Table of Contents

Legal Notices, Terms of Use, and Privacy Notice

Helios Wellness LLC · helioswellness.co

PART I — TERMS AND CONDITIONS OF USE

Welcome to the Helios Wellness website (the “site”). The following terms and conditions of use (the “terms”) govern all use of the site and serve as a disclaimer. Please read them before using the site or booking any service.

1. Acceptance of these terms

You are responsible for your use of the Helios Wellness site. Your use of the site constitutes your agreement to these terms and to any modifications to these terms made by Helios Wellness LLC. If you do not agree to these terms, please do not use the site.

2. Who we are — and who we are not

Helios Wellness LLC (“Helios Wellness,” “we,” “us,” “our”) is a California limited liability company offering non-medical wellness services and providing marketing, scheduling, administrative, and billing support to independent licensed practitioners who deliver certain services under their own names and licenses.

Helios Wellness LLC is a separate and independent company from Helios Psychiatry, Inc. The two entities may share a location and certain administrative resources, but they are separately owned and operated, keep separate records, and are separately responsible for their own services. Nothing on this site is offered by, on behalf of, or under the clinical supervision of Helios Psychiatry, Inc. or any of its physicians.

Using a Helios Wellness service does not make you a patient of Helios Psychiatry, Inc., does not create any physician–patient relationship, and does not give Helios Wellness access to any psychiatric or other medical record. Likewise, being a patient of Helios Psychiatry, Inc. does not entitle Helios Wellness to your medical information, and Helios Wellness will not receive it unless you separately and expressly authorize the release in writing.

3. Not medical advice; no diagnosis

You shall not substitute any information on the Helios Wellness site for medical, psychological, or other professional advice.

The Helios Wellness site provides general information about our wellness services and educational materials. The information is not intended to be, and should not be used as, a substitute for examination, diagnosis, or treatment by a licensed healthcare professional, or for any medication that has been prescribed to you.

No diagnosis of any kind is made on the basis of any content contained on this site. You should not assume that any information on this site is current or that it applies to your particular circumstances. You should not disregard health concerns, or delay in seeking medical attention, based on any of this site’s content. Always consult your physician or other qualified healthcare provider with questions about a medical condition, and before beginning any new wellness, bodywork, exercise, or nutrition program.

If you believe you are experiencing a medical emergency, call 911. If you are in emotional distress or crisis, call or text 988 (the Suicide & Crisis Lifeline). This site and our scheduling system are not monitored for emergencies and must never be used to report one.

4. The services described on this site

Helios Wellness services fall into the categories below. Each is subject to its own consent, disclaimer, or service agreement, which you will receive at or before booking. Where those documents and these terms differ, the service-specific document governs for that service.

4.1 Massage therapy and bodywork

Massage therapy and bodywork are provided by massage practitioners engaged by Helios Wellness LLC. These services are offered for purposes such as relaxation, stress reduction, relief of muscle tension, and improvement of circulation. They are not a substitute for medical examination, diagnosis, or treatment. Massage practitioners do not diagnose illness, disease, or injury, do not prescribe or adjust medications, and do not perform spinal manipulation or any other service outside the scope of practice of massage therapy. Booking requires completion of our Massage Therapy & Bodywork Informed Consent and Release of Liability.

4.2 Coaching

Coaching services are provided by Renée Bayard, Certified Jungian Somatic Coach and Certified Trauma-Informed Coach. Coaching is educational and developmental in nature and is not psychotherapy, counseling, or medical or mental-health treatment.

Coaching is forward-focused, informational, and goal-oriented. It does not diagnose, treat, prevent, cure, or heal any condition; it is not a substitute for care from a licensed mental-health or medical professional; and no particular outcome is promised or guaranteed. Results vary by individual and depend on your own effort and choices. Coaching is not a licensed profession in California and coaches are not regulated by any state licensing board. Please review the full Coaching Services Disclaimer before booking, and note that coaching engagements begin only upon a signed written Coaching Service Agreement.

If you are experiencing symptoms of a mental-health condition, are in crisis, or are currently under the care of a mental-health professional, coaching is not a replacement for that care, and we encourage you to consult your treating provider.

4.3 Acupuncture

Acupuncture services booked through this site are provided by Frank He, L.Ac., DAOM, of HeCares Integrative & Sports Medicine, an independent practice. HeCares is solely responsible for all clinical care, clinical judgment, intake, consent, and patient records for acupuncture services. Helios Wellness LLC is not an acupuncture practice, does not employ or supervise licensed acupuncturists, and does not direct or control clinical care. Helios Wellness provides marketing, scheduling, administrative, and billing and collections services to HeCares, and collects payment for acupuncture services as HeCares’ agent; receipts identify HeCares and the treating licensed provider.

When you book acupuncture through Helios Wellness, you become a patient of HeCares, and your acupuncture records are held by HeCares under its own privacy notice.

4.4 Recovery, red light, and performance testing services

Recovery and performance services — including red light sessions and metabolic and VO2-related testing — are offered for general wellness, fitness, and educational purposes only. They are not diagnostic tests, are not interpreted as medical findings, and are not used to diagnose, treat, cure, or prevent any disease or condition. Reports and readings are educational information about your own body and should be discussed with your physician before you act on them. Obtain clearance from your physician before participating in exercise or exertion testing if you have any cardiovascular, respiratory, or other medical condition, or if you have been advised to limit physical activity.

4.5 Services provided by independent licensed practitioners generally

Helios Wellness may from time to time make additional services available through independent licensed practitioners who deliver care under their own names, licenses, and professional liability coverage. Where that is the case, the site will identify the practitioner and their practice, that practitioner is solely responsible for the clinical services rendered, and Helios Wellness acts only as a marketing, scheduling, administrative, and billing services provider. Helios Wellness does not render, supervise, direct, or control any licensed healing-arts service.

5. No guarantee of results

Wellness, bodywork, coaching, and recovery services affect each person differently. Helios Wellness makes no representation, warranty, or guarantee regarding any particular result, outcome, improvement, or benefit from any service described on this site. Any testimonials or client experiences that appear on the site reflect individual experiences and are not a promise, prediction, or guarantee that anyone else will obtain the same result.

6. Booking, payment, and cancellation

Cash-pay only. All services offered through Helios Wellness are cash-pay. We do not bill health insurance, Medicare, or Medi-Cal, we are not in-network with any health plan, and we make no representation that any service will be covered or reimbursed. If you intend to seek reimbursement from an insurer, a health savings account, or a flexible spending account, please confirm eligibility with that plan before booking; a receipt is not a guarantee of reimbursement.
Prices. Prices advertised on this site are exact prices for the services described, not estimates or ranges, and apply until the site is updated. Fees for services provided by an independent licensed practitioner are set out with that service and are collected by Helios Wellness on that practitioner’s behalf.
Cancellation and no-shows. [INSERT CURRENT CANCELLATION WINDOW AND FEE — e.g., 24 hours’ notice; sessions cancelled with less notice, and no-shows, are charged in full.]
Scheduling and payment processing. Booking and payment are handled through third-party providers (currently Acuity Scheduling and our payment processor). Their terms and privacy policies apply to information you submit to them. We do not store complete payment card numbers.

7. Intake forms, consents, and disclaimers govern

Certain services require you to complete an intake form, informed consent, release, disclaimer acknowledgment, or written service agreement before your first session. Those documents contain important terms specific to the service, including consent, assumption of risk, and release provisions, and they control over these general terms with respect to that service. You agree to disclose fully and accurately all medical conditions, injuries, allergies, and medications requested on any intake form, and to tell your practitioner about changes to your health before each session.

8. Links to other sites

This site may at times link to other sites, scholarly articles, or the sites of independent practitioners and partners. These links are provided for educational and informational benefit only and are not under the control of Helios Wellness. Helios Wellness assumes no liability or responsibility for the content of any other website. Please do not assume that a link to any site is an endorsement by Helios Wellness of the contents of that site.

9. Intellectual property

All content on this site — text, graphics, logos, images, video, and the selection and arrangement of that content — is owned by Helios Wellness LLC or its licensors and is protected by copyright and trademark law. You may view, download, and print content for your own personal, non-commercial use. You may not otherwise reproduce, republish, distribute, or create derivative works from the content without our prior written permission.

10. Communications from us

By providing your email address or mobile number, you consent to receive service-related messages from us, including appointment confirmations, reminders, forms, and receipts. Where you separately opt in, you may also receive news and promotional messages; you can withdraw that consent at any time using the unsubscribe link in any email, by replying STOP to a text message, or by contacting us. Message and data rates may apply. Please do not send urgent, emergency, or sensitive health information by email or text; those channels are not secure and are not monitored continuously.

11. Accessibility

We want this site to be usable by everyone. If you encounter a barrier to accessing any part of it, or need information in another format, please contact us using the information at the end of this document and we will work with you to provide the information you need.

12. Disclaimer of warranties

This site and its content are provided “as is” and “as available,” without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, accuracy, and non-infringement. Helios Wellness does not warrant that the site will be uninterrupted, timely, secure, or error-free, or that any content is complete or current.

13. Limitation of liability

To the fullest extent permitted by California law, Helios Wellness LLC and its members, officers, employees, and contractors are not liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, revenue, or profits, arising out of or related to your use of this site or your reliance on its content. Nothing in these terms limits any liability that cannot be limited or excluded under California law, including liability for gross negligence, willful misconduct, or fraud, and nothing in these terms limits the rights or remedies available to you with respect to services rendered by any independent licensed practitioner.

14. Governing law and venue

These terms are governed by the laws of the State of California, without regard to its conflict-of-laws rules. Any dispute arising out of or relating to these terms or this site shall be brought exclusively in the state or federal courts located in San Mateo County, California, and you consent to the personal jurisdiction of those courts.

15. Changes to these terms

We may modify these terms at any time by posting the revised terms on this site with a new effective date. Your continued use of the site after a change takes effect constitutes your acceptance of the revised terms.

PART II — PRIVACY NOTICE

Your information. Your rights. Our responsibilities.

This notice describes how Helios Wellness LLC collects, uses, shares, and protects information about you, and the choices you have. Please review it carefully.

A note about HIPAA. Helios Wellness LLC is a wellness company. It does not itself render licensed healing-arts services, does not bill health plans, and does not conduct the standard electronic health-care transactions that make an organization a “covered entity” under HIPAA. For that reason, Helios Wellness does not publish a HIPAA Notice of Privacy Practices, and this notice is not one. That does not mean your information is unprotected: Helios Wellness protects the confidentiality of your information under California law — including, where it applies, the Confidentiality of Medical Information Act (Civil Code § 56 et seq.) — and under the commitments set out below. Where a licensed practitioner delivering a service through Helios Wellness is subject to HIPAA, that practitioner’s own notice of privacy practices governs their records, and Helios Wellness handles information on their behalf under a written agreement.

1. Whose records are whose

Because more than one organization operates at Helios, it matters which one holds your record. The table below shows where each type of record lives.

If your service was…	The record is held by…	Under whose privacy notice
Massage therapy or bodywork	Helios Wellness LLC	This notice
Coaching with Renée Bayard	Renée Bayard / Helios Wellness LLC	This notice and her Coaching Services Disclaimer and Agreement
Acupuncture	HeCares Integrative & Sports Medicine (Frank He, L.Ac., DAOM)	HeCares’ own notice of privacy practices
Recovery, red light, or VO2 / metabolic testing	Helios Wellness LLC	This notice
Psychiatric or other medical care	Helios Psychiatry, Inc.	Helios Psychiatry, Inc.’s own HIPAA Notice of Privacy Practices

Helios Psychiatry, Inc. maintains its own separate privacy notice for medical and psychiatric records. Helios Wellness does not hold, access, or receive those records, and requests for them should be directed to Helios Psychiatry, Inc.

2. Information we collect

Information you give us: name, contact information, date of birth, emergency contact, and the health and wellness information you provide on intake forms (such as injuries, conditions, allergies and sensitivities, medications, and goals), together with your consents, signatures, and communications with us.
Service information: appointments booked, attended, or cancelled; practitioner seen; session notes kept for wellness services; preferences; and results or readings from recovery and performance services you choose to receive.
Payment information: amounts, dates, and receipts. Card details are entered directly into our payment processor; we do not store complete card numbers.
Website and device information: IP address, browser and device type, pages viewed, and referring links, collected through cookies and similar technologies for site operation, security, and general analytics.

3. How we use your information

To schedule, provide, and follow up on the services you request.
To take payment, issue receipts, and keep accurate business records.
To communicate with you about your appointments, forms, and questions.
To operate, secure, and improve our services and this site.
To send you news or promotional messages, only where you have opted in.
To meet our legal, tax, insurance, and regulatory obligations.

4. How we share your information

With the practitioner providing your service, so they can serve you safely — including, for acupuncture, with HeCares Integrative & Sports Medicine, which becomes the custodian of your clinical record for that care.
With service providers who work for us, such as our scheduling platform, payment processor, email provider, and IT and professional advisors, under contracts that limit them to using the information to perform services for us.
With people you authorize, in writing — for example a family member, another provider, or an attorney.
When the law requires it, including in response to a valid subpoena, court order, or lawful government request, or to report suspected abuse or neglect where reporting is mandated, or to prevent or lessen a serious and imminent threat to the health or safety of any person.
In a business transaction, such as a merger, acquisition, or sale of assets, subject to the protections in this notice.

5. What we will never do

Helios Wellness respects your privacy. We do not sell your personal information, and we never have. We do not share your medical or wellness information with marketers, data brokers, or advertisers. We do not use your health information to target advertising to you. We will not share your information for any purpose not described in this notice unless you tell us in writing that we may — and if you do, you may change your mind at any time by telling us in writing.

6. Your choices and your rights

When it comes to information about you, you have the following rights. To exercise any of them, contact us using the information at the end of this document. We will not discriminate against you for exercising them.

Get a copy of your record

You can ask to see or receive an electronic or paper copy of the records Helios Wellness holds about you. We will provide a copy or a summary, ordinarily within 15 days for inspection and 30 days for copies, and we may charge a reasonable, cost-based fee for copying as permitted by California law.
For acupuncture records, request them from HeCares. For psychiatric or other medical records, request them from Helios Psychiatry, Inc.

Correct your record

You can ask us to correct information you believe is inaccurate or incomplete. If we decline, we will tell you why in writing, and you may submit a statement of disagreement that we will keep with the record.

Request confidential communication

You can ask us to contact you a specific way — for example, by mobile rather than home phone, or at a different address. We will say yes to all reasonable requests.

Ask us to limit what we use or share

You can ask us not to use or share certain information. We are not required to agree, and we will tell you if we cannot, but we will accommodate reasonable requests wherever we can.

Know what we collect, and ask us to delete it

You can ask what categories of personal information we have collected about you, where it came from, why we collected it, and with whom we have shared it, and you can ask us to delete personal information we hold about you. We must keep certain records to meet legal, tax, insurance, and professional obligations, and we will tell you if that applies to your request.

Opt out of marketing

You can opt out of promotional email or text at any time using the unsubscribe link, replying STOP, or contacting us. You will still receive messages about appointments you have booked.

Choose someone to act for you

If you have given someone power of attorney, or if someone is your legal guardian, that person can exercise your rights and make choices about your information. We will confirm the person’s authority before we act.

Get a copy of this notice

You can ask for a paper copy of this notice at any time, even if you agreed to receive it electronically. We will provide one promptly.

File a complaint

If you believe your privacy rights have been violated, contact us using the information at the end of this document. You may also file a complaint with the California Attorney General’s Office (oag.ca.gov/contact/consumer-complaint-against-business-or-company) or, where a licensed practitioner is involved, with that practitioner’s licensing board as described in Part III. We will not retaliate against you for filing a complaint.

7. Our responsibilities

We maintain reasonable administrative, physical, and technical safeguards to protect information about you against unauthorized access, use, or disclosure.
We will notify you promptly if a breach occurs that may have compromised the privacy or security of your information, as required by California law.
We follow the practices described in this notice and will give you a copy of it on request.
We keep records only as long as needed for the purposes described here and for the periods required by law, insurance, and professional standards, and then dispose of them securely.

8. Cookies and site analytics

This site uses cookies and similar technologies to operate, secure, and understand use of the site. You can set your browser to refuse cookies, though some parts of the site may not work as well. We do not use health or wellness information about you for advertising, and we do not permit our analytics providers to do so.

9. Clients outside California

Coaching and other remote services may be delivered to clients outside California and outside the United States. If you are located elsewhere, information about you will be processed in the United States, where privacy laws may differ from those of your home jurisdiction, and you may have additional rights under local law — including, for clients in the United Kingdom, the European Economic Area, and Canada, rights of access, correction, deletion, and objection. Contact us and we will honor them where they apply.

10. Children

This site is not directed to children, and we do not knowingly collect personal information online from anyone under 13. Services for a minor require the consent of a parent or legal guardian, who provides the intake information and holds the rights described in this notice on the minor’s behalf, subject to California law.

11. Changes to this notice

WE CAN CHANGE THE TERMS OF THIS NOTICE, AND THE CHANGES WILL APPLY TO ALL INFORMATION WE HAVE ABOUT YOU. THE NEW NOTICE WILL BE AVAILABLE UPON REQUEST, IN OUR OFFICE, AND ON OUR WEBSITE.

PART III — LICENSING AND REGULATORY NOTICES

Massage therapy

Massage professionals in California may hold voluntary certification from the California Massage Therapy Council (CAMTC). To verify a certification or file a complaint: camtc.org, complaints@camtc.org, or (916) 669-5336. Local jurisdictions may also license or permit massage establishments and practitioners.

Acupuncture

Licensed acupuncturists in California are licensed and regulated by the California Acupuncture Board. To check a license or file a complaint: acupuncture.ca.gov, or write to the California Acupuncture Board, 1625 North Market Blvd., Suite N-219, Sacramento, CA 95834, or call (916) 515-5200. Acupuncture services booked through Helios Wellness are rendered by Frank He, L.Ac., DAOM, of HeCares Integrative & Sports Medicine.

Coaching

Coaching is not a licensed or state-regulated profession in California. Coaches are not licensed by any state board, and coaching is not psychotherapy, counseling, or mental-health treatment. Concerns about coaching services should be raised with us directly using the contact information below.

Medical care

Helios Wellness LLC does not provide medical care. Physicians in California are licensed and regulated by the Medical Board of California; to check a license or file a complaint regarding a physician, visit mbc.ca.gov, email licensecheck@mbc.ca.gov, or call (800) 633-2322. Medical and psychiatric services at this location are provided by Helios Psychiatry, Inc., a separate entity, under its own notices and policies.

Your rights when your records are requested

Any request to release your records deserves careful consideration. If you sign a release, Helios Wellness will in most cases be obligated to provide the records to whichever individual or entity is named on it. Regardless of how a request is worded, you have a right to privacy in your records and may decline any request to share them. If you have questions or concerns about a request, we encourage you to consult legal counsel before signing.

Contact and effective date

Effective July 1, 2026. This notice replaces the prior combined Helios Psychiatry & Wellness legal notices and privacy notice (effective July 13, 2018; revised January 1, 2023) with respect to Helios Wellness LLC.
Posted by Blair Dore, Director of Wellness and Privacy Officer, Helios Wellness LLC — blair@helioswellness.co, (650) 275-2302.
Helios Wellness respects your privacy. We never market or sell personal information.

Call (650) 275-2302 or email info@helioswellness.co for more information or to make an appointment.

Helios Wellness – Legal and Privacy