Your health information

What I collect and why

• When you first get in touch: a due date or birth date if the service needs one, where you plan to give birth if it’s birth support, the service you’re interested in, and anything you choose to write. I use it to reply and to see whether I can help.
• Intake and other forms: the answers you give, which can include health details that matter for your support. I use them to give you the support you booked.
• My notes about our work together: what we talked about, the support I gave and any referrals. I keep them as the record of your support.
• Messages, photos and files you send me or upload, which can include health details. I use them to support you.
• Fieldnotes, if you use it: what you choose to keep there, such as feeds, diapers and pumping, contractions and movements, sleep, temperatures and when medicine was given, growth and milestones, your milk stash, recovery notes, journal and check-ins, a symptom log for your baby, and photos. It’s there so you can keep track, and so I can see what you choose to share with me.
• Security records of each time anyone opens health information. I keep them to protect your information and to show who looked.

I use your health information only to support you, keep the records I need, keep the site and portal secure, and meet my legal, tax and insurance obligations. Never for advertising. I collect what’s needed for the support you asked for; where I need your permission for something more, such as sharing your Fieldnotes with me, I ask for it clearly and on its own, and you can change your mind at any time.

Where it comes from

• From you: what you tell me, write, upload or log.
• From me: the notes I write about our work together.

I don’t buy health information, get it from data brokers, or collect it from your device’s location.

Service providers

Who else can see it

A few outside services store or carry information for me, so the business can run. They work for me, and each receives only what it needs:

• Cloudflare hosts the website and the client portal, and stores client records, Fieldnotes and files.
• Resend delivers emails. The contact form’s copy to me carries what you wrote. The emails I send you about the portal say only that something is waiting, never any health details.
• Google Workspace holds my business email, calendar and phone number. If you email or text me health details, they’re there. My calendar never shows your name or what a visit is for.
• Meta (Instagram) lets my business system show Instagram messages. If you message me there, Instagram keeps the conversation; my system doesn’t copy or store it.

Beyond those, your health information goes only to:

• People you choose: your care team, family or anyone else you name on a Release of Information, which you can withdraw at any time.
• Me, from Fieldnotes, only if you switch on sharing, and you can switch it off at any time.
• Where the law requires it, such as a lawful court order, or where it’s genuinely necessary to protect someone’s safety. I’d tell you unless I was prohibited from doing so.

If I ever want to use or share your health information in a new way, I’ll ask you first.

Never sold, and no geofencing

I have never sold health information, or any personal information, and I never will.

I don’t use geofencing: drawing a virtual boundary around a place, such as a clinic or hospital, to identify, follow or send messages to the people who go there.

Your rights

Wherever you live, you can ask me to:

• confirm whether I hold or share health information about you
• give you a copy of it
• give you a list of everyone I’ve shared it with, including the service providers above
• correct it
• delete it
• stop using or sharing it where you gave your permission, such as Fieldnotes sharing

Deleting. When you delete something in the portal, or ask me to delete your records, it’s hidden straight away and kept for 30 days so it can be restored if you change your mind, then deleted for good. Once it’s deleted, a copy can stay in my host’s automatic backups for up to 30 days, and then it’s gone from those too. Some records may have to be kept for tax, insurance or legal reasons, or as security records; if so, I’ll tell you what and why, and use it for nothing else.

Withdrawing permission stops future use and sharing. It doesn’t undo what was already shared while you had it switched on.

Asking is free. I won’t ask why, and it will never affect the care you receive.

How to ask, and how to appeal

How to ask: email contact@myceliabirth.com. Before sharing or changing anything, I may need to confirm it’s you, usually by replying from the email address I already have.

I’ll reply within 45 days. If I can’t do what you asked, or can do only part of it, I’ll explain why.

To appeal, reply to that email and ask me to look at it again. I’ll answer in writing within 45 days and tell you what I decided and why. If you’re still not satisfied, you can contact the attorney general where you live, for example the Washington, Nevada or Connecticut Attorney General’s office.