Data Policy

Data We Store

When you use the Vireya platform, we may store the following categories of information associated with your account:

• Account profile information (name, email, profile details)
• Daily check-ins, wellness reflections, and habit tracking data
• Lesson progress, module completions, and learning activity
• Protocol assignments and milestone tracking
• Coaching session notes, intake information, and scheduling details
• Community posts, comments, and direct messages
• Support requests and communication history
• Assessment responses and personalized plan data
• Subscription and billing records

All data is stored on secure, encrypted infrastructure. We do not store full credit card numbers on our servers; payment processing is handled by Stripe.

How Your Data Is Used

We use your data to operate the platform, personalize your wellness experience, support coaching relationships, and improve the quality of our educational content and community features.

Specific uses include:

• Delivering personalized lesson recommendations and protocol guidance
• Tracking your progress across modules, check-ins, and wellness plans
• Supporting coaching sessions with relevant context and history
• Generating AI-assisted wellness insights and educational suggestions
• Operating community features including posts, comments, and messaging
• Processing payments and managing subscription status
• Responding to support requests and maintaining account security

Vireya is not a medical provider. The platform is not intended to function as a healthcare or medical records system, and data stored within the platform should not be treated as a medical record.

Health Information & HIPAA

Although Vireya collects wellness-related information such as symptom tracking, stress levels, sleep patterns, and nutrition habits, we are not a covered entity under the Health Insurance Portability and Accountability Act (HIPAA).

We do not provide medical services, and information shared within the platform is not protected health information (PHI) as defined by HIPAA. However, we take the security of your wellness data seriously and apply reasonable administrative, technical, and organizational safeguards to protect it.

If you have health concerns, always consult a licensed healthcare provider. Vireya is an educational and community wellness platform, not a substitute for professional medical care.

Access Permissions

Access to member data within the platform is restricted based on role:

• Members can view and manage their own account data, progress, check-ins, and community activity
• Coaches can view information for members they are assigned to, including relevant session notes, intake data, and progress history needed to support the coaching relationship
• Administrators can access member accounts for support, compliance, security, and platform operations purposes

We do not provide open access to member data across roles. Coach access is limited to assigned clients, and administrative access is logged and auditable.

Data Retention

We retain your data for as long as your account is active and for a reasonable period after account closure or membership cancellation. Specific retention practices include:

• Active accounts: All data is retained for the duration of your active membership
• Cancelled accounts: Account data is retained for up to 12 months following cancellation to support potential reactivation and comply with legal obligations
• Billing records: Transaction and billing records are retained for up to 7 years as required for tax, accounting, and legal compliance
• Community content: Posts and comments you made in community spaces may be retained after account closure to maintain community context and conversation integrity
• Coaching records: Session notes and intake data are retained for a reasonable period to support continuity of care and potential compliance requirements

Data Deletion

You may request deletion of your account and associated data by contacting our support team. Upon receiving a verified deletion request:

• Your account profile, check-ins, lesson progress, and protocol data will be permanently deleted
• Community posts and comments may be anonymized rather than deleted to preserve community context
• Billing and transaction records will be retained as required for legal and tax compliance
• Coaching session notes may be retained where required for compliance purposes
• Security and audit logs may be retained for fraud prevention and platform integrity

We aim to process deletion requests within 30 days of verification. Deletion is permanent and cannot be reversed.

Data Export

Members may request a copy of their account data. Export requests can include account information, check-in history, lesson progress, and other personal data stored within the platform.

To request a data export, contact our support team through the Contact page or by emailing hello@vireya.community. We aim to fulfill export requests within 30 days.

Third-Party Service Providers

We use trusted third-party providers to support platform operations. These providers may process limited data on our behalf:

• Stripe — Payment processing and subscription management
• Google Workspace — Email communications and scheduling
• Hosting providers — Secure server infrastructure and data storage
• Analytics providers — Platform performance and usage insights

Third-party providers only receive information necessary to perform their services and are expected to maintain appropriate security and confidentiality standards. We do not sell member data to any third party.

AI & Automated Processing

Some platform features use AI-assisted tools to provide personalized wellness insights, educational recommendations, and community content. These tools process member data locally or through secure provider APIs to generate suggestions and support features.

AI-generated content is educational in nature and is not intended as medical advice. You are always encouraged to use your own judgment and consult qualified professionals for health-related decisions.

Policy Updates

We may update this Data Policy from time to time to reflect changes to our services, data practices, or legal requirements. Updated versions will be posted on this page with the revised effective date.

Continued use of the platform after policy updates constitutes acceptance of the revised terms.

Questions

If you have questions about how your data is handled, please review our Privacy Policy or contact our support team through the Contact page.