This Privacy Policy explains how Victorem LLC, doing business as Victorem Performance Nutrition (“Victorem,” “we,” “us,” or “our”), collects, uses, and shares information when you use our online services, and the choices you have. We are a registered-dietitian practice based in Brenham, Texas.
This policy covers our public website at victorem.com (the “Website”) and, except as described in the next section, our client application at app.victorem.com (the “Client Portal”) — together, the “Online Services.”
Health Information and HIPAA
If you become a client, the health information in your client record — including information you share in the Client Portal, in sessions, in forms you complete as a client, and in secure messages with your dietitian — is protected health information. We handle it in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and our Notice of Privacy Practices, which is provided to you when you become a client and is available on request. Where this Privacy Policy and the Notice of Privacy Practices overlap for protected health information, the Notice of Privacy Practices controls.
This Privacy Policy governs everything else: your use of the Website, information you submit through public forms (such as applications and inquiries), analytics, and our marketing communications.
Information You Provide to Us
We collect information you choose to give us through the Online Services:
- Contact details — your name, email address, and phone number when you submit an application, inquiry, or contact form, or subscribe to our newsletter.
- Application and inquiry details — our application and sweat-testing inquiry forms ask about things like your age range, sport or discipline, goals, and the kind of support you are looking for. Free-text answers may include health-related information you choose to share (for example, symptoms, conditions, or injuries). Please share only what you are comfortable sharing at this stage — there will be time to discuss details privately if we work together.
- Messages — anything you send us through the contact form or by email.
Information submitted through our public forms is transmitted to and stored in our secure practice-management system so we can review and respond to it.
Information Collected Automatically
- Server and security logs. Our hosting and infrastructure providers log basic request information, such as IP address, browser type, pages requested, and timestamps, which we use for security and troubleshooting.
- Analytics (only with your consent). We use Google Analytics 4 to understand how the Website is used. Analytics cookies are off by default: when you first visit, a banner lets you accept or decline them, and if you decline, no analytics cookies are set (Google may still receive limited, cookieless, aggregate pings that are not used to identify you). Your choice is stored in your browser, and you can change it at any time using the “Cookie settings” link in the Website footer. We do not use advertising cookies, tracking pixels from ad networks, or behavioral remarketing on the Online Services.
Cookies
The Website itself sets no tracking cookies. The only items stored in your browser are your cookie-consent choice and, if you accept analytics, the Google Analytics cookies described above. The Client Portal uses strictly necessary cookies to keep you signed in securely; it contains no analytics or advertising trackers.
How We Use Information
- To review and respond to your application, inquiry, or message, including scheduling a discovery call.
- To provide our services and operate the Client Portal for clients.
- To send transactional messages related to something you asked for or your care — for example, appointment confirmations and reminders, form and document requests, portal invitations, and billing notices.
- To send our newsletter and other marketing email if you subscribed or are an existing contact of the practice — see “Email” below.
- To understand Website usage and improve our content and services (analytics, with your consent).
- To protect the security of the Online Services and to comply with legal obligations.
We send email through our own practice systems (Google Workspace). Marketing emails include an unsubscribe link and our postal address; unsubscribing stops marketing email but not transactional messages about services you use. Our marketing emails may include standard delivery measurement — an open-tracking image and links that route through our own domain so we can tell which messages and links were useful. We do not share email engagement data with advertising networks.
Payments
Client payments are processed by Stripe, our payment processor. Your card details go directly to Stripe and are never stored on our servers; we receive confirmation of payment and the information needed to administer your invoice. Stripe’s handling of your information is described in its own privacy policy. We do not send invoices with clinical details to Stripe.
Service Providers
We use a small number of service providers to operate the Online Services, each only for the purpose described:
- Google — cloud hosting and data storage for our practice system, business email, calendaring, and (with your consent) Google Analytics.
- Cloudflare — hosting and content delivery for the public Website and DNS services.
- Stripe — payment processing.
Providers that handle client health information for us do so under agreements that meet HIPAA’s business-associate requirements.
How We Share Information
We do not sell, rent, or trade your personal information, and we do not share it with third parties for their own advertising or marketing. We share personal information only:
- with the service providers above, acting on our instructions;
- when required by law, legal process, or to respond to lawful requests by public authorities;
- to protect the rights, safety, or property of our clients, the public, or Victorem;
- in connection with a sale, merger, or reorganization of the practice, in which case we will notify you before your information becomes subject to a different privacy policy (protected health information would remain subject to HIPAA); or
- with your consent.
Retention
We keep personal information only as long as needed for the purposes described in this policy and to meet our legal and professional obligations. Client records are retained as required by healthcare recordkeeping laws. Application and inquiry information is kept so we can manage our relationship with you; you may ask us to delete it at any time (see “Your Choices and Rights”).
Security
We use reasonable technical and administrative safeguards to protect your information, including encryption in transit, encrypted storage, access controls, and audit logging in our practice systems. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
Children
The Website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the Website. We do work with youth athletes: if you are under 18, a parent or guardian should submit any application or inquiry on your behalf and be part of any engagement with the practice. If you believe a child has provided us personal information directly, please contact us and we will delete it.
Your Choices and Rights
- Access, correction, and deletion. You may ask us what personal information we hold about you and ask us to correct or delete it. We will honor your request unless we are legally or professionally required to keep the information (for example, client health records must be retained for the period required by law).
- Marketing email. Use the unsubscribe link in any marketing email, or contact us.
- Analytics cookies. Use the “Cookie settings” link in the Website footer to change your choice at any time.
- Do Not Track. Because analytics runs only with your explicit consent, we do not separately respond to browser “Do Not Track” signals.
Depending on where you live, you may have additional privacy rights under state law. We honor the rights above for everyone, regardless of location. To exercise any of them, contact us using the details below; we may need to verify your identity first.
Links to Other Websites
The Online Services may link to websites we do not operate, and our content may reference third-party products or services. Their privacy practices are their own; we encourage you to review the privacy policy of any site you visit.
Changes to This Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page shows when it was last revised, and material changes will be posted on this page before they take effect.
Contact Us
Questions or requests about this Privacy Policy or your information:
Victorem LLC, dba Victorem Performance Nutrition
3450 Stuart Rd, Brenham, TX 77833
Or reach us through the contact page on the Website.