Privacy Policy

This privacy policy explains what information Wellness Wise CRM collects, how that information gets used, and the choices available to you. It covers our marketing website at wellnesswisecrm.com and the Wellness Wise CRM platform at app.wellnesswisecrm.com.

1. Who We Are

Wellness Wise CRM is operated by Sixth Man Communications LLC, a Utah limited liability company located at 93 N. 1100 W., St. George, Utah 84770. We provide marketing software, done-for-you content, and website services to functional medicine, integrative care, and related health practices.

Throughout this policy, “we,” “us,” and “our” refer to Sixth Man Communications LLC. “You” refers to anyone visiting our website, booking a demo, or using our platform.

2. Scope of This Policy

Our relationship with your data depends on how you interact with us, so this policy separates two situations:

• Visitors and prospects. People who browse our website, book a demo, subscribe to updates, or contact us. We act as the controller of this information and decide how it gets used.
• Customers and their contacts. Practices that subscribe to Wellness Wise CRM and load contact records into the platform. That information belongs to the practice. We process it on their behalf and under their instructions, which means the practice’s own privacy notice governs how it gets collected and used.

If you are a patient or contact of a practice that uses Wellness Wise and you want your information corrected or deleted, contact that practice directly. We will support them in responding to your request.

3. Information We Collect

3.1 Information you provide

• Demo bookings. Name, email address, phone number, practice name, and any details you add when scheduling through our booking calendar.
• Account information. Contact details, login credentials, practice details, and user roles when you subscribe.
• Billing information. Billing name, address, and subscription details. Payments are processed by Stripe, Inc. Card numbers are handled entirely by Stripe under its own security standards, and we never receive or store full card numbers on our systems.
• Support communications. Messages, attachments, and any information you share by email or on a call.
• Onboarding materials. Logo files, website access credentials, and contact lists you send us during setup.

3.2 Information collected automatically

• Log data. IP address, browser type and version, operating system, referring page, pages viewed, and timestamps.
• Device data. Screen size, device type, and language settings.
• Usage data. Which features you use inside the platform and how often, so we can improve the product.
• Cookies and similar technologies. Described in Section 6.

3.3 Customer Data

Practices using the platform load contact records, appointment details, campaign histories, and communication logs into Wellness Wise. We treat all of it as confidential, access it only as needed to operate and support the service, and never use it for our own marketing. Section 8 explains important limits on the types of information that may be stored in the platform.

4. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the platform and website
• Schedule and conduct product demos
• Set up new accounts and deliver onboarding
• Process subscription payments and send billing notices
• Respond to support requests and questions
• Send service updates, feature announcements, and administrative notices
• Send marketing communications you have opted into, which you can leave at any time
• Monitor performance, diagnose technical problems, and improve features
• Detect and prevent fraud, abuse, and security incidents
• Meet legal, tax, and regulatory obligations

We do not sell personal information, and we do not share it with third parties for their own advertising purposes.

5. Legal Bases for Processing

For people in the European Economic Area and the United Kingdom, we rely on the following legal bases:

• Contract. Processing needed to deliver the service you signed up for.
• Legitimate interests. Improving our product, securing our systems, and communicating with prospects, balanced against your rights.
• Consent. Marketing emails and any non-essential cookies. You may withdraw consent at any time.
• Legal obligation. Retaining records required by tax and accounting rules.

6. Cookies and Tracking

Our website uses a small number of cookies and similar technologies:

• Strictly necessary. Session management, security, and caching. The site cannot function properly without these.
• Analytics. Google Analytics 4 measures how the site is used, covering pages viewed, time on page, approximate location derived from IP address, device and browser type, and the source that referred you.
• Functional. Remembering preferences such as a dismissed notice.

Google Analytics data helps us understand which pages are useful and where visitors lose interest. We use it in aggregate and do not use it to identify individual people. Google processes this data as described in its own privacy policy, and you can prevent Google Analytics from collecting your activity across all websites by installing the Google Analytics Opt-out Browser Add-on.

We do not run advertising or retargeting trackers on our marketing website.

Our booking calendar is embedded from a third-party scheduling provider, and that provider sets its own cookies under its own privacy policy when the calendar loads. Most browsers let you refuse or delete cookies through their settings, and blocking strictly necessary cookies may prevent parts of the site from working.

7. How We Share Information

We share information only in these situations:

• Service providers. Vendors who perform work on our behalf, including web hosting, the CRM and scheduling infrastructure that powers the platform, email delivery, website analytics through Google Analytics, and payment processing through Stripe. Each is bound by contract to protect the information and use it only for the services they provide to us.
• Legal requirements. When required by law, subpoena, court order, or a valid government request, or to establish and defend legal claims.
• Safety. To protect the rights, property, or safety of our users, our company, or the public.
• Business transfers. In connection with a merger, acquisition, financing, or sale of assets. You will be notified of any change in ownership that affects your information.
• With your direction. When you ask us to connect your account to another service.

8. Health Information and HIPAA

Please read this section carefully, since it sets a limit on how the platform may be used.

Wellness Wise CRM is a marketing platform. It is not offered as a HIPAA-compliant service, and Sixth Man Communications LLC does not enter into Business Associate Agreements. We do not act as a business associate for any customer.

Customers must not upload, store, or transmit protected health information through the platform. Protected health information includes individually identifiable details about a person’s physical or mental health, the care they received, or payment for that care, when held by a covered entity or its business associate. Examples include diagnoses, treatment notes, lab results, medical record numbers, and details describing a specific person’s condition.

Customers are solely responsible for deciding what information they load into the platform and for meeting their own obligations under HIPAA and any other law that applies to their practice. Practices that need a HIPAA-compliant system for clinical records should maintain that information in a separate electronic medical record platform that supports it.

We restrict access to customer records to personnel who need it for support and operations, and we require those personnel to maintain confidentiality.

9. Data Retention

We keep personal information for as long as needed to deliver the service and satisfy the purposes described in this policy.

• Prospect and demo records. Retained while there is an active relationship and for 24 months afterward.
• Account and Customer Data. Retained for the life of the subscription. After cancellation, data is available for export for 30 days and then deleted or anonymized.
• Billing records. Retained as long as tax and accounting rules require, typically seven years.
• Support communications. Retained for 24 months.

10. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and regular review of our systems and vendors. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify you and any regulator as required by law.

11. Your Privacy Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you
• Correct information that is inaccurate or incomplete
• Delete your personal information, subject to legal exceptions
• Receive a portable copy of information you provided to us
• Object to or restrict certain processing
• Withdraw consent where consent is the basis for processing
• Opt out of marketing at any time using the unsubscribe link in any email
• Avoid discrimination for exercising any of these rights

To make a request, email us at josh@sixthmandesign.com. We will verify your identity before acting and respond within the timeframe the applicable law requires, generally 30 to 45 days. An authorized agent may submit a request on your behalf with written proof of authorization.

Utah residents

The Utah Consumer Privacy Act gives Utah consumers the right to confirm what personal data we process, obtain a copy of it, delete it, and opt out of targeted advertising and the sale of personal data. We do not sell personal data and we do not use it for targeted advertising.

California residents

Under the California Consumer Privacy Act as amended by the California Privacy Rights Act, California residents hold the rights listed above and may also request disclosure of the categories of personal information we collected, the sources, our purposes, and the categories of third parties who received it. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

European Economic Area and United Kingdom

You may lodge a complaint with your local supervisory authority if you believe our processing violates applicable law.

12. International Transfers

We operate in the United States, and our service providers may process information there and in other countries. Data protection laws in those countries may differ from the laws where you live. Where required, we use appropriate safeguards such as Standard Contractual Clauses for transfers out of the European Economic Area and the United Kingdom.

13. Children’s Privacy

Our website and platform are meant for businesses and are not directed to children under 16. We do not knowingly collect personal information from children under 16 through our website. If you believe a child has provided us information, email josh@sixthmandesign.com and we will delete it.

14. Third-Party Links and Services

Our website links to other sites, including client websites in our portfolio and our scheduling provider. We do not control those sites and are not responsible for their privacy practices. Review the privacy policy of any site you visit.

15. Changes to This Policy

We may update this policy to reflect changes in our practices, technology, or legal requirements. The revision date at the top of this page shows when it last changed. Material changes will be announced by email or through a notice on the website before they take effect. Continued use of the service after an update means you accept the revised policy.

16. Contact Us

Questions, requests, or complaints about this policy or your information can be sent to: