Well365

Privacy Policy

Effective date: August 1, 2026 · Last updated: October 22, 2026

1. Who we are

Well365 (“Well365,” “we,” “us”) is a whole-person wellness and coaching platform operated by Well365, LLC, located in Sioux Falls, South Dakota. Well365 is offered both to individuals and as an employer-sponsored wellness benefit (an employee assistance–style program). This policy explains what information we collect, how we use it, and the choices you have.

Well365 is intended for users in the United States. We do not direct our services to individuals in the European Union or United Kingdom, and this policy is not intended to create obligations under the GDPR or UK GDPR. If that changes, we will update this policy.

Well365 is educational and supportive in nature. It is not medical care, therapy, or a substitute for professional diagnosis or treatment.

2. Information we collect

Account information. Name, email address, and display name; if you enroll in a coaching membership: phone number, date of birth, selected package, and your typed signature on the enrollment agreement.

Wellness information you log. This is the heart of the app, and we treat it as sensitive:

Mood check-ins, including an optional written journal entry
Daily habit logs (e.g., sleep hours, exercise, water, nutrition, mindfulness activities, screen time, alcohol/caffeine use)
Gratitude journal entries
Wellness Wheel self-assessments and self-discovery quiz results
Goals, milestones, and quest participation
Messages you exchange with your coach, and session records your coach creates

If a coach works with you outside the app. A Well365 coach may keep your first and last name, your email address and their coaching notes, so they can follow your sessions even if you do not use the app. Only that coach and Well365 administrators can see them. If you later join Well365 and confirm the same email address, the notes move to your account, where only coaches can see them, and that coach becomes your coach if you do not already have one.

Payment information. Payments are processed by Stripe, Apple, or Google. We never see or store your full card number. We keep records of what you purchased and your subscription status.

Employer/organization information. If you join through an employer, we record which organization you belong to (via your registration code) so we can provide your sponsored benefits.

Technical information. Basic device and usage information needed to operate and secure the service (e.g., login events, app version).

Health app data you choose to connect. If you turn on syncing, Well365 reads daily summaries from Apple Health (iOS) or Health Connect (Android): steps, sleep, exercise minutes, and mindfulness minutes. This is off until you switch it on, you choose which of those four to include, and you can turn it off at any time in the app or revoke it in Apple Health or Health Connect.

We read only those daily totals. We do not read heart rate, workout routes, menstrual or reproductive data, medical records, or any raw sample.
We never write anything back to Apple Health or Health Connect. The permission we request is read-only.
Turning syncing off stops future imports. Entries already added to your Well365 habits stay, because they are yours — you can delete them in the app.
We do not use health app data for advertising, and we do not sell it. Ever.

Time zone. Your device’s time zone offset, so that “today” means your day rather than ours. Without it, a 9pm check-in could be counted as tomorrow.

Diagnostic reports when something goes wrong. When a part of the app fails, it sends us a short report so the problem is visible to a person instead of disappearing. Each report contains the name of the operation that failed (for example, “Loading habits”), the technical type of the error, the app version and platform, a stack trace — which is a list of code locations, not information about you — and your account identifier, so we can tell one person hitting a problem fifty times from fifty people hitting it once.

What a diagnostic report can never contain. No journal or gratitude text, no mood scores, no habit or sleep data, no coach notes, no email address, and no message content. This is enforced by our database, which refuses a report carrying anything of that shape — not merely by our intention to keep it out. These reports go to Well365’s own systems and are not sent to any third-party crash-reporting service. They are deleted after 90 days.

We do not collect your precise location, contacts, photos (except a profile/coach photo you choose to upload), or browsing history.

3. How we use your information

To provide the service: tracking, insights, badges, quests, progress reports, and content
To deliver coaching: your assigned coach can view your wellness activity so they can support you effectively
To operate your membership: enrollment, billing status, receipts, and support
To communicate with you: service notifications, and — if you stop opening Well365 — a small number of emails letting you know your account is still there (see section 3a)
To keep the service safe, secure, and working
To improve the service using de-identified, aggregated information

We do not sell your personal information, and we do not share it with third parties for their own advertising.

3a. If you stop using Well365

If you have not opened Well365 for a few days, we may email you to let you know your account is still there. Being specific, because “we may contact you” can mean anything:

At most three emails, ever. Not three a month or three a year — three for the life of your account. The third one says it is the last one, and it is. They are never sent less than a week apart.
They never mention anything you recorded. No mood, no habit, no journal entry, no coaching note, and no count of the days you were away. They say your account is there, and nothing more.
This is on by default, because it is part of the service you signed up for rather than marketing. You can turn it off at any time in Settings → Notifications, or by replying to any one of them.

The monthly newsletter is separate, and it is off unless you ask for it. It is marketing rather than part of the Service, so it is opt-in only — we will not add you to it because you created an account.

4. Health and wellness data — special handling

Your mood entries, journals, habit logs, assessment results, and any daily totals you choose to import from Apple Health or Health Connect are sensitive, and we hold them to a higher standard:

They are visible only to you and to your assigned coach(es) for the purpose of supporting you.
WHO-5 coach notice: if you take the WHO-5 Well-Being Index and your score is in the lower range, your assigned coach is told your score so they can check in. If you do not have an assigned coach, nobody is told.
Your written journal and gratitude entries are private by default. A coach sees them only if you switch that on yourself, under Settings → Journal Sharing, and you can switch it off again at any time.
Every time a coach opens your wellness data, that is recorded and you can read the record yourself in the app.
They are never used for advertising and never sold.

Safety escalation: if a mood check-in indicates you may be struggling, the app shows you crisis resources (including the 988 Suicide & Crisis Lifeline). If your plan includes mental health coaching and that track is available in your state, your assigned Mental Health Provider is notified so they can reach out by the end of the next business day, Central time. If you do not have an assigned Mental Health Provider, your assigned coach is notified so that a Mental Health Provider can be assigned to follow up; that coach may be a wellness coach, whose role in this case is to arrange the follow-up rather than to provide mental health coaching. A small number of Well365 staff are also notified so that no check-in goes unseen: our Mental Health Providers at the time of the check-in, and the owner only if it has not been acknowledged by the end of the next business day. Mental Health Providers hold master’s degrees in counseling and offer coaching — not therapy, counseling, diagnosis or treatment. This is a supportive check-in, not an emergency response service. If you are in immediate danger, call 911 or 988.

5. Our commitment to employer-sponsored members

If Well365 is provided through your employer:

Your employer never sees your individual wellness data. Not your moods, journals, habits, messages, coaching notes, or assessment results.
Your employer may receive only aggregate, de-identified information (for example, overall program participation rates) that cannot reasonably identify you.
Your employer knows only that you are eligible for, and have activated, the benefit.

6. When we share information

We share personal information only with:

Your assigned coach(es) — as described above
Service providers who help us run Well365, under contractual confidentiality obligations: Supabase (secure data hosting), Stripe (payments), Apple and Google (app distribution and in-app purchases), Resend (transactional email delivery), and Microsoft 365 (support email)
Legal requirements — if required by law, subpoena, or to protect the safety of a person
Business transfers — if Well365 is involved in a merger or acquisition, with notice to you

We do not sell or rent personal information to anyone.

7. Your privacy rights

We extend the following rights to all Well365 users, regardless of which state you live in:

Access — request a copy of the personal information we hold about you (the app also has built-in data export for your habits, moods, gratitude, goals, and wellness wheel)
Correction — ask us to fix inaccurate information
Deletion — ask us to delete your account and personal information
Portability — receive your data in a usable format
Opt out of marketing — unsubscribe from non-essential emails at any time
No discrimination — we will never deny you service or degrade your experience for exercising these rights

To exercise any of these rights, email info@corewell365.com. We will verify your identity and respond within 30 days. If you joined through an employer, exercising these rights does not affect your employment and your employer is not notified.

8. Data security

We protect your information with industry-standard measures, including encryption in transit, access controls that limit each coach to their own assigned members, and database-level security rules enforcing that members can access only their own records. No system is perfectly secure; if a breach affecting your personal information occurs, we will notify you as required by law.

9. Data retention

Diagnostic reports are deleted after 90 days — long enough to tell whether a problem keeps happening across an app release, short enough that they do not accumulate.

Active accounts: we retain your data while your account is open so your history, streaks, and coaching relationship work properly.
Unused accounts are deleted after 36 months. If you do not sign in and record nothing for 36 months, we delete your account and the information in it. We will email you 30 days before that date, and again 7 days before, so the choice is yours: signing in once keeps the account and starts the 36 months over. The clock does not run while an employer is sponsoring your seat — it starts when that sponsorship ends, not before. We do this so that information about you does not sit here indefinitely only because nobody got round to asking us to remove it.
Deleted accounts: when you delete your account in the app, or we verify a deletion request, your personal information — including your wellness data and any safety-support records — is permanently deleted from our live systems immediately and cannot be recovered. Encrypted database backups are kept for up to eight days for disaster recovery; a deleted account may persist in those backups until they age out, after which no copy remains. We do not use backups to restore deleted accounts.
Payment records are held by our payment providers (Stripe, Apple, Google) under their own policies and applicable tax and accounting law (commonly about seven years); Well365 does not control those records.
De-identified, aggregated data may be retained indefinitely.

10. Children

Well365 is intended for adults 18 and older. We do not knowingly collect information from anyone under 18. If we learn we have, we will delete it.

11. Changes to this policy

If we make material changes, we will notify you in the app or by email before they take effect.

12. Contact us

Well365, LLC
4001 W Valhalla Blvd Suite 104, Sioux Falls, SD 57106
info@corewell365.com · 605-941-1607

Well365, LLC · 4001 W Valhalla Blvd Suite 104, Sioux Falls, SD 57106