This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services, in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws. By using our services, you agree to the practices outlined in this policy.
1. Information We Collect
We may collect both personal and non-personal information from you through various methods, including but not limited to:
- Website Cookies: Our website uses cookies to enhance your experience. Cookies are small text files that are stored on your device when you visit our website. We use cookies to track website traffic and user preferences, improve website functionality, and provide personalized content. You can disable cookies in your browser settings; however, this may affect the functionality of our website.
- Contact Information: When you communicate with us via phone, email, fax, or web forms, we may collect your name, phone number, email address, mailing address, and any other information you provide.
- Health Information: If you are a patient or client, we may collect health-related information (Protected Health Information or “PHI”) such as your medical history, treatment plans, diagnosis, and other sensitive information related to your mental health care. This is done through direct contact, forms, or other secure methods.
2. How We Use Your Information
We collect and use your information to:
- Provide mental health services and support.
- Communicate with you regarding appointments, treatment, and follow-up care.
- Process and respond to your inquiries or requests.
- Improve our website and services through analytics and feedback.
- Comply with legal obligations and HIPAA guidelines regarding the protection and use of PHI.
3. Data Sharing and Disclosure
We will not sell, rent, or trade your personal information to third parties. We may disclose your information only under the following circumstances:
- Service Providers: We may share your information with third-party service providers who assist us in operating our website, managing communications, and delivering services (e.g., Microsoft 365 for email, forms, and data storage). These service providers are required to comply with HIPAA and use your information only for the intended purpose.
- Legal Requirements: We may disclose your information when required by law, such as in response to a subpoena or to comply with federal, state, or local regulations, including HIPAA compliance.
- Health Care Providers: With your consent or as required for treatment, payment, or health care operations, we may share your health information with other health care providers involved in your care.
4. Data Retention
We retain your personal and health-related information for as long as necessary to fulfill the purposes for which it was collected and as required by law. Electronic records, including those maintained through Microsoft 365 services, are stored securely in accordance with HIPAA standards and industry best practices for data protection.
5. Your Rights
You have certain rights regarding your personal information and PHI, including:
- Right to Access: You may request access to your health records at any time.
- Right to Correct: You may request that we correct or update any inaccurate information.
- Right to Restrict: You may request limitations on how we use or disclose your PHI.
- Right to Opt-Out: You may opt-out of any non-essential communications or data tracking such as website cookies.
If you wish to exercise any of these rights, please contact us.
6. Data Security
We take the security of your personal information and PHI seriously. We use appropriate technical and organizational measures, such as encryption, secure servers, and multi-factor authentication, to protect your information. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure.
7. Third-Party Links
Our website may contain links to other sites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
8. Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes will be effective immediately upon posting to our website.
9. Contact Us
If you have any questions about this Privacy Policy, our practices, or your privacy rights, please contact us at:
Sound Mind Mental Heal Services
Phone: 1-877-870-6463
Fax: 559-201-0070
Email: websupport@soundmindmhs.org