Website Privacy Policy

Effective Date: August 2025

1. Purpose and Scope

WellSpace Nexus (“WSN,” “we,” “our,” or “us”) is an risk bearing organization (RBO) committed to protecting the privacy of visitors to our website. This Website Privacy Policy explains how WSN collects, uses, discloses, and safeguards personal information obtained through our public-facing website, including any interactive tools, contact forms, member-service areas, donation pages, provider portals, or subdomains that are part of the www.wellspacenexus.orgdomain.

This Privacy Policy applies only to information collected through the public website and does not govern clinical, insurance, or treatment-related data that may be shared through patient portals, provider interfaces, or secure messaging systems. Any health-related data you exchange with your health center, provider, or insurance plan is handled under separate terms and is protected in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and the applicable Notice of Privacy Practices issued by those covered entities.

IMPORTANT:WellSpace Nexus does not collect Protected Health Information (PHI) through its public website. Any PHI must be transmitted through a secure, access-controlled environment such as the OCHIN MyChart portal or the RBO’s QuickCap portal. If you access any third-party platform through a link on our website, please be aware that those tools are governed by their own privacy notices and terms of use.

2. Information We Collect

When you use the WSN website, we may collect both personal and technical information, depending on how you interact with the site.

Information that you voluntarily provide may include your name, email address, phone number, plan or provider identification number, or other contact details submitted through inquiry forms, newsletter sign-ups, event registrations, donation pages, or job applications. If you log in to secure member or provider sections of the website, we may collect usernames, passwords, multi-factor authentication codes, and any data entered for customer support or coordination purposes. Providers who use the secure portal may also submit referral or authorization identifiers and documentation for administrative processing.

In addition, we automatically collect certain information when you visit the site. This includes your Internet Protocol (IP) address, browser type, device information, pages visited, the date and time of each visit, and referring websites. We may also use cookies, pixels, or similar technologies to track how users navigate and interact with the website. These technologies allow us to improve site functionality, understand user behavior, measure performance, and customize outreach.

We do not knowingly associate technical usage data with personally identifiable information unless you voluntarily submit it through one of our site’s features.

3. How We Use Collected Information

WSN uses the information we collect for several operational, communication, and administrative purposes. First and foremost, we use personal information to respond to inquiries you submit through the website, including requests for assistance, event participation, provider directory access, or network information.

If you create a secure login for a member or provider portal, the information you provide is used to authenticate your identity, enable access to restricted services, and support account management. We may also use your contact information to send follow-up messages regarding your request, notify you of updates to our services, or provide reminders for upcoming activities, as allowed by law or with your consent.

Technical and behavioral data gathered from cookies or tracking technologies are used to evaluate and improve the performance, security, and usability of the site. For example, we may analyze which pages are viewed most frequently, whether users experience any access errors, or whether a particular service feature is functioning as intended. We may also use this data to tailor outreach messages, content recommendations, or public health alerts to users who visit certain pages.

In limited cases, we may use your contact details to send newsletters, satisfaction surveys, or promotional content about WSN’s programs and services. These communications will always include a clear and accessible method for opting out. You will not receive such messages unless you have consented or we are permitted to do so under applicable law.

WellSpace Nexus does not sell, license, or trade your personal information to third-party marketers.

4. Disclosure of Information

We may disclose your personal information to third parties, but only under specific circumstances and with appropriate safeguards in place.

We may share your information with vendors or service providers that help us operate the website or deliver services. These vendors may include secure cloud hosting platforms, analytics providers, email service providers, event registration platforms, and other technology partners. Each of these parties is contractually obligated to protect your information and is prohibited from using it for any unauthorized purposes. Where required, we execute Business Associate Agreements (BAAs) or Data Processing Addenda (DPAs) to ensure compliance with HIPAA or state privacy regulations.

We may also share personal information with payment processors if you make a donation or register for an event through the site. In these cases, all credit card or payment data is processed through a Payment Card Industry (PCI)-compliant gateway. WellSpace Nexus does not store or retain your full card details.

If we are legally required to do so, we may disclose information in response to subpoenas, court orders, warrants, regulatory demands, or other lawful requests. We may also share your information to protect the rights, safety, or integrity of our organization, our users, or the general public, including for purposes of fraud prevention, legal compliance, or public health response.

We do not disclose Social Security numbers, credit card numbers, or other sensitive identifiers unless such disclosure is required by law or conducted through a secure and lawful channel.

5. Cookies, Pixels, and Other Tracking Technologies

WSN uses cookies, tracking pixels, and similar technologies to enhance user experience, improve website functionality, and support digital outreach and communication efforts aligned with our mission as an RBO. These tools help us evaluate how users interact with our site, optimize content performance, and deliver consistent and relevant information to the public and participating providers.

What Are Cookies and Pixels?

A cookie is a small text file placed on your device’s browser, either for the duration of your website visit (a session cookie) or until a defined expiration date (a persistent cookie), depending on your browser settings. Cookies and similar technologies allow us to remember your preferences—such as language settings or display options—and help ensure the website operates securely and efficiently.

Tracking pixels, sometimes called web beacons or clear GIFs, are embedded in webpages or email messages and allow us to monitor digital engagement, such as whether certain pages were viewed or emails opened. These technologies collect technical and usage information including browser type, operating system, device identifiers, IP address, referral links, and time spent on specific pages. They do not allow us to access your personal information unless you voluntarily provide it through a form or other interactive feature.

Why We Use These Technologies

WSN uses these technologies to improve overall website usability, assess aggregated visitor activity, and monitor the effectiveness of public communications and network-wide engagement. These tools support secure navigation, user customization, performance tracking, and educational outreach.

For example, if a visitor reads about network services or program initiatives, they may later encounter a related informational message on another website. These functions are intended to enhance access to relevant content and promote awareness of services that support provider collaboration and community health objectives. Data collected is analyzed in aggregate and is not used to identify individuals.

Use of Third-Party Service Providers

To support these efforts, WSN may work with third-party service providers, such as Google Analytics, or other digital platforms that use cookies or pixels to assist in site performance monitoring and campaign measurement. These third parties may collect technical information such as browser settings, operating system type, referring URLs, IP address, pages visited, and session duration. In some cases, this information may be used to assess usage patterns or outreach effectiveness, but it is not linked to personal, clinical, or health plan information.

How to Manage or Disable Cookies

You may manage or disable cookies through your web browser’s privacy settings. Most browsers offer tools to block, delete, or restrict cookies and notify you when a site attempts to place one. Additional privacy tools and settings are available through the following resources:

Please note that cookie preferences are browser- and device-specific. If you change browsers, use a different device, or delete your cookies, your settings may need to be reconfigured. While cookies are not required to access the WSN website, disabling them may impact the performance or functionality of some features. WSN does not use Flash cookies and is not responsible for the functionality or reliability of third-party opt-out tools.

6. E-mail and SMS Communications

WSN collects your email address or mobile phone number only when you provide it voluntarily. If you sign up for newsletters, updates, or alerts, we may contact you using the information you submitted. All marketing or promotional communications will include a clearly visible and accessible way to opt out or unsubscribe.

For SMS messages, you may opt out at any time by replying “STOP.” Please note that even if you opt out of marketing messages, we may still send you transactional or legally required messages—such as confirmations, security notices, or responses to specific requests you initiated.

WSN will never ask for sensitive personal information, such as passwords, Social Security numbers, or payment details, through unsolicited email or text messages. If you receive a suspicious message that appears to come from WSN, do not click on any links or provide any information. Instead, forward the message to compliance@wellspacehealth.org for review and then delete it.

7. Children’s Privacy

WSN takes children’s privacy seriously and complies with all applicable federal and state laws, including the Children’s Online Privacy Protection Act (COPPA) and the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA).

This website is not directed to children under 13 years of age, and we do not knowingly collect personal information from any individual under age 13. If we discover that we have collected information from a child under 13 without verified parental consent, we will delete that information promptly. Parents or guardians who believe that their child has submitted personal information to WSN through this site may contact us at compliance@wellspacehealth.org to request deletion. While we will make reasonable efforts to delete such data, complete removal from all backups or archival systems may not be possible in all cases.

8. Data Retention and Your Rights

WSN retains personal information collected through the website only as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. We may retain data to comply with legal obligations, enforce our rights, respond to investigations, or maintain security and auditing records. Aggregated or de-identified information may be retained indefinitely to support public health trends, outreach effectiveness, or grant evaluation.

If you reside in California or a jurisdiction that provides privacy rights (e.g., the European Union under the GDPR), you may have the right to request access to the personal information we have collected about you, to request that we correct or delete your information, or to know how your data has been used or disclosed. We will honor all such requests in accordance with applicable law and after verifying your identity.

To submit a request or exercise your rights, you may contact the WSN Compliance Office at compliance@wellspacehealth.org or call (916) 469-4690 x9039.

9. Security Measures

WSN employs a range of physical, technical, and administrative safeguards to protect your information against unauthorized access, disclosure, or misuse. These measures include encrypted transmission of data, access restrictions, password protection, intrusion detection monitoring, audit logging, and periodic vendor assessments.

Although we take reasonable and appropriate steps to protect the information submitted to us, no system or transmission over the Internet can be guaranteed to be fully secure. You use this website at your own risk, and we advise against submitting any confidential or sensitive information through public-facing forms or unencrypted channels.

10. External Links

This website may contain links to third-party websites for your convenience or reference. These external sites are not controlled by WSN, and we are not responsible for their content, functionality, or privacy practices. When you follow a link to another website, you do this at your own risk. We encourage you to review the privacy policy and terms of that site before providing any personal information.

11. Do Not Track (DNT) Signals

Some web browsers offer a “Do Not Track” (DNT) signal to indicate that you prefer not to be tracked across websites. Because there is currently no universally accepted standard for how websites should respond to DNT signals, WSN does not respond to DNT requests at this time.

12. Non-Discrimination Statement

WSN complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. We make our services and website features available to all individuals regardless of background and offer free language assistance services to individuals with limited English proficiency.

If you need assistance accessing website content or require accommodations to engage with our services, please contact our Civil Rights Coordinator at WSN Compliance Department (916) 469-4690 x9039.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal obligations, or industry practices. When material updates are made, the revised policy will be posted prominently on this page with a new “Effective Date.” Your continued use of the website after such changes are posted constitutes your acceptance of the revised policy.

14. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or how your personal information is handled, you may contact:

WellSpace Nexus – Privacy & Compliance Office
1500 Expo Parkway, Sacramento, CA 95815
Phone: (916) 469-4690 x9039
Email: compliance@wellspacehealth.org

A Non-Profit network of care

Website Privacy Policy

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