At Mind Wellness, we are committed to protecting the privacy and security of your personal information, especially the sensitive health data you share with us when receiving psychiatric telehealth services. This Privacy Policy explains how we collect, use, store, disclose, and protect your information when interacting with our website or engaging with our clinical services.

The purpose of this Privacy Policy is to provide transparency and clarity regarding your rights and our responsibilities in handling your personal information in compliance with The Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable state laws in California and Nevada, and Consumer data protection regulations, including the California Consumer Privacy Act (CCPA) where applicable

By using our website, scheduling appointments, or submitting personal information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the practices described herein.

Mind Wellness collects personal and health-related information to provide high-quality telehealth psychiatric services and operate our website effectively. The information we collect falls into the categories outlined below.

We collect information you voluntarily provide us when you schedule an appointment through our website, complete pre-appointment questionnaires or screening forms, submit required consent and intake documents, communicate via email, phone, contact forms, or secure messaging, and provide insurance or payment details.

This information may include, but is not limited to:

Providing this information is generally required to access our Services. If you choose not to provide the requested information, we may be unable to offer care or complete your appointment request.

When you visit the Mind Wellness website, we and certain third-party tools may automatically collect technical data to improve your experience and analyze how our website is used. This may include IP address and general location, browser type, operating system and device type, pages visited and time spent on the website, referral URLs (how you reached our site), and website activity logs and usage patterns.

We may use technologies such as cookies, web beacons, and analytics tools (e.g., Google Analytics) to collect this information. This data is typically anonymized to enhance website functionality, measure performance, detect security issues, and improve our services. You may manage your cookie preferences through browser settings or third-party opt-out tools.

In some cases, we may receive personal or medical information about you from third parties such as Health insurance companies, Pharmacies, Electronic health record (EHR) platforms, and Referring providers or prior treatment records (with your authorization)

This information supports your care, verifies eligibility, processes claims, or coordinates treatment. Mind Wellness only requests and receives such information in compliance with applicable privacy laws and with your consent when required.

As a provider of psychiatric telehealth services, we collect and store Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). PHI includes individually identifiable health information related to your physical or mental health condition, past, present, or future treatment, diagnosis, symptoms, medications, and clinical notes, and any information that can reasonably identify you in connection with your healthcare

PHI is collected through your intake forms, telehealth sessions, communications with providers, and prescription records. We treat PHI with the highest level of confidentiality and secure it in accordance with HIPAA and applicable state privacy regulations.

Mind Wellness uses the personal, health, and technical information we collect for specific purposes related to delivering psychiatric telehealth services, administrative operations, legal compliance, and website performance. Your data is used only in ways consistent with this Privacy Policy, applicable healthcare regulations, and your consent where required.

We use your personal and health information to evaluate your eligibility for psychiatric care, conduct diagnostic assessments and follow-up appointments, develop and manage individualized treatment plans, maintain accurate patient medical records, and coordinate prescriptions and medication recommendations with pharmacies. Your information enables our licensed providers to deliver safe, informed, and legally compliant psychiatric care via telehealth.

We collect and use your contact details and appointment data to book and confirm telehealth appointments via our online scheduling platform (e.g., Acuity), send reminders, instructions, and links for virtual sessions, provide follow-up communications or clinical instructions, and respond to inquiries submitted via email or the website contact form

All communications are conducted through secure channels wherever applicable, and we never use patient contact details for unsolicited marketing without explicit consent.

We use the payment and insurance information you provide to process payments for out-of-pocket or cash-pay services, submit claims or verify benefits with your insurance provider (if applicable), store payment details securely via our third-party payment processor for future billing, and send invoices, receipts, or balance notifications when necessary.

Mind Wellness does not directly store your full payment card details but may retain limited billing metadata (e.g., card type, last four digits) for account verification.

We may use or disclose your information to comply with applicable laws, rules, and professional obligations, including HIPAA, state medical board, and telehealth regulations, reporting requirements for controlled substances, responding to lawful subpoenas or court orders, cooperating with public health authorities or licensing agencies, and maintaining compliance with documentation and retention obligations. Any such use is limited to what is legally required and follows applicable safeguards.

We also use collected data to support website performance optimization and navigation improvement, analysis of user behavior and service demand, quality assurance and provider training, detection and prevention of fraud or security incidents, and evaluation of service delivery and care efficiency.

Aggregate, de-identified data may be used to improve our operations for statistical or research purposes, but it will not include personally identifiable or health-specific information.

Mind Wellness values your privacy and only shares your personal and health information when necessary to provide services, comply with legal obligations, or support our business's secure and lawful operation. We do not sell your personal or health data to third-party marketers. The categories of disclosure are outlined below:

Your information may be accessed or shared internally with Licensed psychiatric providers involved in your care, clinical support personnel assisting in treatment coordination, and administrative and technical staff responsible for operations and compliance

Strict confidentiality obligations bind all staff and contractors and receive training on safeguarding Protected Health Information (PHI) in accordance with HIPAA and applicable state laws.

We may share relevant information with Pharmacies to transmit prescriptions electronically and facilitate medication fulfillment and Insurance providers to verify benefits, submit claims, request prior authorizations, or respond to audits or payment inquiries.

This sharing is limited to the minimum necessary information required to fulfill each specific purpose and is conducted in accordance with your signed consent and healthcare laws.

Mind Wellness works with trusted third-party vendors who help us deliver secure and efficient services. These vendors may have access to your information only as necessary to perform services on our behalf, including online scheduling platforms (e.g., Acuity Scheduling), electronic health record (EHR) and telehealth platforms, cloud storage, and practice management tools, secure payment processors and credit card storage systems, and email or communication platforms used to deliver appointment notifications.

All third-party service providers are contractually obligated to maintain data privacy and security in compliance with HIPAA and relevant data protection laws.

We may disclose your personal or health information if we are required to do so by law or in good faith belief that such action is necessary to comply with a legal obligation, court order, subpoena, or regulatory inquiry, protect the rights, property, or safety of Mind Wellness, our patients, or the public, report suspected abuse, neglect, or threats of harm (as mandated by law), prevent or respond to fraud, cybersecurity threats, or technical issues, and cooperate with law enforcement in connection with criminal investigations Disclosures under this category will be narrowly tailored to meet the specific legal or safety obligation.

In the event that Mind Wellness is involved in a merger, acquisition, asset sale, corporate restructuring, or similar business transaction, your personal and health information may be transferred as part of the transaction, subject to the same privacy protections outlined in this Policy. We will provide notice and an opportunity to opt out of certain data transfers if required by applicable law.

Mind Wellness uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and improve the functionality and security of our online services. This section explains how and why these technologies are used and your options for managing them.

Cookies are small text files placed on your device when you visit a website. We use the following types of cookies on the Mind Wellness website:

Mind Wellness does not use marketing or advertising cookies and does not permit third-party advertisers to collect data through our website.

You can control or disable cookies through your browser settings. Most web browsers allow you to view which cookies are stored on your device, delete existing cookies, block all or certain cookies, and set alerts before cookies are placed.

Please note that disabling essential cookies may impair the functionality of our site, including your ability to book appointments or access secure content.

You may also opt out of certain analytics tools or tracking cookies using third-party opt-out platforms or browser extensions.

We may use trusted third-party tools like Google Analytics to collect anonymized usage data and traffic metrics. These tools help us better understand how users interact with our website and identify opportunities to improve the user experience.

Google Analytics may collect information such as IP address (truncated/anonymized), browser type and version, device and operating system, pages visited and time spent, and referral URLs

Mind Wellness respects your rights concerning your personal information and strives to provide you with reasonable access and control over how your data is collected, used, and disclosed. This section outlines your privacy rights and how to exercise them under applicable federal and state laws.

Please note that certain records (e.g., medical records or appointment history) may be retained in accordance with legal, regulatory, or healthcare documentation requirements. Deletion of medical records is subject to applicable retention laws.

To request access, correction, or deletion, please refer to Section 6.5 below.

If you are a patient receiving psychiatric services, your Protected Health Information (PHI) is governed by the Health Insurance Portability and Accountability Act (HIPAA). Under HIPAA, you have the right to:

For more information on your HIPAA rights, please refer to our Notice of Privacy Practices.

If you have previously provided consent to process your personal information or receive certain communications, you may withdraw that consent at any time by contacting us. Withdrawal of consent will not affect the lawfulness of data processing before your request and may limit your ability to access services that rely on that consent.

For example, withdrawing consent for payment processing or telehealth communications may require the cancellation of future appointments.

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

These rights apply only to specific categories of personal information and do not extend to PHI regulated under HIPAA. If you are a California resident and a patient, your PHI remains governed by HIPAA.

To exercise any of the rights described in this section, please get in touch with Mind Wellness at:

Email: Support@mwnv.org
Phone: (424) 445-8229
URL: themindwellness.org
Please include your full name, the nature of your request, and sufficient details so we can verify your identity and process your request. We may ask for additional information to confirm your identity or the authority of an authorized representative.

We will respond to verified requests within the timeframes required by law (generally within 30 to 45 days, depending on jurisdiction).

Mind Wellness retains personal, medical, and technical information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal and regulatory obligations, maintain accurate records, and support continuity of care.

Mind Wellness is required by state and federal healthcare laws to retain Protected Health Information (PHI), including medical records, treatment notes, and diagnostic information, for a minimum period determined by law. These periods vary by state and patient age but generally include:

• California: At least 7 years after the last treatment date for adult patients.

• Nevada: At least 5 years after the last treatment or discharge.

• Minors: Medical records must typically be retained for several years after the patient reaches the age of majority (18), as required by applicable state law.

This retention ensures continuity of care, supports audit readiness, and fulfills legal documentation requirements. PHI is stored securely using encrypted electronic systems and access controls.

Non-medical data—such as billing information, appointment logs, technical logs, or user behavior data collected through cookies and analytics tools—is retained based on business needs and applicable legal obligations.

Typical retention periods may include:

• Billing and payment records: Retained for at least 7 years for accounting and tax purposes

• Website activity and analytics data: Retained for up to 2 years to improve website performance and monitor usage trends

• Email communications and contact forms: Retained for as long as needed to fulfill your request, provide services, or resolve inquiries

Data no longer needed is securely deleted or anonymized per our internal data lifecycle protocols.

You may request the deletion of your personal or non-medical information by contacting us (see Section 6.5). We will evaluate and process such requests in accordance with applicable laws. However, please note:

• We cannot delete medical records or PHI if we are legally required to retain them

• We may retain limited data needed to comply with recordkeeping, fraud prevention, or security obligations

• In some cases, we may anonymize your information rather than delete it outright

If your request is approved, we will confirm deletion or explain any limitations that prevent us from fulfilling the request in full.

Mind Wellness takes the protection of your personal and health information seriously. We implement robust administrative, technical, and physical safeguards to prevent unauthorized access, loss, misuse, or disclosure of data in accordance with HIPAA and applicable state privacy laws. 

To protect your data, Mind Wellness has implemented a multi-layered approach to information security, including:

• Administrative Safeguards: Mind Wellness has implemented comprehensive administrative safeguards to protect patient information, including internal policies and procedures governing secure handling, storage, and data sharing. All staff members receive ongoing training on privacy, confidentiality, and compliance with HIPAA regulations. Access to patient information is strictly role-based, meaning only authorized personnel can view or use specific data relevant to their job responsibilities.

• Technical Safeguards: We utilize advanced technical safeguards to secure all electronic data, including data transmission and storage encryption protocols. Our practice relies on HIPAA-compliant telehealth and electronic health record (EHR) platforms to ensure the confidentiality and integrity of sensitive information. Multi-factor authentication is used for administrative access, and all payment transactions are processed through secure, PCI-compliant third-party systems to protect financial information.

• Physical Safeguards: Mind Wellness enforces strong physical safeguards to prevent unauthorized access to systems and equipment that store sensitive information. Access to office spaces and devices is restricted to authorized personnel only. We conduct routine data backups and use secure, cloud-based storage solutions. Additionally, devices have encryption and remote wipe capabilities to protect data during loss or theft.

These safeguards are regularly reviewed and updated to address new threats and industry best practices.

While we take all reasonable steps to secure communications, electronic communications such as email or SMS are not inherently secure unless transmitted through a secure portal. Mind Wellness offers HIPAA-compliant messaging tools for patients whenever possible.

We advise patients to avoid sharing sensitive personal or health information through unencrypted email or messaging. By choosing to communicate with us through unsecured channels, you acknowledge and accept the risks associated with electronic transmission.

In the unlikely event that your personal or health information is involved in a data breach, Mind Wellness will act in accordance with applicable laws, including HIPAA’s Breach Notification Rule and relevant state breach notification statutes.

If a breach occurs that involves unsecured Protected Health Information (PHI) or personal data, we will promptly assess the scope, risk, and nature of the breach; you will receive written notice if your data is affected, including details about the breach, what information was involved, and what steps you can take to protect yourself, we will report the violation to the U.S. Department of Health and Human Services (HHS) if required, and we will take corrective action to prevent future occurrences, which may include enhanced security controls, employee retraining, or system audits. Our breach response procedures are designed to be swift and transparent and protect your rights and data.

Mind Wellness may provide psychiatric telehealth services to minor patients (typically under age 18) only when permitted by applicable state laws in California or Nevada. In such cases, personal and health information about the minor will be collected as necessary to conduct evaluations and follow-up care, create and maintain medical records, coordinate care with parents, guardians, or other authorized individuals, and comply with documentation and treatment regulations.

We treat all health information related to minors with the same high level of confidentiality and security as adult patient information, subject to additional protections required under state law.

Before collecting personal or health information from a minor or providing services, Mind Wellness requires verifiable consent from a parent or legal guardian unless otherwise permitted by law (e.g., in specific mental health situations where minors may consent to care independently under state law).

The parent or guardian may also be required to complete and sign intake forms and consent documentation, participate in parts of the evaluation or follow-up process (as appropriate), and manage communication preferences and billing information on behalf of the minor.

Parents or guardians may request access to, correction of, or deleting their child’s information, subject to legal and clinical limitations, including restrictions on access to mental health records as permitted under California or Nevada law.

Mind Wellness does not knowingly collect personal information from children under 13 through its public-facing website without parental consent. Our website is intended for general audiences and adult users (patients or guardians), and we do not market or provide services directly to unsupervised children.

If we learn that personal information has been inadvertently collected from a child under 13 without parental consent, we will promptly delete the data and take steps to prevent further collection.

Parents who believe their child has submitted personal information without consent should contact us immediately using the contact information provided in Section 12.

10.1 Location Restrictions for Services

Mind Wellness currently offers telehealth services only to patients physically located in California or Nevada at their appointments. This restriction is based on our providers' professional licensing requirements and applicable state telehealth laws.

By using our services, you confirm that you are physically present in California or Nevada at the time of receiving services, and you will not attempt to receive care while located in a state where Mind Wellness is not authorized to practice.

If it is determined that you were located outside of these approved states at your telehealth visit, services may be terminated, and we may be required to decline further treatment.

10.2 Data Transfers Between States

Because Mind Wellness operates as an interstate provider of digital health services, your personal and health information may be transferred between states—for example, from the state where you are located during your session (e.g., Nevada) to secure servers or administrative teams situated in another jurisdiction (e.g., California).

All data transfers are conducted securely and in compliance with HIPAA, state medical privacy laws, and best practices for remote healthcare delivery. Regardless of where your data is stored or accessed, it remains protected under this Privacy Policy and applicable healthcare regulations.

10.3 Use of U.S.-Based Systems for Data Processing

Mind Wellness exclusively uses U.S.-based platforms and service providers to collect, process, and store personal and health data. These systems include HIPAA-compliant electronic health record (EHR) systems, secure telehealth platforms, encrypted cloud storage services, and payment processors and scheduling tools.

All third-party vendors used for data processing are contractually obligated to implement strong privacy and security safeguards and to process information only on our behalf and for approved purposes. We do not transfer your data outside the United States or work with offshore data processors.

Mind Wellness reserves the right to modify, update, or revise this Privacy Policy at any time to reflect changes in our practices, services, applicable laws, or regulatory requirements. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
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Any changes to the Privacy Policy will apply to information collected before and after the revised policy's effective date unless otherwise indicated. Your continued use of our website or services after the updated policy is posted will constitute your acceptance of those changes.
 
If we make material changes to this Privacy Policy, we will take reasonable steps to notify you, which may include: 
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. Posting an updated version on our website with a revised “Last Updated” date
. Displaying a banner or notice on the homepage of our website
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· Displaying a banner or notice on the homepage of our website

If you have any questions, concerns, or requests related to this Privacy Policy, your personal information, or your rights under HIPAA or applicable privacy laws, you may contact us using the information below. We are committed to responding promptly and clearly to all privacy-related inquiries.

Email: Support@mwnv.org
Phone: (424) 445-8229
URL: themindwellness.org
Please include your full name and a description of your request so we can assist you efficiently.

If you believe that your privacy rights have been violated or that Mind Wellness has not handled your personal or health information appropriately, you can file a complaint.

You may submit your complaint directly to Mind Wellness using the abovementioned contact information. We take all complaints seriously and will investigate them in accordance with our internal privacy and compliance procedures.

You also have the right to file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR), without fear of retaliation. More information can be found at: https://www.hhs.gov/hipaa/filing-a-complaint/