WVP Family Website Privacy Notice


This Well Visit Planner (WVP) website was developed and is maintained by the Center for the Advancement of Innovative Health Practices operating as the Child and Adolescent Health Measurement Initiative (CAHMI). This Privacy Notice describes the information we process to support the Well Visit Planner.

The purpose of the tool, the Well Visit Planner (WVP), is to empower and engage parents/caregivers and families (you) to become partners in their child’s healthcare. The WVP allows parents/caregivers and families to explore key issues and needs important to the health of their child and family; learn about important topics to discuss with their healthcare provider; pick top priorities and receive educational information before, during and after visits; and partner with their child’s provider by sharing a personalized, family Well Visit Guide (WVG) and/or provider Clinical Summary (CS) before or during the visit. The WVP is based on the most recent, national American Academy of Pediatrics Bright Futures Guidelines and recommendations and is made for parents/caregivers of children who are between 1 week and 6 years old.

CAHMI is governed by the Health Insurance Portability and Accountability Act (HIPAA) (42 U.S.C. §1301 et seq.). Such use of your and your child’s personal information shall be protected in compliance with HIPAA.

How information is collected, used, protected

The WVP requires only a necessary minimum of identifiable information to use. This information includes:

  • The date caregiver/parent completed the WVP
  • The child’s first name or /nickname or and/or child’s initials
  • The child’s date of birth (only the month and year are stored)
  • A special keyword selected by the caregiver/parent (like a favorite animal, food, toy or color)
  • If you are using a Well Visit Planner link sent to you by your provider, you may be asked to share additional identifying information with your Provider, for example, your child’s full name and/or full date of birth. Additional information will not be stored without your notification and consent. All sensitive or personally identifying information is encrypted and stored on CAHMI’s HIPAA compliant server. Providers must acknowledge and accept responsibility for the security of the information they access.

    When using your Provider’s WVP link you may opt to electronically share your Well Visit Guide (WVG), Clinical Summary (CS) and WVP responses with your provider. You may also choose to share your WVG/CS with your provider through your personal encrypted/protected email, through your patient portal, or by saving and/or printing your WVG/CS and bringing it with you to your visit. Only share your Well Visit Guide with those you trust and wish to have the information about your child and family.

    Use for Personal Data

    Data collected through this online tool is confidential. We do not share your personal information with any other parties unless you give express consent and agree for us to do so. The email address that you use for receiving email updates or registering for a WVP Family Account will not be shared or sold with any third parties. We only use your personal data for specific purposes, as outlined below:

    User Experience: We are dedicated to optimizing your data for your experience and use. We use information you share to provide resources, offer customizations, and improve your experience with the WVP.

    Tool Support and Improvement: We use your data to drive improvements, resulting in better performance and enhancements. When you choose to share feedback with the CAHMI on the WVP, we use your data to understand what users want and guide our development efforts. This allows us to detect usage trends and gain real-world feedback on what features and services our users need.

    Child Health Care and Outcomes Improvement: The WVP stores identified and deidentified information related to child health and quality of health care services. CAHMI reserves the right to use deidentified data for research purposes.

    Clinicians, health care providers, health systems and other organizations that have an account with the COE and have enabled use of the WVP Family Website to save their families’ Well Visit Guides and Clinical Summaries and can view completed WVGs and Clinical Summaries. They can also request data collected from the WVP with or without information that can identify the child for their quality improvement activities.

    Data Minimization and Retention

    We will keep personal data for no longer than is necessary for the purposes for which it was collected and then we will securely delete or destroy it.

    Data Security

    We implement information security best practices and controls to keep your personal information safe. Both security and privacy are embedded throughout our design and developmental processes. To protect your personal information and data, we implement a variety of security measures including: use of secure server, information storage on secure dedicated port-protected database that only allows data entry from the tool to our database, database with closed-off port for the SQL Server installation. And we follow the principle of least privilege access to ensure that your personal data can only be accessed on a need-to-know basis. Only authorized personnel with special access rights to our systems are given access to the data. For additional information on data security of information collected on any Well Visit Planner Family Website, please contact the CAHMI at info@cycleofengagement.org.

    How to contact CAHMI with any questions

    If you have any questions about CAHMI, the Cycle of Engagement, Well Visit Planner, Online Promoting Healthy Development Survey or any other tools and features, you can contact us online at info@cycleofengagement.org.