Legal

Privacy Policy

Updated on August 19, 2024

This Privacy Policy governs the collection, use, and disclosure of personal and protected health information by The Mind Society in connection with the themindsociety.org website (the "Website") and the services we provide.

Information Management / HIPAA Compliance Policy and Procedure Manual

1. Our Duty to Safeguard Your Protected Health Information

Individually identifiable information about your past, present, or future health, the provision of health care to you, or payment for that health care is considered "Protected Health Information" ("PHI"). The Mind Society is required to extend certain protections to your PHI and to provide notice about our privacy practices that detail how, when, and why we may use or disclose your PHI. Except in specified circumstances, we must use or disclose only the minimum necessary PHI to accomplish the purpose of the use or disclosure. We are required to follow the privacy practices described in this Notice, though we reserve the right to change our privacy practices and the terms of this Notice at any time. If we do so, we will post a new notice.

2. How We May Use and Disclose Your Protected Health Information

For most PHI uses and disclosures, we are required to obtain your written authorization. However, we are legally permitted to make some uses and disclosures without your consent or authorization. Please see below for potential uses and disclosures of your PHI.

Uses and Disclosures Relating to Treatment, Payment, or Health Care Operations

Generally, we must have your consent to use or disclose your PHI except in the following circumstances:

For services: We may disclose your PHI to staff members, volunteers, and other service-delivery personnel who are involved in providing your services.
To obtain payment: We may use or disclose your PHI in order to bill and collect payment for your services. You have the right to restrict disclosure to insurers if services are paid in full and out of pocket.
For service operations: We may use or disclose your PHI in the course of operating our agency.
Correspondence: Unless you provide us with alternative instructions, we may send materials such as bills or surveys to your home. We may also contact you for an appointment reminder for your initial evaluation.
Exceptions: Although your consent is usually required for the use or disclosure of your PHI, The Mind Society is legally authorized to use or disclose your PHI without your consent in emergency situations or when required by law.

Uses and Disclosures Requiring Authorization

For uses and disclosures beyond treatment, payment, and operational functions — including most use and disclosure of clinical information and documentation — we are required to have your written authorization, unless the use or disclosure falls within one of the exceptions described below. Your written authorization will be obtained for the use and disclosure of PHI for marketing purposes and disclosures that constitute a sale of PHI. Authorizations can be revoked at any time to stop future uses and disclosures, except to the extent that we have already undertaken an action in reliance upon your authorization.

Uses and Disclosures Not Requiring Consent or Authorization

The Mind Society is legally permitted to use or disclose your PHI without consent or authorization in the following circumstances:

When required by law: We may disclose PHI when we are legally required to report information about suspected abuse, neglect, or domestic violence; relating to suspected criminal activity; or in response to a court order. We must also disclose PHI to authorities who monitor compliance with these privacy requirements.
For public health activities: We may disclose PHI when we are required to collect information about disease or injury, or to report vital statistics to the public health authority.
For health oversight activities: We may disclose PHI to an accrediting organization or another agency responsible for monitoring the health care system.
Relating to decedents: We may disclose PHI relating to an individual's death to coroners, medical examiners, or funeral directors.
For research purposes: In certain circumstances, and under supervision of a privacy board, we may disclose PHI to other agencies in order to assist medical or psychiatric research.
To avert threat to health or safety: In order to avoid a serious threat to health or safety, we may disclose PHI as necessary to law enforcement or other persons who can reasonably prevent or lessen the threat of harm.
For specific government functions: We may disclose PHI of military personnel and veterans in certain situations, to correctional facilities in certain situations, to government programs relating to eligibility and enrollment, and for national security reasons (such as protection of the President).

3. Your Rights Regarding Your Protected Health Information

To request restrictions on uses or disclosures: You have the right to ask that we limit how we use or disclose your PHI. We will consider your request but are not legally bound to agree. To the extent that we do agree to any restrictions, we will put the agreement in writing and abide by it except in emergency situations. We cannot agree to limit uses or disclosures required by law. You have the right to restrict disclosure to insurers if services are paid in full out of pocket.
To choose how we contact you: You have the right to ask that we send you information at an alternative address or by an alternative means. We must agree to your request, provided the request is reasonable.
To inspect and copy your PHI: Unless your access is restricted for clear and documented treatment reasons, you have a right to see your PHI if you put your request in writing. We will respond within 30 days. If we deny your access, we will give you written reasons for the denial and explain any right to have the denial reviewed. If you want copies of your PHI, a copying charge may be imposed but may also be waived depending on your circumstances. You have the right to choose what portions of your information you want copied, to receive prior information on the cost, and to receive an electronic copy of electronic information.
To request amendment of your PHI: If you believe that there is a mistake or missing information in our record of your PHI, you may request, in writing, that we correct or add to the record. We will respond within 60 days. We may deny the request if we determine that the PHI is (i) correct and complete, (ii) not created by us and/or not part of our records, or (iii) not permitted to be disclosed.
Disclosure accounting: You have a right to obtain a list of when, to whom, for what purpose, and what content of your PHI has been released — other than instances for which you have given prior consent (e.g., treatment, payment, operations, to you, or your family), or disclosures made for national security purposes, to law enforcement officials, or to correctional facilities. We will respond within 60 days of receiving your written request. The list can relate to disclosures going as far back as six years. There will be no charge for up to one such list each year. There may be a charge for more frequent requests.
To be notified following a breach: You have the right to be notified following a breach of unsecured protected health information.
To receive this notice: You have the right to receive a paper copy of this Notice.

4. How to Complain About Our Privacy Practices

If you think we may have violated your privacy rights, or you disagree with a decision we made about access to your PHI, you may file a complaint with the person listed in Section 5 below. You may also file a written complaint with the Secretary of the U.S. Department of Health and Human Services at 200 Independence Ave., SW, Washington, D.C. 20201. We will take no retaliatory action against you if you make such a complaint.

5. How to Submit a Complaint About Our Privacy Practices

If you have questions about this Notice or any complaints about our privacy practices, please contact:
Justin Lokay, Founder — justin@minddojo.com

General Statement on Privacy, Personal Data, and Communications

When you visit the Website or communicate with The Mind Society via email, you are communicating electronically. You consent to receive communications from The Mind Society electronically. The Mind Society will communicate with you by email or by posting notifications on the Website. You understand and agree that all agreements, notices, disclosures, and other communications that The Mind Society provides electronically satisfy any legal requirement that such communications be in writing.

User-Provided Information

The Mind Society may collect personally identifiable information ("PII") about individuals — such as names, postal codes, home addresses, and email addresses — only when such information is knowingly provided. PII may be transmitted as part of a form submission or in connection with services made available on the Website. Any PII retrieved by The Mind Society must be voluntarily submitted by the user.

The Mind Society may use the information provided to contact you with important information, required notices, and program updates.

Security Statement

The Mind Society is concerned about safeguarding the confidentiality of your information. We provide physical, electronic, and procedural safeguards to protect information we process and maintain. For example, we limit access to this information to authorized employees and contractors who need to know that information in order to operate, develop, or improve the Website. Please be aware that, although we endeavor to provide reasonable security for information we process and maintain, no security system can prevent all potential security breaches.

How Information Is Used

The following is an example of how The Mind Society might use PII collected through the Website:

If you indicate that you are interested in receiving Mind Society related news and information, you may receive emails to the email address you provided as part of the registration process.

For non-personally identifiable information collected through the Website:

Aggregate data may be analyzed to describe the collective characteristics and behaviors of online visitors and subsequently used to further optimize the effectiveness of the Website and the overall Mind Society experience.

You can help The Mind Society maintain the accuracy of your personal information by updating your account. Please update this information when you change your address, phone number, or email address. The Mind Society will never share telephone numbers, email addresses, or any personal data with third parties. The Mind Society reserves the right to remove or edit content at its sole discretion.

Links / Third-Party Websites

The Mind Society has not reviewed all the sites linked to the Website and is not responsible for the content of any off-site pages or other linked sites. Although a third-party website may contain The Mind Society logo, please understand that it is independent from The Mind Society and that we have no control over the content of that website. Going to third-party or off-site websites from the Website is at your own risk. These links do not imply endorsement of, sponsorship of, or affiliation with The Mind Society.

Policy Changes

We may make occasional changes to this Privacy Policy as new services and content are added to the Website or to reflect changes in The Mind Society policies. The Privacy Policy may be revised at any time by updating this page. Users of the Website are encouraged to check this page periodically to stay informed of current privacy guidelines.