Our website has its own privacy policy. If you are a patient of the clinic, your protected health information is also covered by our Notice of Privacy Practices, which takes precedence where the two differ.
Who we are: Optimal Wellness Clinic, 5740 Gateway Blvd, Suite 103, Mason, OH 45040 · info@owclinic.com · 513-492-7117
The App is for adults 18 and older. We do not sell your information, and we do not use it for advertising or to track you across other companies’ apps or websites.
1. Information we collect
Account information: Your first and last name and email address. If you sign in with Apple or Google, we receive the name and email address that provider shares with us. If you choose Apple’s “Hide My Email”, we receive a private relay address instead.
Your answers during setup: These include:
- date of birth, height, weight and goal weight
- activity level and goals
- whether and how you use GLP-1 or hormone medication: the medication, dose, schedule and prescriber
- health background you choose to share, such as menopause or hormone symptoms
- pregnancy or breastfeeding status
- side effects you are concerned about
- food allergies and intolerances
What you log: Food and drinks, with nutrition figures, plus water, protein, fiber, weight, body measurements, medication doses and injection sites, side effects, sleep, periods, supplements, steps and workouts. It also includes your daily check-in answers and anything else you write, such as notes, your reasons for starting, and questions for your next visit.
Messages to the assistant: What you write to the in-app AI assistant, and its replies.
Photos you scan: When you choose to scan a meal or a nutrition label, the photo is sent to read it. See section 3.
Bookings: Clinic services you book, preferred times, notes, and a contact phone number if you give one.
Clinic link: If you are a clinic patient and enter a clinic code, we link your App account to your patient record.
Subscription: If you subscribe through the App Store, we receive the transaction Apple signs (product, dates, and renewal or refund status) to give you access. Payment itself is handled entirely by Apple; we never see your card details.
Notifications: Your reminder preferences and a device token used to deliver push notifications.
Usage and diagnostics: How you use the App, such as which screens you view and which features you use. This is recorded by us and by Google Firebase Analytics, linked to your account identifier. We also collect crash reports and app performance data through Google Firebase, which are not linked to your identity. The App does not collect your precise location. It sends your device’s time zone so your daily records fall on the right day.
2. How we use it
- To build and adjust your plan, show your progress, and run the App’s features.
- To send the reminders you choose. Notifications never show health details on your lock screen.
- To handle bookings, and, for clinic patients, to share your visit questions with your care team.
- Safety. Messages and answers are automatically checked for signs that you may need urgent help. If one is found, the App shows emergency information (such as 911 and the 988 Suicide & Crisis Lifeline), and it may be flagged for review by the clinic’s team.
- To keep the App secure and working, fix problems, and understand how it is used so we can improve it.
- To meet our legal obligations.
3. The AI assistant and photo scans
The assistant, its follow-up questions after your daily check-in, and meal and nutrition-label scanning use a third-party AI service: Google (Gemini). The App shows you which provider is in use, and asks your permission, before anything is sent. Nothing is sent until you tap “Allow”, and you can turn it off at any time in Settings → AI assistant and photo scans.
When you use these features, the following is sent through our servers to the AI provider:
- what you write to the assistant, and your answers when it follows up on your daily question;
- context so its replies fit you: your plan and targets, your medication and dose schedule, recent side effects, symptom ratings, food allergies, and your recent daily answers;
- photos of meals or nutrition labels you choose to scan.
Not sent: your name, email address and date of birth. Scanned photos are not stored on our servers. A copy stays on your device for up to 30 days so you can see it with your log, and it is deleted if you delete that entry.
AI replies can be wrong. The assistant does not diagnose, prescribe or give dosing advice. Your prescriber makes those decisions.
5. How long we keep it
We keep your information while your account is open. When you delete your account, your account and the information recorded against it are permanently deleted from our systems. That includes your plan, logs, check-ins, assistant conversations, bookings and devices. Your sign-in record with Google Firebase is deleted too, and if you used Sign in with Apple, the App’s connection to your Apple ID is revoked.
6. Your choices and rights
- Delete your account at any time in the App: Settings → Delete my account.
- Withdraw permission for the AI service: Settings → AI assistant and photo scans.
- Notifications: choose which reminders you get in Settings → Choose your reminders, or turn them off in your device settings.
- Access or correct your information: most of it is editable in the App. To ask for a copy, a correction or anything else, contact us at info@owclinic.com or 513-492-7117. We will verify your identity first.
7. Security
We use encryption in transit (HTTPS) and store sign-in tokens in your device’s secure keychain. No method is completely secure, and we cannot guarantee absolute security.
8. Children
The App is not intended for anyone under 18, and the App blocks setup for anyone who enters a date of birth under 18.
9. Changes
We may update this policy. The “Last updated” date shows the latest version.
10. Contact
Optimal Wellness Clinic5740 Gateway Blvd, Suite 103
Mason, OH 45040