Policies

Privacy Policy

Whole by Olivia Robie is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website wholebyoliviarobie.com, use our services, or otherwise interact with us. Please read this policy carefully to understand our views and practices regarding your personal data.

1. Information We Collect

We may collect and process the following types of information:

Personal Information: Name, email address, phone number, mailing address, and other identifiers you voluntarily provide.
Usage Data: Information about how you use our website or services, such as IP address, browser type, device information, access times, and pages viewed.
Cookies and Tracking Technologies: We may use cookies and similar tracking technologies to enhance user experience and analyze website performance.

2. How We Use Your Information

We may use the information we collect for various purposes, including:

To provide, operate, and maintain our services.
To improve, personalize, and expand our website and services.
To communicate with you, including sending updates, marketing, and promotional materials.
To comply with legal obligations and enforce our terms and conditions.

3. Sharing Your Information

We do not sell or rent your personal information. We may share information with:

Service Providers: Trusted third parties that assist in operating our website or providing services.
Legal Requirements: When required to do so by law or in response to valid legal requests.
Business Transfers: In connection with a merger, sale, or acquisition.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, misuse, or alteration.

5. Your Rights and Choices

Depending on your location, you may have rights under applicable data protection laws, including the right to access, correct, delete, or restrict the use of your personal data. You may also opt out of certain communications by following the unsubscribe link in our emails.

6. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

7. Children's Privacy

Our website is not directed to children under the age of 13 (or the equivalent minimum age in your jurisdiction), and we do not knowingly collect personal information from children through the website. Nutrition services for minors are provided only with the consent and involvement of a parent or legal guardian, who provides and receives information on the minor's behalf as permitted by law.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We encourage you to review this page periodically for any changes.

9. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: Whole by Olivia Robie
Email: olivia@wholebyoliviarobie.com

HIPAA Notice of Privacy Practices

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Effective date: October 5, 2026

1. Our Commitment to Your Privacy

Whole by Olivia Robie is committed to protecting the privacy of your protected health information ("PHI"). PHI is information about you, including demographic information, that may identify you and that relates to your past, present, or future physical or mental health, the health care services you receive, or payment for those services. We are required by law to maintain the privacy of your PHI, to provide you with this notice of our legal duties and privacy practices, to notify you if a breach of your unsecured PHI occurs, and to follow the terms of the notice currently in effect.

2. How We May Use and Disclose Your Health Information

Treatment: To provide and coordinate your nutrition care, including communicating with your physicians, therapists, and other members of your care team with your consent.
Payment: To bill for services and to prepare superbills or other documentation you may submit to your insurance company for reimbursement.
Health care operations: To run our practice, including scheduling, quality improvement, record keeping, and working with service providers (such as secure electronic health record, scheduling, and payment platforms) who are required to protect your information.
Appointment reminders and communication: To contact you about appointments, follow-up care, and services that may be of interest to you.

3. Other Uses and Disclosures Permitted or Required by Law

We may use or disclose your PHI without your written authorization when permitted or required by law, including:

When required by federal, state, or local law.
For public health activities and to report suspected abuse, neglect, or domestic violence as required by law.
For health oversight activities, such as audits or licensure reviews.
In response to a court order, subpoena, or other lawful process.
To law enforcement officials as required by law.
To prevent or lessen a serious and imminent threat to the health or safety of a person or the public.
For workers' compensation or similar programs as authorized by law.
To a parent or legal guardian of a minor client, as permitted by law.

4. Uses and Disclosures Requiring Your Authorization

Other uses and disclosures of your PHI, including most uses for marketing purposes and any sale of PHI, will be made only with your written authorization. You may revoke an authorization in writing at any time, except to the extent we have already acted on it.

5. Your Rights Regarding Your Health Information

Right to access: You may request to see or receive a copy of your health records, including in electronic form. We may charge a reasonable, cost-based fee.
Right to amend: You may ask us to correct health information you believe is incorrect or incomplete. We may deny your request in certain cases and will explain why in writing.
Right to an accounting of disclosures: You may request a list of certain disclosures we have made of your PHI.
Right to request restrictions: You may ask us to limit how we use or share your PHI. We are not required to agree in all cases, but we must agree not to share information with your health plan for services you have paid for in full out of pocket, if you ask us not to.
Right to confidential communications: You may ask us to contact you in a specific way or at a specific location.
Right to a paper copy of this notice: You may request a paper copy of this notice at any time.
Right to choose someone to act for you: If you have given someone medical power of attorney or someone is your legal guardian, that person can exercise your rights.

6. Changes to This Notice

We reserve the right to change this notice and to make the revised notice effective for all PHI we maintain. The current notice will always be posted on this website and is available on request.

7. Complaints

If you believe your privacy rights have been violated, you may file a complaint with us using the contact information below, or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.

8. Contact Us

For questions about this notice or to exercise your rights, please contact: Olivia Robie, MS, RDN, Privacy Officer, Whole by Olivia Robie
Email: olivia@wholebyoliviarobie.com
Phone: 949-887-1479

Accessibility Statement

Whole by Olivia Robie is committed to making our website accessible to everyone, including people with disabilities. We aim to meet the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, and we continue to review and improve the site over time.

What we do

Use clear headings, readable text sizes, and strong color contrast.
Provide text descriptions for meaningful images.
Make the site usable with a keyboard and compatible with screen readers.
Design pages that work on phones, tablets, and computers.

Third-party content

Some content, such as embedded social media posts or links to external platforms, is provided by third parties and may not fully meet these standards.

Need help or have feedback?

If you have trouble accessing any part of this website or need information in a different format, please contact us and we will do our best to help.
Email: olivia@wholebyoliviarobie.com
Phone: 949-887-1479

Terms & Conditions

By using wholebyoliviarobie.com or our services, you agree to these Terms & Conditions. Please read them carefully.

1. Educational content, not medical advice

Content on this website, our newsletter, and our social media is for general educational purposes only. It is not medical advice and does not replace individualized care from a qualified health professional. Always consult your physician before making changes to your diet, medications, or treatment.

2. Provider relationship

A provider-client relationship begins only after you complete intake and your initial assessment with Olivia Robie, MS, RDN. Submitting an inquiry or contacting us through the website does not create a provider-client relationship.

3. Scope of services

Services include medical nutrition therapy and nutrition counseling provided by a Registered Dietitian Nutritionist. These services complement, and do not replace, care from your physician or other health care providers. Telehealth services are offered only in states where we are permitted to practice.

4. No emergency care

We do not provide emergency services. If you are experiencing a medical emergency, call 911 or go to the nearest emergency room.

5. Payment

Services are private pay. Fees are due as outlined at the time of booking, including any agreed payment plan. Superbills are provided on request for possible out-of-network reimbursement; reimbursement is not guaranteed and depends on your insurance plan.

6. Intellectual property

All content on this website, including text, graphics, logos, and materials provided during services (such as meal plans and guides), belongs to Whole by Olivia Robie and is for your personal use only. It may not be copied, shared, or sold without written permission.

7. Limitation of liability

To the fullest extent permitted by law, Whole by Olivia Robie is not liable for any damages arising from your use of this website or reliance on its content. Individual results vary, and no specific outcome is guaranteed.

8. Third-party links

This website may link to third-party websites and platforms. We are not responsible for their content or practices.

9. Governing law

These terms are governed by the laws of the State of California.

10. Changes to these terms

We may update these terms from time to time. Continued use of the website or our services means you accept the updated terms.

11. Contact

Questions about these terms can be sent to olivia@wholebyoliviarobie.com.

Refund & Cancellation Policy

Nutrition Services

1. Cancellations and rescheduling
If you need to cancel or reschedule a session, please let us know at least 24 hours in advance. Sessions cancelled or rescheduled with at least 24 hours' notice can be moved at no charge.

2. Late cancellations and missed appointments
Sessions cancelled with less than 24 hours' notice, or missed without notice, will be counted as a used session in your package, or charged the full session fee for single sessions. Exceptions may be made for emergencies at our discretion.

3. Late arrivals
If you arrive late, your session will still end at its scheduled time so the next client is not delayed.

4. Packages
Package sessions do not expire. Package fees, including payment plans, are non-refundable, except in exceptional circumstances at our discretion.

5. Single sessions
Single sessions are non-refundable once the session has taken place.

6. Functional testing
Fees for functional and laboratory testing are non-refundable once a test kit has been ordered or shipped.

Workshops

1. Cancellation by participant
If you need to cancel your registration:

More than 14 days before the workshop: You are eligible for a full refund, minus any processing fees.
Between 4 and 14 days before the workshop: You are eligible for a 50% refund or may choose to receive a full credit toward a future workshop.
Less than 24 hours before the workshop or no-show: No refund or credit will be given unless there are exceptional circumstances (at our discretion).

2. Transfer to another workshop
You may request to transfer your registration to another workshop of equal or lesser value at least 4 days in advance of the original workshop date. Transfers are subject to availability and approval.

3. Cancellation by us
If we cancel or reschedule a workshop due to low enrollment, instructor illness, or other unforeseen circumstances, you will be offered a full refund or the option to transfer your registration to another session or workshop.

4. How to request a refund or transfer
To request a refund or transfer, please contact us at:
Email: olivia@wholebyoliviarobie.com
Phone: 949-887-1479
Please include your name, the workshop name and date, and your order confirmation number.

5. Late arrivals and partial attendance
Arriving late or leaving early from a workshop does not qualify for a partial refund. We encourage participants to arrive on time and stay for the full session to get the most value.

Questions

If you have questions about this policy or a billing concern, please contact olivia@wholebyoliviarobie.com.