Privacy Policy

Privacy Policy for Center for Wellness International

Effective Date: June 3, 2025

1. Introduction

Welcome to the Center for Wellness International (“we,” “us,” or “our”). We are committed to protecting the privacy and security of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and protect the information we obtain from clients, website visitors, and others who interact with us, including through our website (www.centerforwellnessint.com) and our TeleMental Health services.

This policy is intended to comply with applicable federal and state laws, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and North Carolina privacy laws.

2. Information We Collect

We may collect various types of information, including:

  • Protected Health Information (PHI): As defined by HIPAA, PHI is individually identifiable health information related to your past, present, or future physical or mental health or condition, the provision of health care to you, or the past, present, or future payment for the provision of health care to you. This may include:
    • Medical history, diagnoses, treatment plans, and progress notes.
    • Information about symptoms, behaviors, and mental health status.
    • Appointment scheduling information.
    • Information shared during therapy sessions (including TeleMental Health sessions).
  • Personal Information (PI): This is information that can be used to identify you, such as:
    • Name, address, email address, telephone number.
    • Date of birth.
    • Insurance information and other payment details.
    • Emergency contact information.
  • Website Usage Information (Non-Personal Information): When you visit our website, we may automatically collect certain information that does not directly identify you, such as:
    • IP address.
    • Browser type and operating system.
    • Pages you viewed on our site.
    • Date and time of your visit.
    • Referring website.
    • This information is typically collected through cookies and similar technologies (see Section 8).

3. How We Collect Information

We collect information in the following ways:

  • Directly from You: When you provide it to us, such as when you:
    • Become a client and complete intake forms.
    • Communicate with us via phone, email, or in person.
    • Schedule appointments.
    • Participate in therapy sessions (including TeleMental Health).
    • Make payments for services.
  • Automatically When You Use Our Website: Through cookies and other tracking technologies.
  • From Third Parties: With your consent, or as permitted by law, we may receive information from other healthcare providers, insurance companies, or family members (if you have authorized them to share information).

4. How We Use Your Information

We use your information for the following purposes:

  • Treatment: To provide, coordinate, and manage your mental health care and related services. This includes using your PHI for therapy, consultations, and referrals.
  • Payment: To obtain payment for services rendered. This may involve sharing information with your insurance provider to determine eligibility or coverage and to process claims.
  • Health Care Operations: For our internal operations necessary to run our practice and ensure quality care. This includes:
    • Quality assessment and improvement activities.
    • Training and professional development.
    • Business planning and development.
    • Legal and auditing functions.
    • General administrative activities.
  • Communication: To communicate with you about appointments, services, billing, and other administrative matters.
  • Website Improvement: To understand how our website is used and to improve its functionality and user experience.
  • Legal and Regulatory Compliance: To comply with applicable laws, regulations, court orders, or other legal processes.
  • Public Health Activities: As required by law, for public health activities such as reporting communicable diseases or vital statistics.
  • To Avert a Serious Threat to Health or Safety: We may use and disclose PHI if we believe it is necessary to prevent or lessen a serious and imminent threat to your health or safety, or the health and safety of the public or another person.

5. How We Share Your Information

We do not sell your PHI or Personal Information. We may share your information in the following circumstances:

  • For Treatment: We may share your PHI with other healthcare professionals involved in your care, such as your primary care physician or specialists, with your consent or as permitted by law.
  • For Payment: We may share your PHI with your insurance company or other third-party payers to facilitate payment for services.
  • For Health Care Operations: We may share your PHI with business associates who perform functions on our behalf (e.g., billing services, IT support, electronic health record providers). We have written contracts with our business associates requiring them to protect the privacy and security of your PHI.
  • With Your Authorization: We will share your PHI for other purposes only with your written authorization. You may revoke this authorization at any time, in writing, except to the extent that we have already acted in reliance on it.
  • As Required by Law: We may disclose your PHI when required by federal, state, or local law, such as in response to a subpoena, court order, or other legal process. This includes mandatory reporting of abuse, neglect, or domestic violence, as required by North Carolina law.
  • Public Health Activities: As described in Section 4.
  • To Avert a Serious Threat to Health or Safety: As described in Section 4.
  • Law Enforcement: We may disclose PHI to law enforcement officials in limited circumstances, such as to identify or locate a suspect, fugitive, material witness, or missing person, or to report a crime.
  • Coroners, Medical Examiners, and Funeral Directors: We may disclose PHI to a coroner or medical examiner for identification purposes or to determine cause of death, or to funeral directors as necessary to carry out their duties.
  • Workers’ Compensation: We may disclose PHI as authorized by and to the extent necessary to comply with laws relating to workers’ compensation or other similar programs.

6. Data Security

We implement reasonable administrative, physical, and technical safeguards to protect your PHI and Personal Information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Secure storage of electronic and paper records.
  • Restricted access to PHI and Personal Information based on job function.
  • Use of secure technologies for TeleMental Health services.
  • Training staff on privacy and security policies.

While we strive to protect your information, no security system is impenetrable. We cannot guarantee the absolute security of your information, especially information transmitted electronically.

7. Your Rights Regarding Your Protected Health Information (PHI)

Under HIPAA, you have certain rights regarding your PHI. These include:

  • Right to Inspect and Copy: You have the right to inspect and obtain a copy of your PHI that we maintain in a designated record set, with limited exceptions. We may charge a reasonable, cost-based fee for copies.
  • Right to Amend: If you believe that your PHI is incorrect or incomplete, you have the right to request an amendment. We may deny your request under certain circumstances.
  • Right to an Accounting of Disclosures: You have the right to request an accounting of certain disclosures of your PHI made by us, except for disclosures for treatment, payment, health care operations, and certain other disclosures.
  • Right to Request Restrictions: You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or health care operations. We are not required to agree to your request, except for disclosures to a health plan for payment or health care operations purposes if you have paid out-of-pocket in full for the service.
  • Right to Request Confidential Communications: You have the right to request that we communicate with you about your PHI in a certain way or at a certain location (e.g., by mail to a specific address, or by phone at a specific number). We will accommodate reasonable requests.
  • Right to a Paper Copy of This Notice: You have the right to obtain a paper copy of this Privacy Policy upon request, even if you have agreed to receive it electronically.

To exercise any of these rights, please contact us in writing using the contact information in Section 12.

8. Cookies and Tracking Technologies

Our website may use “cookies” and other tracking technologies to enhance user experience and analyze website traffic. Cookies are small files placed on your computer’s hard drive. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website. We use this information to understand how our website is used, to improve our services, and for administrative purposes. This data is generally anonymous and not linked to your PHI.

9. Third-Party Links

Our website may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

10. Children’s Privacy

We are committed to protecting the privacy of children. Our services are generally intended for individuals who can consent to their own mental health treatment under North Carolina law, or for minors with appropriate parental/guardian consent. We do not knowingly collect PHI or Personal Information from children online without parental consent or as permitted by law. If you are a parent or guardian and believe that your child has provided us with information without your consent, please contact us.

Under North Carolina law, minors may have the right to consent to their own mental health treatment in certain circumstances. We will comply with all applicable state laws regarding consent and confidentiality for minor clients.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website and updating the “Effective Date” at the top of this policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

12. Contact Information

If you have any questions or concerns about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, please contact us at:

Center for Wellness International [Insert Physical Address] [Insert Phone Number] [Insert Email Address for Privacy Inquiries] Attn: Privacy Officer

13. Complaints

If you believe your privacy rights have been violated, you may file a complaint with us using the contact information above. You also have the right to file a complaint with the Secretary of the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.

Note to the Center for Wellness International:

  • Fill in the bracketed information (Physical Address, Phone Number, Email Address for Privacy Inquiries).
  • Designate a Privacy Officer: This individual will be responsible for overseeing privacy compliance.
  • Review with Legal Counsel: This template is a starting point. It is crucial to have it reviewed by an attorney familiar with North Carolina health law and HIPAA to ensure it meets all specific legal obligations and accurately reflects your actual practices.
  • Internal Procedures: Develop internal procedures to ensure your staff understand and follow this policy.
  • Notice of Privacy Practices: If you are a “covered entity” under HIPAA, you are also required to provide clients with a “Notice of Privacy Practices” (NPP) that is similar to this policy but may have specific formatting and content requirements. This Privacy Policy can serve as a basis for your NPP.
  • TeleMental Health Specifics: Ensure your informed consent process for TeleMental Health clearly outlines the privacy and security risks and protocols specific to remote therapy.