Privacy & Records Handling

Effective Date: August 18, 2026

My Whole Picture Health (“MWPH”) provides health-information organization and document-preparation services. Because this work may require you to provide sensitive personal and health information, this Notice explains what information MWPH may receive, how it will be used, how it will be protected, and how long it will be retained.

1. Information You May Provide

Depending on the service you purchase, you may choose to provide MWPH with information such as:

• medical records and visit summaries;

• diagnoses and health-history information;

• medication and allergy information;

• hospitalization and surgery information;

• names and contact information for healthcare professionals, pharmacies, caregivers, or emergency contacts;

• laboratory or test information when relevant to the project;

• photographs or scans of records or medication labels;

• information you personally provide about your health history; and

• other records or information that you determine are relevant to the document you have asked MWPH to prepare.

MWPH will ask you to provide only information reasonably needed to complete your project.

Please do not provide Social Security numbers, financial account information, passwords, patient-portal login credentials, or other information that MWPH has not specifically requested.

2. How MWPH Uses Your Information

MWPH uses the information you provide only for purposes related to the services you request, including:

• receiving and organizing your records;

• locating information relevant to your requested document;

• transcribing and summarizing documented information;

• identifying differences or gaps between records without independently determining which medical information is clinically correct;

• preparing drafts and final documents;

• communicating with you about your project;

• making factual corrections or requested updates;

• retaining a copy of the finished product for future Snapshot Refresh or related update services; and

• maintaining limited administrative records necessary to operate the business.

MWPH does not use your health information to advertise to you, build advertising profiles, sell data, or create marketing lists.

3. What MWPH Does Not Do With Your Information

MWPH will not:

• sell or rent your medical records or health information;

• provide your health information to data brokers or advertisers;

• use your medical records for targeted advertising;

• post or publish your information;

• use your records or finished product as testimonials, examples, portfolio pieces, or training materials without separate written permission;

• disclose your records to family members, employers, insurers, healthcare professionals, or other third parties merely because they request them;

• upload your medical records or identifiable health information into public or consumer artificial-intelligence tools; or

• use your information to independently diagnose, treat, prescribe, evaluate medication therapy, or provide clinical recommendations.

If MWPH ever changes one of these practices, the applicable privacy notice and client authorization will be updated before the new practice is used with client information.

4. Who May Have Access

Access to client records is limited to MWPH and to service providers reasonably necessary for secure storage, file transfer, document delivery, electronic signatures, payment processing, technical support, or similar business functions.

MWPH seeks to limit the information available to a service provider to what is reasonably necessary for that provider's function. For example, a payment processor does not need access to your medical records merely to process a payment.

MWPH may also disclose information when:

• you specifically direct or authorize MWPH to do so;

• disclosure is required by a valid legal obligation, court order, subpoena, or other applicable law; or

• disclosure is otherwise legally required.

MWPH does not voluntarily disclose client health information to third parties for unrelated commercial purposes.

5. How Records Are Protected

MWPH uses administrative, technical, and physical safeguards appropriate for sensitive health information. These safeguards include measures such as:

• dedicated business accounts for client information;

• strong authentication and access controls;

• multi-factor authentication where available;

• password-protected devices;

• device encryption where supported;

• restricted file sharing;

• separation of client records from ordinary household or personal accounts; and

• procedures for deleting source records and working files when they are no longer needed.

No electronic system can be guaranteed to be completely secure. MWPH therefore does not promise that unauthorized access can never occur. MWPH does promise to use reasonable safeguards appropriate to the sensitivity of the information entrusted to it.

6. Sending Records to MWPH

MWPH will provide instructions for transferring records after you become a client.

Please use the file-transfer method provided by MWPH rather than ordinary text messages, social media messages, or the public website inquiry form.

Do not send passwords or login credentials for patient portals or other healthcare accounts. MWPH does not need access to your healthcare accounts in order to prepare your documents.

7. Ownership and Use of Your Records

Providing records to MWPH does not transfer ownership of your original records or your underlying personal and health information to MWPH.

MWPH receives copies or information only for the limited purpose of performing the services you requested.

MWPH may retain intellectual-property rights in its blank templates, layouts, branding, and other original design materials. Your right to use and share your completed personal document is governed by your Service Agreement.

MWPH's retention of one copy of your finished product for future Snapshot Refresh services does not transfer ownership of your health information to MWPH.

8. Accuracy of Information

MWPH prepares documents from information supplied by you and from records you provide.

MWPH does not independently verify every statement with the healthcare professional or organization that originally created the record.

If records conflict, MWPH may identify the discrepancy and recommend that you verify the information with the appropriate healthcare professional or pharmacy. MWPH does not independently determine which conflicting medical information is clinically correct.

You will have an opportunity to review your completed document and request correction of factual or transcription errors.

9. Retention and Deletion

MWPH follows a data-minimization approach and does not intend to maintain a permanent archive of your source medical records.

Unless another retention period is specifically agreed to in writing:

Source Records and Working Files

Medical records, uploads, scans, and working files used to prepare your document will normally be deleted from MWPH's active systems 30 calendar days after final delivery of your project.

You may request earlier deletion after your project has been completed, subject to any information MWPH is legally required to retain.

Finished Product

MWPH will retain one copy of your final completed product for MWPH's records and for the limited purpose of facilitating future Snapshot Refresh or related update services.

This allows MWPH to begin a future refresh from the Snapshot that was previously created rather than reconstructing the entire document from the beginning.

The retained finished product may contain personal and health information summarized from the records you provided.

MWPH will not use the retained finished product for advertising, marketing, testimonials, portfolio examples, training materials, or unrelated commercial purposes without separate written permission from you.

You may request deletion of MWPH's retained copy, subject to any information MWPH is legally or contractually required to retain. If the retained copy is deleted and you later request a Snapshot Refresh, you may need to provide additional records or information, and recreating the prior document may involve additional work or expense.

Business and Administrative Records

MWPH may retain records such as signed agreements, invoices, payment records, dates of service, and limited correspondence for legitimate business, accounting, tax, insurance, dispute-resolution, security, or legal purposes.

MWPH will avoid retaining detailed medical information in administrative records when it is not needed.

Backups and Recovery Systems

Information deleted from active systems may temporarily remain in automated backups, deleted-item recovery systems, or provider backups until those copies are overwritten or purged according to the provider's normal retention cycle.

MWPH will not intentionally restore deleted client information from a backup except when reasonably necessary for system recovery, security investigation, or legal compliance.

10. Your Choices

You may:

• ask what information MWPH currently maintains about your project;

• request correction of inaccurate information;

• request deletion of information that MWPH is not legally or contractually required to retain;

• tell MWPH not to use particular records in your project;

• ask MWPH not to disclose information to a particular person;

• request a copy of your completed document; and

• end the project subject to the cancellation and payment provisions in your Service Agreement.

If you request deletion of MWPH's retained copy of your finished product, future Snapshot Refresh services may require additional work because MWPH will no longer have the prior finished document available as a starting point.

Requests may be submitted using the contact information listed on the MWPH website.

11. Security Incidents

If MWPH learns of suspected unauthorized access, acquisition, loss, or disclosure involving client information, MWPH will investigate the incident and take reasonable measures to contain it.

If applicable law requires MWPH to notify you or another governmental or regulatory authority about a security incident, MWPH will provide the required notification.

12. MWPH Is Not a Healthcare Provider

MWPH is a health-information organization and document-preparation service.

MWPH does not provide medical advice, diagnosis, treatment, prescribing, medication recommendations, medication-therapy evaluation, or clinical review.

Documents prepared by MWPH are intended to help you organize and communicate information. They are not substitutes for medical records maintained by your healthcare professionals or for professional medical or pharmacy advice.

13. Questions About Your Information

Questions or requests concerning your records, privacy, correction, or deletion may be submitted through:

My Whole Picture Health
Website: mywholepicturehealth.com
Email: hello@mywholepicturehealth.com