Privacy Policy

Maddox Nutrition LLC

Effective Date: May 20, 2026

Last Updated: May 20, 2026

1. Introduction

At Maddox Nutrition LLC ('we,' 'us,' or 'our'), your privacy matters deeply to us. This Privacy Policy explains how we collect, use, and protect information when you visit our website (maddoxnutrition.co) or interact with our practice. Please read this document carefully. By using our website, you agree to the practices described here.

We are committed to protecting the personal information of all individuals who interact with us, including residents of Colorado, Texas, and California, in accordance with applicable state laws.

2. Information We Collect

We may collect the following types of personal information:

a. Information You Provide Directly

Name, email address, phone number, age, state of residence, reason for contacting us, and basic insurance information, if you choose to provide it through our website contact form
Questions or messages you send us through the contact form
Information voluntarily shared in email or other direct communications

b. Information Collected Through Our Electronic Medical Record (EMR) System

For existing and prospective clients, we use a secure, HIPAA-compliant Electronic Medical Record (EMR) system separate from our website to collect and store protected health information (PHI). This may include:

Intake forms and health history
Appointment scheduling details
Clinical notes and care plans
Payment information processed through Stripe, our secure payment processor integrated within the EMR, and health insurance information

This information is collected and managed separately and outside of our public website, within our secure EMR platform.

c. Website Usage Data

Like most websites, we may automatically collect certain technical information when you visit, such as:

Browser type and operating system
Pages visited and time spent on pages
General geographic location (city/region level)

This data is collected to improve our website and is not used to personally identify you.

3. How We Use Your Information

We use the information we collect to:

Respond to inquiries submitted through our contact form
Schedule and manage appointments through our secure, HIPAA-compliant EMR platform
Provide nutrition counseling and telehealth services
Process payments securely through our payment processor
Send appointment reminders and administrative communications
Comply with legal, regulatory, and professional obligations
Improve our website and client experience

We do not sell your personal information to third parties. We do not use your information for targeted advertising.

4. How We Share Your Information

We share your information only as necessary to operate our practice and comply with the law:

Service Providers

We work with carefully selected third-party service providers who assist us in operating our practice, including:

Our secure, HIPAA-compliant EMR platform (for scheduling, clinical records, and client portal), currently Practice Better
Stripe (payment processing, integrated through our EMR — not directly on our website)
Claim.MD, the health insurance claims clearinghouse integrated with our EMR
Our website hosting provider
Email communication tools

These providers are contractually required to handle your information securely and only for the purposes we specify.

5. HIPAA Notice and Protected Health Information

Maddox Nutrition LLC is committed to protecting the privacy of protected health information (PHI) in accordance with HIPAA. Information submitted through our website may not be appropriate for sensitive or urgent matters, and client records are maintained separately through our secure client systems and applicable privacy notices. This policy applies to website visitors and online inquiries, while client clinical records are handled separately through HIPAA-regulated systems and notices.

If you become a client of Maddox Nutrition LLC, you will receive a separate HIPAA Notice of Privacy Practices that explains how your protected health information may be used and disclosed in connection with your healthcare services.

For questions about your PHI or to exercise your HIPAA rights, please contact: liesel@maddoxnutrition.co

6. Telehealth Services

Maddox Nutrition LLC offers virtual (telehealth) nutrition counseling services. Telehealth sessions are conducted through our secure EMR platform. When you participate in telehealth, you should be in a private location. We use HIPAA-compliant technology for all virtual sessions.

However, internet-based communication carries inherent risks, and your use of telehealth is also governed by your client agreement and applicable consent forms.

7. Cookies and Analytics

We may use cookies, analytics tools, embedded widgets, and similar technologies to operate and improve our website. These may include website analytics, scheduling tools, forms, embedded videos, map features, or other third-party content that helps the site function. These technologies may collect technical and usage data such as IP address, browser type, device information, pages visited, and interaction data. We do not use these tools for targeted advertising unless we specifically tell you otherwise.

We value your privacy, and we want you to feel in control of your experience on our website. That is why when you first visit maddoxnutrition.co, you will see a cookie consent banner that gives you a clear choice: you can accept cookies or decline them. If you choose to decline, non-essential cookies will not be placed on your device. You can update your preferences at any time under Manage Cookies.

A few things worth knowing about how we use cookies:

We do not use cookies to track you across other websites.
We do not use cookies for advertising or to build a marketing profile about you.
Some essential cookies may be needed for the website to function properly and cannot be turned off.

8. How We Protect Your Information

We take the security of your information seriously, and protecting your privacy is something our entire team is committed to, not just a policy on paper.

We use secure platforms for all health data storage and communication
Strict access controls so that only authorized team members can view client information
All staff receive privacy and security training appropriate to their roles.
Some information may be exempt from consumer privacy rights when it is subject to HIPAA or other legal obligations.
Business Associate Agreements (BAAs) with all applicable service providers who handle protected health information on our behalf.

While we work hard to protect your information, no method of electronic transmission or storage is completely foolproof. We encourage you to also take reasonable precautions when sharing personal information online.

9. Retention of Information

We retain personal information based on the nature of the information and the purposes for which it was collected. We consider factors such as the type of data, whether the information is needed to provide services, legal and tax recordkeeping requirements, professional record retention obligations, and whether the information is needed to resolve disputes or enforce our agreements. When information is no longer needed, we delete it, anonymize it, or securely dispose of it in accordance with our data retention practices.

10. State-Specific Privacy Rights

Colorado Residents

Under the Colorado Privacy Act (CPA), Colorado residents have the right to: (a) access personal data we hold about you; (b) correct inaccurate personal data; (c) delete personal data; (d) opt out of certain data processing activities; and (e) data portability. To exercise these rights, please contact us at liesel@maddoxnutrition.co. Certain information may be exempt from these rights where an exception applies under applicable law, including HIPAA-covered information or legally retained records. We will respond within 45 days of receiving your request, with a possible 45-day extension if needed. We may need to verify your identity before processing certain privacy requests.

Texas Residents

Under the Texas Data Privacy and Security Act (TDPSA), Texas residents have (a) the right to access, correct, delete, and obtain a portable copy of their personal data, (b) and to opt out of the processing of personal data for targeted advertising, sale, or profiling. Certain information may be exempt from these rights where an exception applies under applicable law, including HIPAA-covered information or legally retained records. To exercise these rights, please contact us at liesel@maddoxnutrition.co. We may need to verify your identity before processing certain privacy requests.

California Residents

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have (a) the right to know what personal information we collect, use, and share; (b) to delete personal information we have collected; (c) to correct inaccurate personal information; (d) to opt out of the sale or sharing of personal information (we do not sell personal information); (e) to limit the use of sensitive personal information; (f) and to non-discrimination for exercising your privacy rights.

Our website does not currently respond to browser-based ‘Do Not Track’ signals.

Certain information may be exempt from these rights where an exception applies under applicable law, including HIPAA-covered information or legally retained records.

At or before the time we collect your personal information, California residents have the right to know the categories of personal information we collect, the purposes for which we use it, whether it is sold or shared, and how long we retain it. In the past 12 months, we may have collected the following categories of personal information: identifiers such as name, email address, phone number, and IP address; internet or electronic activity information such as website interactions and browsing behavior; geolocation information at the city or region level; and information voluntarily provided through contact forms or communications. If you become a client, we may also collect health-related information through our secure client systems.

We collect and use this information for purposes such as responding to inquiries, scheduling appointments, providing services, communicating with clients, processing payments, improving our website, maintaining security, and complying with legal obligations. We do not sell or share personal information as those terms are defined under California law. If that changes, we will update this Privacy Policy and provide any required opt-out mechanism.

To submit a California privacy request, please contact us at liesel@maddoxnutrition.co. We will respond within 45 days. We may need to verify your identity before processing certain privacy requests.

11. Children's Privacy

While we work with clients of all ages, our website is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 through the website without appropriate parental consent. If you believe we have inadvertently collected such information, please contact us immediately at liesel@maddoxnutrition.co and we will delete it promptly. Parents or legal guardians may submit information on behalf of minors in connection with seeking services.

12. Website Communications Are Not Emergency Care

⚠ IMPORTANT: Our website and contact form are not monitored 24/7 and are not suitable for urgent or emergency communications. If you are experiencing a medical or mental health emergency, please call 911 or go to your nearest emergency room immediately. Please do not use the website contact form to communicate urgent health concerns.

13. Links to Third-Party Websites

Our website, including blog articles and educational resources, may contain links to third-party websites or external sources for informational and research purposes. Please note that we are not responsible for the privacy practices, content, or policies of those third-party sites. We encourage visitors to review the privacy policies and terms of any external websites before providing personal information or interacting with their services.

14. How to Access, Update, or Delete Your Information

You have rights regarding your personal information. To request access to, correction of, or deletion of your personal information, please contact us at:

Email: liesel@maddoxnutrition.co

We will respond to verified requests within the timeframes required by applicable law.

Certain information may be exempt from these rights where an exception applies under applicable law, including HIPAA-covered information or legally retained records.If we decline to act on your privacy request, in whole or in part, you may appeal that decision by emailing liesel@maddoxnutrition.co within the timeframe required by applicable law. Please state that you are appealing a privacy decision and include enough information for us to locate your original request. We will review the appeal and provide a written response explaining our decision and any next steps available under applicable law.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will post the updated policy on our website with a revised effective date. We encourage you to review this page periodically.This Privacy Policy is governed by the laws of the State of Colorado, without regard to conflict of law principles.

16. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us:

Email: liesel@maddoxnutrition.co

Business: Maddox Nutrition LLC

Location: Colorado Springs, CO

Website: maddoxnutrition.co