Privacy Policy

OVA SANCTUM — PRIVACY POLICY

Last Updated: February 10, 2025

At Ova Sanctum and our affiliated entities (“Ova Sanctum,” “we,” “our,” or “us”), we value your privacy and are committed to protecting your personal information.

This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our websites (including www.ovasanctum.com) (the “Sites”), our mobile application(s) (the “App”), and related online offerings (collectively, the “Services”). It also explains your rights and choices.

Important: This Privacy Policy generally covers information collected through our Sites/App and related digital services. It does not govern Protected Health Information (“PHI”) maintained in our clinical Electronic Health Record system or otherwise governed by HIPAA, which is covered by our Notice of Privacy Practices (and other HIPAA-required documents) provided through the clinical workflow.

By using our Services, you agree to the collection, use, and disclosure practices described in this Privacy Policy. Please also review our Terms of Use, which govern your use of the Services.

1. SCOPE: HIPAA PHI VS. NON-HIPAA INFORMATION

1.1 HIPAA-Regulated PHI (proprietary EHR)

If you receive clinical services (telehealth care, midwifery guidance packages, clinic services) you may provide health information through our secure Electronic Health Record platform (“EHR”). Information in the EHR may be PHI and is protected under HIPAA and applicable state health privacy laws.

PHI is governed by our Notice of Privacy Practices (NPP) with access found only in the patient portal, not this Privacy Policy.

1.2 Non-HIPAA Information (Website/App)

Information collected through the Sites/App, such as account information, purchase details, device data, analytics data, and communications may not be PHI and is generally covered by this Privacy Policy (unless it becomes part of your clinical record).

2. INFORMATION WE COLLECT

We collect information in three main ways: (A) information you provide, (B) information collected automatically, and (C) information from third parties.

Each third party provider processes information under its own terms and privacy practices, and we work to ensure appropriate safeguards and agreements are in place where required.

2.1 Information You Provide to Us

Depending on how you interact with Ova Sanctum, you may provide:

Account & Contact Information

  • Name

  • Email address

  • Phone number

  • Mailing address (if needed for products or account administration)

  • Login credentials (where applicable)

Purchase & Payment Information

  • Subscription status and purchase history

  • Payment method details processed through our payment processor (e.g., Stripe)Note: We generally do not store full credit card numbers ourselves; payment processors handle payment data in their systems.

Communications

  • Messages you send us (email, support inquiries, forms, chat)

  • Feedback, survey responses, testimonials (if submitted outside the EHR)

  • Preferences and interests (such as content you request)

Media & Device Permissions (With Your Permission)

  • Photos, audio, or video you choose to upload

  • Microphone/camera access if enabled for features that require it

2.2 Information We Collect Automatically

When you use our Services, we may automatically collect:

Device & Usage Data

  • IP address

  • Device identifiers

  • Browser type and settings

  • Operating system

  • Pages viewed, links clicked, time spent, and referral URLs

  • Dates/times of access

  • Connection and performance data

Cookies & Similar TechnologiesWe use cookies, pixels, tags, SDKs, and similar tools for:

  • Site functionality

  • Analytics and performance

  • Remembering preferences

  • Measuring marketing effectiveness

We may use tools such as Google Analytics to understand user behavior and improve the Services.

2.3 Information from Third Parties

We may receive information from:

  • Payment processors (e.g., Stripe) confirming payment status

  • Course/learning platforms (e.g., Thinkific) related to enrollment, access, and progress

  • Analytics providers (e.g., Google Analytics)

  • Service providers assisting with support, hosting, security, scheduling, or communications

  • Partners you direct us to connect with (where applicable)

3. HOW WE USE INFORMATION

We use information covered by this Privacy Policy for purposes such as:

3.1 Providing and Improving Services

  • Create and manage accounts

  • Process purchases and subscriptions

  • Provide access to Courses/Content

  • Deliver customer support

  • Maintain, troubleshoot, and improve functionality

  • Personalize content and user experience

3.2 Communications

  • Send transactional messages (receipts, confirmations, service notices)

  • Send newsletters, updates, and educational communications (where permitted)

  • Respond to inquiries and support requests

3.3 Safety, Security, and Integrity

  • Detect and prevent fraud, abuse, or unauthorized access

  • Secure the Services and protect users

  • Enforce our Terms of Use and policies

3.4 Marketing and Outreach (Where Permitted)

  • Share information about offerings we believe may interest you

  • Measure marketing performance (including via cookies/pixels)

  • You can opt out of marketing emails (see Section 7)

3.5 Legal and Compliance

  • Comply with legal obligations

  • Protect rights, property, and safety

  • Respond to lawful requests and legal process

4. HOW WE SHARE INFORMATION

We do not sell your personal information for third-party marketing or advertising.

We may share information covered by this Privacy Policy in limited circumstances:

4.1 Service Providers

We may share information with vendors who help us operate the Services, such as:

  • Payment processing (e.g., Stripe)

  • Course hosting and delivery (e.g., Thinkific)

  • Analytics (e.g., Google Analytics)

  • Website hosting, cloud storage, and security providers

  • Customer support tools and communications providers

These providers are permitted to use information only to perform services for us and must protect it.

4.2 Business Transfers

If Ova Sanctum is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction. Any successor may continue to use your information consistent with this Privacy Policy unless otherwise required by law.

4.3 Legal, Safety, and Enforcement

We may disclose information if we believe disclosure is necessary to:

  • Comply with law or legal process

  • Respond to lawful requests by public authorities

  • Enforce our Terms of Use

  • Protect our rights, users, or the public

  • Investigate fraud, security incidents, or suspected illegal activity

4.4 With Your Direction or Consent

We may share information when you ask us to, or when you consent (for example, a referral to a partner service you choose).

5. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to operate our Services and to understand how users engage with them.

5.1 Types of Cookies We Use

  • Essential cookies: required for core features

  • Analytics cookies: help us understand traffic and usage (e.g., Google Analytics)

  • Preference cookies: remember settings and choices

  • Marketing cookies: measure marketing effectiveness (where used)

5.2 Managing Cookies

You can control cookies through your browser settings. If you disable cookies, some parts of the Services may not function properly.

Google Analytics may use cookies to collect usage data. You may be able to opt out of Google Analytics tracking via available browser add-ons or settings provided by Google.

6. DATA SECURITY

We maintain administrative, technical, and physical safeguards designed to protect information. However, no system can be guaranteed 100% secure. You use the internet at your own risk, and you are responsible for maintaining the security of your account credentials.

If you suspect unauthorized access, contact us immediately at support@ovasanctum.com.

7. YOUR RIGHTS AND CHOICES

Depending on where you live, you may have rights regarding personal information covered by this Privacy Policy.

7.1 Marketing Opt-Out

You may opt out of marketing emails by using the “unsubscribe” link or by contacting us at account@ovasanctum.com.You may still receive important transactional or service-related messages.

7.2 Access, Correction, Deletion

You may request to:

  • Access personal information we hold (non-PHI)

  • Correct inaccurate information

  • Delete certain information (where legally permitted)

To submit a request, contact support@ovasanctum.com. We may need to verify your identity before processing requests.

Important: Requests related to PHI must be made through the HIPAA process described in our Notice of Privacy Practices.

8. CHILDREN’S PRIVACY

Ova Sanctum’s Sites and App are not intended for children under 13.Our Services are generally intended for users 13 and older, and certain services may require users to be 18+ depending on the offering and applicable law.

If you believe a child has provided us personal information without appropriate consent, contact us at support@ovasanctum.com.

9. THIRD-PARTY LINKS AND SERVICES

Our Services may include links to third-party websites or tools. This Privacy Policy does not apply to third parties, and we are not responsible for their privacy practices. Please review third-party policies before providing information.

10. INTERNATIONAL USERS

Our Services are operated from the United States and intended primarily for U.S. users. If you access the Services from outside the U.S., you understand your information may be processed in the U.S. where privacy laws may differ from your location.

11. CALIFORNIA PRIVACY NOTICE

If you are a California resident, you may have rights under California law, including the right to request information about our collection and disclosure of personal information.

We do not sell your personal information as defined by California law.To submit a request, email brooke@ovasanctum.com with the subject line “California Privacy Request.”

(If you want, I can expand this section to fully align with CPRA language, depending on whether you meet CPRA thresholds.)

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes to our Services, data practices, or legal requirements. We will post the updated version with a new “Last Updated” date. Your continued use of the Services after changes means you accept the updated policy.

13. CONTACT US

For questions, requests, or concerns regarding this Privacy Policy (non-PHI matters):

Email: support@ovasanctum.comPhone: 206-588-6122Mail: PO Box 60, 140 Lakeside Ave, Seattle, WA 98122