Care Plan Privacy and Employee Data

What is Care Plan?

Care Plan uses information an employee chooses to provide to suggest personalized wellness goals, daily targets, activities, and progress summaries. AI helps generate and adapt the plan. It supports general wellness and does not replace medical advice, diagnosis, treatment, or emergency care.

Does enabling Care Plan enroll every employee?

No. Making Care Plan available for an organization is separate from an employee choosing to use it. Under Wellness Coach’s AI Terms, employees must affirmatively elect the feature. Providing an eligibility file, creating an account, or enabling a client feature does not constitute employee consent.

Employees may decline or stop using Care Plan. Administrators must not opt employees in, submit their health information on their behalf, or condition employment, benefits, Wellness Coach eligibility, or access to contracted non-AI services on Care Plan use. Availability of individual services still depends on the organization’s program.

What information may Care Plan use?

The information depends on the employee’s plan, responses, permissions, and enabled features. It may include:

• Wellness goals and questionnaire answers, including relevant lifestyle information, health conditions, allergies, and preferences.
• Height, weight, age or date of birth, and other body or wellness metrics the employee provides.
• Activity, workouts, and sleep information from supported sources the employee authorizes.
• Meals, nutrition, hydration, and related information the employee logs.
• Check-in and assessment answers, plan history, progress measures, and generated goals or summaries.
• Optional uploaded laboratory or wellness reports, where that upload feature is available.
• Optional AI coaching-session summaries, where separately enabled.

Account and eligibility information supports access to the service. Consent records, feature state, device information, and technical records also support operation, security, troubleshooting, and auditability. Employees should provide only information relevant to the selected feature.

Can an employer or HR administrator see an employee’s Care Plan?

Employer sponsorship does not grant access to an employee’s private Care Plan answers, laboratory reports, personal wellness results, or AI interactions. Routine employer wellness analytics are aggregated and presented without identifying individual employees.

Separate program-administration reports may contain limited eligibility, enrollment, or participation information for a disclosed and authorized purpose. This is different from access to private health results. Individual results may be disclosed only with a separate, valid employee authorization or another applicable lawful basis. Care Plan participation and AI outputs must not be used for employment, insurance, or benefit decisions.

What can an assigned coach see?

Coach data sharing is a separate choice from using Care Plan. The sharing controls cover biometrics, activity, nutrition, sleep, and AI session summaries. Employees can review and change the available permissions for their coach. An assigned coach does not automatically receive all of these data categories simply because an employee starts a plan.

An employee may revoke sharing permissions. Revoking coach access does not itself delete existing records, remove copies already delivered, or disconnect a wearable; those are separate controls or requests.

How are AI session summaries handled?

AI session summaries are optional and off by default. When enabled, summaries may be shared with the employee and assigned coach, appear in the coach dashboard, and provide context for plan updates. Employees can change their summary-sharing permissions. Any session recording is subject to the applicable notice and permissions.

How is AI used, and does it train on employee data?

AI uses relevant information to generate the employee’s plan, recommendations, and summaries. Under the Wellness Coach AI Terms, information submitted to AI features, including prompts, uploaded files, health information, outputs, and identifiable interaction logs, must not be used to train or fine-tune AI models. The Terms require corresponding restrictions for authorized AI providers.

Generating a plan uses information to produce a response. It does not authorize model training. Operational logging, troubleshooting, safety review, and evaluation are subject to purpose, access, and retention limits. Employees can report an inaccurate or inappropriate output and request human support. Human review may occur through support or escalation; every output is not reviewed by a person before delivery.

Who else may process the information, and how is it protected?

A limited number of authorized Wellness Coach personnel and service providers may process information as needed to deliver, secure, and support the feature, subject to confidentiality, role-based access, and applicable contracts. Personal information is not sold or shared for cross-context behavioral advertising.

Wellness Coach’s published safeguards include encryption in transit and at rest, administrative access controls, audit logging, and security review. These measures reduce risk; they do not guarantee that an incident cannot occur. The current Subprocessor List provides information about service providers. A provider’s inclusion does not mean every provider receives every employee’s health information.

Can an employee stop, disconnect data sources, or delete data?

Yes. Employees can stop using Care Plan, change available coach-sharing permissions, and revoke connected-source permissions through the applicable app or device settings. Support can assist with consent withdrawal and privacy requests.

Cancelling a Care Plan ends the active plan and its open cycles; it does not automatically erase the plan history. Disconnecting a data source stops future collection from that source. Previously collected information remains subject to retention rules unless it is deleted through an applicable request or disposal process.

Employees may request access, correction, export, or deletion through compliance@wellnesscoach.live. Requests may require identity verification. Information is retained according to the Privacy Policy, applicable feature notices, governing agreements, and legal requirements. Employees can request earlier deletion. Limited records may be retained for permitted purposes, such as security or legal obligations, and protected backups are removed under the applicable disposal cycle.

Where can administrators and employees get help?

Product help and stopping use: support@wellnesscoach.live

Privacy rights, deletion, or a privacy concern: compliance@wellnesscoach.live

Avoid attaching laboratory reports or other sensitive health information to ordinary email; ask Support for the appropriate channel.

Further information: Privacy Policy • Terms of Service, Sections 29 to 32 • Subprocessor List.