You
You can see your own profile, program, plans, progress, readiness guidance, support history, activity, points, challenges, and rewards.
PRIVACY CENTERKnow exactly
Know exactly
who can see what.
Wellness OS separates the employee, administrator, and leadership experience. This page makes those boundaries visible in plain language.
THREE DISTINCT VIEWS
Access follows the job to be done.
Being part of the same organization does not make every employee record visible to every person.
Authorized administrators
Administrators receive employee-level information only when needed for eligibility, access, plan delivery, participation verification, engagement follow-up, rewards, readiness review, or private support.
Leadership
Leadership receives privacy-protected organizational totals and trends. It does not receive employee names, emails, profile answers, support messages, or employee-level readiness and activity records.
Where Trainer Ben fits
Trainer Ben may see employee information only when acting through an authorized Wellness OS administrator account for program operations or support. Personal access does not come from being the program creator.
INFORMATION-BY-INFORMATION
The visibility guide.
“Protected totals” means leadership sees a group-level result only after the privacy rules are met.
| Information | You | Authorized administrators | Leadership |
|---|---|---|---|
| Roster and account | Your own record | Name, work email, group, eligibility, and access | Protected totals only |
| Wellness profile preferences | Your answers and private recommendation | Completion status only — not your answers or recommendation | Never |
| Program and plans | Your choice, published plan, and progress | Chosen program, delivery, viewing, and operational progress | Protected totals only |
| Readiness and support | Your check-ins, guidance, and request history | Readiness results and private messages needed for program support | Protected totals only — never messages or employee records |
| Activity and rewards | Your activity, points, challenges, and rewards | Employee-level records needed to verify and operate the program | Protected totals only |
| AI coaching conversation | Visible in your current browser session | Never | Never |
BUILT-IN BOUNDARIES
Four rules that matter.
Your individual score stays private
Your weekly Wellness Score shows your progress toward 75 Momentum Points, capped at 100. It is calculated from your accepted activities and shown only to you. It measures participation, not health or fitness. Leadership receives protected group results calculated separately, never your individual score.
Minimum-five reporting
Employee-behavior leadership metrics require at least five distinct applicable people. When the threshold is not met, the result is protected—not reported as zero.
Subtraction is protected too
Related values are also hidden when a visible total could reveal a protected small group through subtraction.
Live authorization checks
Protected requests check the user's current employee, administrator, or leadership access on the server. Hiding a button is never treated as permission.
AI COACHING
A separate, consent-based conversation.
The employee AI coach asks for consent before a conversation is sent to OpenAI for processing. Wellness OS keeps the conversation in the current browser session; it does not save a transcript to an employee record or make the transcript visible to administrators or leadership.
OpenAI states that API data is not used to train its models by default unless the customer opts in. Default abuse-monitoring logs may retain prompts and responses for up to 30 days. Wellness OS sends coaching requests with response storage turned off.
Read OpenAI's API data controls ↗OPTIONAL CONNECTED DEVICES
Manual participation remains available.
When approved connections become available, employees will control whether to connect Apple Health or Garmin. Employees see their own connection and activity, administrators see only the minimum operational status and verified completion needed to run the program, and leadership receives protected aggregates.
Read the Connected Devices Privacy Policy →IMPORTANT CONTEXT
What this notice does—and does not—say.
Service providers
Providers that host, secure, authenticate, or deliver Wellness OS communications may process limited information only to perform those functions. AI coaching and optional connected devices have the additional disclosures described above.
Employment boundary
Leadership reporting is designed for organizational program trends, not individual employment decisions. Ordinary managers do not receive administrator access unless the organization explicitly authorizes them for a Wellness OS operating role.
Legal scope
This is an operational transparency notice. It does not claim that HIPAA applies to every workplace wellness arrangement or that this notice alone satisfies every legal requirement. Appropriate legal and privacy review remains required.
QUESTIONS AND REQUESTS
You can ask us to review your information.
Current eligible employees can sign in to the employee portal to download a private copy, request access or correction, ask for deletion of eligible information, and follow the request's status. The download is generated directly for the authenticated employee; it is not sent by ordinary email or stored as a reusable public link.
Former employees or anyone who cannot sign in may email a privacy request. Do not include wellness answers, medical information, passwords, or access codes in the message. We will need to verify identity before discussing or releasing account information. Requests are reviewed against security, recordkeeping, retention, and legal-hold requirements.