HIPAA Notice of Privacy & PHI
WellWave℠ USA — a Welgen One Program
Effective Date: August 18, 2026
Your Information. Your Rights. Our Responsibilities.
This Notice describes how Protected Health Information (PHI) and HIPAA-protected medical information about you may be used and disclosed, how you can get access to this information, and your rights concerning your health information.
Please review it carefully.
Your Rights
When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you exercise them.
Get a Copy of Your Health Information
You can ask to see or receive an electronic or paper copy of your medical record and other health information we maintain about you.
We will provide a copy or summary of your health information, usually within 30 days of your request, as required by applicable law.
We may charge a reasonable, cost-based fee where permitted by law.
Ask Us to Correct Your Health Information
You can ask us to correct health information about you that you believe is incorrect or incomplete.
We may deny your request in certain circumstances, but we will explain the reason for the denial in writing as required by law.
Request Confidential Communications
You can ask us to contact you in a specific way, such as only at a particular telephone number, or to send communications to a different address.
We will accommodate reasonable requests as required by applicable law.
Ask Us to Limit What We Use or Share
You can ask us not to use or share certain health information for treatment, payment, or healthcare operations.
We are generally not required to agree to every request, and we may decline a request when it would affect your care or when disclosure is otherwise permitted or required by law.
If you pay for a healthcare service or item completely out of pocket, you may ask us not to share information about that service or item with your health insurer for purposes of payment or healthcare operations.
We will agree to that request unless a law requires us to share the information.
Get a List of Certain Disclosures
You can ask for an accounting of certain disclosures of your health information.
Generally, you may request information about certain disclosures made during the six years before the date of your request.
The accounting generally will not include disclosures made for treatment, payment, or healthcare operations and certain other disclosures excluded by law.
We will provide one accounting during a 12-month period without charge. We may charge a reasonable, cost-based fee for additional requests within the same 12-month period where permitted by law.
Get a Copy of This Notice
You can request a paper copy of this Notice at any time, even if you have agreed to receive it electronically.
We will provide you with a copy promptly.
Choose Someone to Act for You
If you have given someone medical power of attorney or another person has legal authority to act on your behalf, that person may exercise your rights and make choices concerning your health information.
We will verify that the person has appropriate authority before taking action on your behalf.
File a Complaint if You Believe Your Privacy Rights Have Been Violated
You may file a complaint with us if you believe we have violated your privacy rights.
You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.
We will not retaliate against you for filing a privacy complaint.
Your Choices
For certain health information, you may tell us your preferences about what we share.
If you have a clear preference about how we share your information in the situations described below, tell us what you want us to do. We will follow your instructions where required by law.
Family, Friends and Others Involved in Your Care
You may tell us whether we may share relevant information with family members, close friends, caregivers, or others involved in your healthcare or payment for your care.
If you are unable to tell us your preference, such as during an emergency, we may share information when we determine that doing so is in your best interest and is permitted by law.
Disaster Relief
We may share information with organizations assisting in disaster-relief efforts when permitted by law.
You may tell us your preferences regarding these disclosures when circumstances permit.
Marketing
For certain marketing purposes, we must obtain your written authorization before using or disclosing your protected health information.
Providing authorization for marketing involving protected health information is not a condition of receiving healthcare services unless otherwise permitted by law.
Sale of Health Information
We will not sell your protected health information without your written authorization when authorization is required by HIPAA.
WellWave℠ and Welgen One do not sell patient medical information.
Fundraising
If we contact you for fundraising activities where permitted by law, you may tell us not to contact you again for fundraising purposes.
Our Uses and Disclosures
HIPAA permits us to use or share your health information for certain purposes without obtaining separate written authorization in every instance.
Common examples include:
Treatment
We may use and share your health information to provide, coordinate, or manage your healthcare and to communicate with other healthcare professionals involved in your treatment.
For example, a WellWave℠ healthcare provider may share relevant information with another healthcare professional involved in your care.
Payment
We may use and share your health information to bill for healthcare services, obtain payment, verify insurance benefits, determine coverage, or communicate with your health plan concerning payment.
For example, we may provide information to your health insurer to determine whether a service is covered or to process a claim.
Healthcare Operations
We may use and share your health information for healthcare operations necessary to operate our healthcare activities.
These activities may include quality assessment, care coordination, compliance activities, credentialing, auditing, business planning, training, and improving our services.
Business Associates
We may share protected health information with companies or individuals that perform services on our behalf when those services require access to protected health information.
Where required by HIPAA, these business associates must appropriately safeguard the information through applicable agreements and legal requirements.
Other Ways We May Use or Share Your Information
We may also use or disclose health information in other circumstances permitted or required by law.
These may include:
Public Health and Safety
We may disclose health information for certain public health and safety activities, such as:
- Preventing or controlling disease;
- Reporting adverse reactions or product problems;
- Reporting suspected abuse, neglect, or domestic violence as required or permitted by law;
- Preventing or reducing a serious threat to someone’s health or safety; or
- Complying with other authorized public health activities.
Health Oversight Activities
We may disclose information to authorized health oversight agencies for activities such as audits, investigations, inspections, licensing, disciplinary actions, and other activities authorized by law.
Workers’ Compensation
We may disclose health information as authorized by and necessary to comply with workers’ compensation laws and similar programs.
Law Enforcement
We may disclose health information for certain law-enforcement purposes when permitted or required by applicable law.
Legal Proceedings
We may disclose health information in response to certain court or administrative orders, subpoenas, discovery requests, or other lawful processes when the requirements for disclosure have been satisfied.
Medical Examiners, Coroners and Funeral Directors
We may disclose health information to coroners, medical examiners, and funeral directors when permitted or required by law.
Organ and Tissue Donation
We may disclose health information to organizations involved in organ, eye, or tissue donation and transplantation when permitted by law.
Research
We may use or disclose health information for certain research activities when applicable legal requirements have been satisfied.
Government Functions
We may disclose health information for certain specialized government functions when permitted by law, including military, national security, protective services, and correctional activities.
When Required by Law
We will disclose information when federal, state, or other applicable law requires us to do so.
Uses Requiring Your Written Authorization
Uses and disclosures of protected health information that are not otherwise permitted or required by law generally require your written authorization.
If you provide written authorization, you may revoke that authorization in writing at any time, except to the extent that we have already acted in reliance on it or as otherwise provided by law.
Certain uses and disclosures involving psychotherapy notes, marketing, or the sale of protected health information require authorization when specified by HIPAA.
Substance Use Disorder Records
Federal law provides additional protections for certain substance use disorder patient records subject to 42 CFR Part 2.
Where we create, receive, or maintain records protected by Part 2, those records will be used and disclosed in accordance with applicable federal requirements.
Part 2 records received pursuant to a valid consent for treatment, payment, or healthcare operations may be subject to additional use and disclosure requirements established by federal law.
Records subject to Part 2 receive additional confidentiality protections, and certain uses or disclosures may require patient consent or another legally permitted basis.
The February 2026 HIPAA Notice of Privacy Practices requirements specifically require covered entities that create or maintain Part 2 records to address those records in their privacy notice.
More Protective Laws
Some federal or state laws may provide greater privacy protections than HIPAA for particular types of health information.
When another applicable law provides greater privacy protections or imposes stricter disclosure requirements, we will comply with that law.
This may include additional protections applicable to certain sensitive medical information under federal or state law.
Our Responsibilities
We are required by law to maintain the privacy and security of your protected health information.
We are required to follow the duties and privacy practices described in the Notice currently in effect.
We will notify you promptly when required by law if a breach occurs that may have compromised the privacy or security of your protected health information.
We will not use or disclose your protected health information other than as described in this Notice or as otherwise permitted or required by law unless you provide written authorization.
If you provide authorization, you generally may revoke it in writing at any time, subject to applicable legal limitations.
We are required to provide you with a copy of this Notice.
Electronic Communications and Patient Information
WellWave℠ may use secure electronic systems for patient registration, scheduling, benefits verification, healthcare communications, and other healthcare-related activities.
Patients should use designated secure systems when submitting sensitive medical, insurance, or health information.
Please do not send sensitive medical records, diagnoses, insurance information, or other protected health information through ordinary email unless specifically instructed to use an approved secure communication method.
Changes to This Notice
We reserve the right to change the terms of this Notice and our privacy practices as permitted by law.
Changes may apply to protected health information we already maintain as well as information we receive in the future.
When we materially revise this Notice, the current version will be made available upon request and posted on our website as required by applicable law.
Questions or Privacy Complaints
If you have questions about this Notice, want to exercise a privacy right, request a paper copy of this Notice, request information regarding your protected health information, or believe your privacy rights have been violated, please contact our Privacy Officer:
Shailesh Kothari
Privacy Officer
Welgen One
HQ & Operational Center:
309 E. Paces Ferry NE, Suite 400
Atlanta, GA 30305
Telephone: 770-212-0015
Fax: 866-820-2922
Email: info@WelgenOne.com
Privacy Officer
Shailesh Kothari
Privacy Officer, Welgen One
309 E. Paces Ferry NE, Suite 400
Atlanta, GA 30305
Telephone: 770-212-0015
Fax: 866-820-2922
Email: info@WelgenOne.com
The Privacy Officer is the designated contact for questions regarding this Notice, requests concerning privacy rights, and complaints regarding the privacy or handling of protected health information.
Filing a Complaint With HHS
If you believe your privacy rights have been violated, you may file a complaint directly with Welgen One through the Privacy Officer listed above.
You may also file a complaint with:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Telephone: 1-877-696-6775
You may obtain information about filing a HIPAA complaint through the U.S. Department of Health and Human Services Office for Civil Rights.
We will not retaliate against you for filing a complaint or exercising your rights under HIPAA.
Availability of This Notice
You have the right to receive a paper or electronic copy of this Notice of Privacy Practices.
The current Notice will be made available on WellWaveUSA.com and may also be requested by contacting:
Shailesh Kothari
Privacy Officer, Welgen One
309 E. Paces Ferry NE, Suite 400
Atlanta, GA 30305
Telephone: 770-212-0015
Fax: 866-820-2922
Email: info@WelgenOne.com
A healthcare provider with a website describing its services must prominently post and make its Notice of Privacy Practices available through that website as required by applicable law.
Contact Information
Welgen One
HQ & Operational Center
309 E. Paces Ferry NE, Suite 400
Atlanta, GA 30305
Telephone: 770-212-0015
Fax: 866-820-2922
Email: info@WelgenOne.com
Privacy Officer: Shailesh Kothari
Important
This Notice describes privacy practices concerning protected health information and the rights available to individuals under applicable law.
For general questions about WellWave℠ USA services, scheduling, or Florida service availability, patients may contact WellWave℠ USA using the contact information provided on WellWaveUSA.com.
For questions specifically concerning protected health information, HIPAA privacy rights, medical-record privacy, or a privacy complaint, contact the Welgen One Privacy Officer using the information above.
Effective Date
This Notice of Privacy Practices is effective August 18, 2026.
