Privacy Policy
Last updated: October 1, 2026
This Privacy Policy explains how I3M Wellness ("Whole Health," "we," "us") handles information collected through this website, wholehealth.vet. Whole Health is a private company and is not affiliated with the U.S. Department of Veterans Affairs.
Information we collect
We collect information you choose to provide — for example, your name, email address, and message when you contact us or express interest as a provider. We may also automatically collect limited technical information (such as browser type, device, and general location) and usage data through standard web analytics and cookies.
How we use information
We use information to respond to your inquiries, evaluate and onboard interested providers, operate and improve the website, and communicate with you about our services. We do not sell your personal information.
How we share information
We may share information with service providers who help us operate the website (such as hosting and analytics providers) under appropriate confidentiality obligations, and where required by law or to protect our rights. We do not share your information with advertisers to target you.
Cookies and analytics
We may use cookies and similar technologies to understand how the site is used and to improve it. You can control cookies through your browser settings; disabling them may affect some site features.
Data security
We use reasonable administrative, technical, and physical safeguards designed to protect the information we hold. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
Your choices
You may request access to, correction of, or deletion of the personal information you have provided by contacting us at the email below. You may also opt out of non-essential communications at any time.
Children's privacy
This website is not directed to children under 13, and we do not knowingly collect personal information from them.
Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.
Contact us
Questions about this policy? Email care@i3mwellness.org.
The Whole Health Hub mobile app
This section covers the Whole Health Hub app for iPhone and Android. The app is a way to reach the same account you use at hub.wholehealth.vet — the information below is what the app itself collects and sends.
What the app collects
Your name, email address, phone number, and home address when you ask for an in-home visit. Health information you or your therapist enter: intake forms, visit notes, pain scores, body-map entries, and outcome measures. Messages between you and your care team. Photos or documents you choose to upload. Your user ID, a push-notification device token, and basic crash and error logs.
This is Protected Health Information
Most of what the app holds is Protected Health Information under HIPAA. We handle it under HIPAA and under our agreements with the VA, not only under this privacy policy. Where HIPAA gives you stronger rights than this policy describes, HIPAA governs.
Who we share it with, and why
We share your information with the U.S. Department of Veterans Affairs and Optum to obtain authorisation for your care and to submit claims for payment, and through HSRM to send and receive referrals and treatment notes. Xano hosts the record for us as a business associate under a written agreement. These are treatment, payment, and health-care-operations disclosures. They are not sales, and they are not advertising.
We do not sell your data, advertise to you, or track you
The app contains no advertising, no advertising identifiers, no analytics or marketing SDKs, and no third-party trackers. We do not sell or rent your information to anyone, and we do not use it to target advertising to you anywhere.
How the app protects your information
All traffic between the app and our servers is encrypted in transit. You can lock the app with Face ID, Touch ID, or your device passcode. On Android the app blocks screenshots and hides its contents in the app switcher. Every time a member of staff opens a patient record, that view is written to an access log.
Push notifications
If you turn on notifications, we store a device token so we can reach your phone. Notifications never contain health information — they say only that something is waiting, for example “You have a new message from your care team.” Details stay behind your login. Turning notifications off in your phone settings stops them; signing out removes the token from our system.
Google Calendar connection (providers only)
Therapists and other providers can choose to connect their own Google Calendar to Whole Health. Patients are never asked to connect a Google account. When a provider connects, the app asks Google for one permission — to see and edit the events on that calendar — and uses it for three things only:
Adding appointments. We add each of the provider's Whole Health appointments to their Google Calendar, and update or remove the event when the appointment changes or is cancelled. These events carry the date, time and visit location with a generic title such as “VA MT Appt”. They never include a patient's name, diagnosis or any other health information.
Marking the provider busy. We read the start and end times of the provider's other events so those times show as unavailable and no one is booked on top of them. We keep only those times. We do not store the titles, descriptions, locations or guest lists of the provider's own events, and all-day events, events marked Free, and declined events are skipped.
Keeping both sides in step. If a provider deletes a Whole Health appointment from Google Calendar, we notice and cancel that visit in the app so the two calendars agree.
Whole Health's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google data, use it for advertising, or use it to train AI models, and no person reads it unless the provider asks us for help, or it is needed for security or to comply with the law.
To disconnect, tap Disconnect Google on My Schedule in the Whole Health Hub. That removes Whole Health’s access at Google, deletes the stored connection from our systems, and clears the busy times we imported from Google. Once disconnected, all syncing stops. You can also remove access at myaccount.google.com/permissions, or email issac@i3mwellness.org and we will do it for you.
Keeping and deleting your information
You can ask us to close your account from inside the app, or at wholehealth.vet/delete-account.html. Closing your account ends your login and removes your contact details. It does not delete your medical record: Florida law and VA Community Care rules require us to keep treatment records and claim documentation, and we keep those for the period the law requires.
Questions about the app
Email issac@i3mwellness.org or call (850) 610-1315.