third-party Electronic Health Record system and are governed by our separate HIPAA Notice of Privacy Practices, which is provided during the intake process. WWG strongly advises visitors not to submit sensitive health information through our general website contact forms.
Information We Collect and How We Collect It
WWG collects information from and about users of our website directly when you provide it to us and automatically as you navigate through the site. When prospective clients fill out a general contact form, we collect identifiers such as name, email address, phone number, and the contents of the message. This client inquiry data is routed directly to our secure email system and is not stored on our website servers.
Conversely, we do collect and store business and employment-related information directly on our website servers. This includes applications submitted for open clinician or staff positions, as well as information submitted to generate contracts and other internal onboarding details. This stored administrative data is strictly separate from patient records and does not constitute Protected Health Information (PHI).
As you interact with our website, WWG uses Google Analytics to automatically collect certain information about your equipment, browsing actions, and patterns. This includes details of your visits to our website, traffic data, location data, logs, and information about your computer and internet connection. We use this data to improve our website and deliver a better, more personalized public service.
Clinician and Staff Portal Data
For the clinicians and administrative staff affiliated with our practice, our website features a secure Staff Portal. Accessing this portal requires the use of standard browser session cookies to authenticate your identity and maintain a secure connection while you are logged in. Furthermore, WWG utilizes internal applications to monitor the online activities of our personnel while they are accessing practice resources. This data is collected and used for general business operations, administrative tracking, and to ensure compliance with our security standards.
How We Use and Retain Your Information
WWG uses the information we collect to present our website and its contents to you and to fulfill any purpose for which you provide it. General business and onboarding data for clinicians and staff is stored securely on our servers for administrative and human resources purposes.
Because general client contact form submissions may inadvertently contain sensitive information, all form data is transmitted directly off the website to our HIPAA-compliant email system without being saved to the website database. To ensure legal and ethical compliance, this correspondence is archived securely and may be retained indefinitely in accordance with our administrative data retention policies.
WWG does not sell, rent, or trade your personal website data to third parties. We only disclose aggregated information about our users, or personal information to contractors and service providers who are bound by contractual obligations to keep personal information confidential.
Data Security
WWG has implemented rigorous measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. All information you provide to us is stored on secure servers behind firewalls, and our direct communication channels are fully HIPAA-compliant. Unfortunately, the transmission of information via the public internet is not completely secure. While WWG does its best to protect your personal information, we cannot guarantee the security of your data transmitted to our website prior to it reaching our secure servers.
To ask questions or comment about this privacy policy and our privacy practices, please contact our administrative team by emailing [email protected] or by mailing correspondence to our primary office in Richmond, Texas.
Effective Date: May 3, 2026
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Webwell Group, PLLC is committed to protecting the privacy of your health information. We create a record of the care and services you receive to provide quality care and to comply with legal requirements. This notice applies to all of the records of your care generated by our practice.
How We Use and Disclose Your Health Information We may use and disclose your health information for treatment, payment, and healthcare operations. For example, we may share information with other clinicians involved in your care or with your insurance company to obtain payment for services.
As of February 16, 2026, federal regulations (42 CFR Part 2) have been updated to better align the privacy of substance use disorder (SUD) records with general HIPAA standards. If our practice maintains SUD records, we will obtain your single, written consent for all future uses and disclosures for treatment, payment, and healthcare operations. Furthermore, your SUD records will not be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your specific written consent or a court order.
Your Rights Regarding Your Information You have the right to inspect and copy your health information. Under 2026 “Right to Access” standards, we will provide these records in your preferred electronic format whenever possible within thirty days of your request. You also have the right to request a correction to your record if you believe it is inaccurate, request that we communicate with you in a specific way, or request a list of certain disclosures we have made of your information.
If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer at [email protected] or with the Secretary of the Department of Health and Human Services. You will not be penalized for filing a complaint.
You have the right to receive a “Good Faith Estimate” explaining how much your medical care will cost.
Under the law, healthcare providers must give patients who do not have insurance or who are not using insurance an estimate of the bill for medical items and services. This includes the total expected cost of any non-emergency items or services, such as medical tests, prescription drugs, equipment, and hospital fees.
You have the right to receive a Good Faith Estimate in writing at least one business day before your medical service or item is provided. You can also ask your healthcare provider, and any other provider you choose, for a Good Faith Estimate before you schedule an item or service.
If you receive a bill that is at least $400 more than your Good Faith Estimate, you can dispute the bill. We recommend that you save a copy or picture of your Good Faith Estimate for your records. For questions or more information about your right to a Good Faith Estimate, you can visit www.cms.gov/nosurprises or call 800-985-3059.