Privacy Policy & Notice of Privacy Practices
Effective Date: 08/15/2026
This Notice describes how medical and health information about you may be used and disclosed, how we protect that information, and how you can access your information and exercise your privacy rights.
Boca Raton Wellness is committed to protecting the privacy and confidentiality of the individuals we serve. Health information maintained by Boca Raton Wellness may be protected under applicable federal and state privacy laws, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and, when applicable, the federal confidentiality regulations governing substance use disorder patient records under 42 U.S.C. § 290dd-2 and 42 C.F.R. Part 2 (“Part 2”).
To the extent Part 2 applies to your records, those records receive additional confidentiality protections as described in this Notice.
Our Responsibilities
Boca Raton Wellness is required by law to:
- Maintain the privacy and security of your protected health information;
- Provide you with this Notice explaining our legal duties and privacy practices;
- Notify you following certain breaches of unsecured protected health information;
- Accommodate reasonable requests regarding how and where we communicate with you when required by law; and
- Follow the terms of the Notice currently in effect.
We reserve the right to change this Notice and our privacy practices. Any revised Notice may apply to health information we already maintain as well as information we receive in the future. The most current version of this Notice will be available upon request and posted on our website.
How We May Use and Disclose Your Health Information
Treatment
We may use and disclose your health information to provide, coordinate, and manage your treatment and health care services.
For example, physicians, therapists, nurses, behavioral health professionals, case managers, and other members of your treatment team may review information in your medical record to determine appropriate treatment and coordinate your care.
When your information is subject to additional confidentiality protections under 42 C.F.R. Part 2, we will use and disclose that information only as permitted by applicable law and any valid consent you have provided.
Payment
We may use and disclose health information as necessary to bill and obtain payment for services provided to you.
For example, we may provide certain information to your health insurance company, managed care organization, health plan, or another responsible payer to determine eligibility or benefits, obtain authorization, process claims, or receive payment.
Information disclosed for payment purposes may include identifying information, diagnoses, services provided, dates of treatment, and other information reasonably necessary for payment.
Part 2 records will be handled in accordance with applicable federal confidentiality requirements.
Health Care Operations
We may use and disclose health information for activities necessary to operate Boca Raton Wellness and improve the quality of our services.
These activities may include:
- Quality assessment and improvement;
- Reviewing the performance of clinicians and staff;
- Staff training and credentialing;
- Compliance and auditing;
- Risk management;
- Business planning and administration;
- Evaluating treatment outcomes;
- Improving our programs, facilities, and services; and
- Other lawful health care operations.
Appointment Reminders and Treatment Information
We may use your contact information to communicate with you regarding:
- Appointment reminders;
- Scheduling;
- Admissions or intake;
- Follow-up care;
- Treatment alternatives; and
- Health-related services that may be relevant to your care.
People Involved in Your Care
When permitted by law, we may share relevant health information with a family member, friend, personal representative, or another person you identify as being involved in your treatment or payment for your care.
The amount of information disclosed will generally be limited to information directly relevant to that person’s involvement.
Additional restrictions may apply to substance use disorder records protected by 42 C.F.R. Part 2.
Business Associates and Contractors
Boca Raton Wellness may work with vendors, contractors, consultants, laboratories, billing companies, technology providers, and other service providers that perform functions on our behalf.
When required by law, these parties must appropriately safeguard protected health information and may only use or disclose information as permitted by their agreements with Boca Raton Wellness and applicable privacy laws.
Care Coordination and Collaboration
Providing comprehensive behavioral health treatment may require members of your clinical and support teams to collaborate regarding your care.
This may include coordination concerning:
- Your current clinical needs;
- Mental or behavioral health status;
- Medical appointments;
- Treatment scheduling;
- Group or individual session attendance;
- Medication-related care;
- Laboratory services;
- Drug and alcohol testing;
- Emergency room or urgent-care visits;
- Referrals to specialists; and
- Other services necessary to coordinate your treatment.
Information will be shared only as permitted by applicable law and consistent with the minimum necessary standard where that standard applies.
Public Health and Safety Activities
When permitted or required by law, we may disclose health information for certain public health or safety purposes.
These may include:
- Preventing or controlling disease, injury, or disability;
- Reporting certain communicable diseases;
- Reporting adverse reactions to medications or problems with products;
- Reporting suspected abuse, neglect, or domestic violence when authorized or required by law;
- Preventing or reducing a serious and imminent threat to health or safety; or
- Other public health activities authorized by law.
Additional protections may limit disclosures involving Part 2 records.
Health Oversight Activities
We may disclose health information to authorized health oversight agencies for activities permitted by law, including:
- Audits;
- Inspections;
- Investigations;
- Licensing or accreditation activities;
- Regulatory reviews; and
- Other activities necessary for government oversight of the health care system.
Judicial and Administrative Proceedings
In certain circumstances, health information may be disclosed in response to a valid court order, subpoena, administrative proceeding, or other lawful process.
Special protections apply to substance use disorder patient records.
When records are protected by 42 C.F.R. Part 2, those records generally cannot be used or disclosed in a civil, criminal, administrative, or legislative investigation or proceeding against you unless you provide specific written consent or the disclosure is authorized by an appropriate court order and applicable legal process.
Law Enforcement
We may disclose health information to law enforcement only under circumstances permitted or required by applicable law.
Part 2 records are subject to additional restrictions and generally may not be used to investigate or prosecute a patient based on their substance use disorder treatment without the patient’s written consent or a qualifying court order.
Coroners, Medical Examiners, and Funeral Directors
When permitted by law, we may disclose health information to a coroner, medical examiner, or funeral director so they may perform their lawful duties.
Part 2 information will only be disclosed as permitted by applicable law.
Workers' Compensation
We may disclose health information as authorized by and to the extent necessary to comply with workers’ compensation laws or similar legally established programs.
Required by Law
We may use or disclose health information when federal, state, or local law requires us to do so.
Where multiple privacy laws apply, Boca Raton Wellness will comply with applicable requirements governing the information.
Substance Use Disorder Records and 42 C.F.R. Part 2
Some records maintained by Boca Raton Wellness may be protected by 42 C.F.R. Part 2 in addition to HIPAA.
Part 2 provides special confidentiality protections for certain records relating to the diagnosis, treatment, or referral for treatment of a substance use disorder.
When Part 2 applies:
- We will obtain consent for uses and disclosures when consent is required by law;
- Your Part 2 records generally may not be used against you in civil, criminal, administrative, or legislative investigations or proceedings without your specific written consent or a qualifying court order and subpoena;
- Certain substance use disorder counseling notes may require separate consent;
- You may have the right to request restrictions on certain disclosures;
- You may have rights regarding an accounting of certain disclosures as provided by applicable law; and
- Unauthorized breaches involving Part 2 records may be subject to federal breach-notification requirements.
When permitted, you may provide consent allowing certain Part 2 records to be used and disclosed for treatment, payment, and health care operations.
You may revoke a consent when permitted by law, although revocation will not affect actions already taken in reliance on a valid consent.
Other Uses and Disclosures
Uses or disclosures of your health information not otherwise permitted by law or described in this Notice generally require your written authorization.
Certain types of information may require specific authorization, including:
- Psychotherapy notes, subject to limited exceptions;
- Certain substance use disorder counseling notes;
- Certain marketing communications; and
- The sale of protected health information.
If you provide authorization, you may generally revoke it in writing at any time, except to the extent that we have already acted in reliance upon it or as otherwise provided by law.
Fundraising
Boca Raton Wellness will comply with applicable HIPAA and Part 2 requirements concerning fundraising communications.
If Boca Raton Wellness conducts fundraising activities using information permitted by law, you will be provided an opportunity to opt out of receiving future fundraising communications.
Where Part 2 information is involved, any fundraising use or communication will comply with the additional notice and consent requirements applicable to those records.
Your Privacy Rights
Depending on applicable law, you have the following rights regarding your health information.
Right to Inspect and Obtain a Copy
You may request access to or a copy of health information maintained about you in a designated record set.
In certain limited situations permitted by law, access may be restricted or denied.
Right to Request a Correction
If you believe information in your medical record is incorrect or incomplete, you may request that Boca Raton Wellness amend the information.
We may deny a request under certain circumstances permitted by law, but we will explain the reason for the denial.
Right to Request Confidential Communications
You may request that we communicate with you about health matters in a particular manner or at a particular location.
For example, you may request that we contact you only at a specific telephone number or mailing address.
We will accommodate reasonable requests as required by law.
Right to Request Restrictions
You may request restrictions on certain uses or disclosures of your health information.
We are not required to agree to every requested restriction except where applicable law requires us to do so.
For example, under HIPAA, if you pay in full out-of-pocket for a specific service, you may ask us not to disclose information regarding that service to your health plan for payment or health care operations purposes, and we generally must honor that request unless disclosure is otherwise required by law.
Additional restriction rights may apply to Part 2 records.
Right to an Accounting of Disclosures
You may request a list of certain disclosures Boca Raton Wellness has made of your health information.
Not every disclosure is required to appear in an accounting.
Rights regarding the accounting of Part 2 records will be provided in accordance with applicable federal requirements.
Right to Receive a Copy of This Notice
You have the right to receive a paper or electronic copy of this Notice at any time, even if you previously agreed to receive it electronically.
Website Privacy
In addition to medical information collected as part of treatment, Boca Raton Wellness may collect information when you visit our website or communicate with us electronically.
Information may include:
- Information you voluntarily submit through contact or insurance-verification forms;
- Name, email address, telephone number, or other contact information;
- Internet Protocol address;
- Browser and device information;
- Pages visited and interactions with the website;
- Referral source;
- Cookie and analytics data; and
- Other technical information used to maintain, secure, and improve the website.
We may use this information to:
- Respond to inquiries;
- Facilitate requests for treatment information;
- Contact individuals who request information;
- Operate and improve the website;
- Monitor website performance;
- Maintain website security;
- Understand how visitors use the website; and
- Conduct advertising or analytics activities where permitted by applicable law.
Boca Raton Wellness will not intentionally use website tracking technologies in a manner that violates HIPAA or other applicable health privacy requirements.
Submitting information through our website does not necessarily establish a treatment-provider relationship.
Cookies and Analytics Technologies
Our website may use cookies and similar technologies to support website functionality, understand website usage, improve performance, and evaluate marketing effectiveness.In addition to medical information collected as part of treatment, Boca Raton Wellness may collect information when you visit our website or communicate with us electronically.
Depending on the technologies implemented on the website, third-party service providers may process certain information on our behalf.
Where required, users may be provided with options regarding non-essential cookies or tracking technologies.
SMS/Text Message Communications
If you voluntarily provide a mobile telephone number and consent to receive text messages from Boca Raton Wellness, we may send communications relating to:
- Your inquiry;
- Admissions or intake;
- Appointment reminders;
- Scheduling;
- Requested information; or
- Other communications you have agreed to receive.
Message frequency may vary. Message and data rates may apply.
You may opt out of non-essential SMS communications at any time by replying STOP. You may reply HELP for assistance where supported.
Consent to receive marketing or informational text messages is not a condition of receiving treatment.
SMS consent and mobile telephone numbers collected for SMS communication purposes will not be sold or shared with third parties for their own marketing purposes.
Information may be shared with service providers that facilitate communications on our behalf when necessary to provide the messaging service and as permitted by applicable law.
Because ordinary SMS messages may not always be encrypted, you should avoid sending highly sensitive medical information through text message unless specifically instructed to use a secure method.
Email Communications
Email communications may not always be encrypted or secure.
If you choose to communicate with Boca Raton Wellness through ordinary email, you acknowledge that there may be privacy and security risks associated with electronic communications.
Whenever appropriate, we may direct you to a more secure method of communicating sensitive health information.
Website Security
Boca Raton Wellness takes reasonable administrative, technical, and physical measures designed to protect personal information maintained through its website and information systems.
However, no website, electronic transmission, or information-storage system can be guaranteed to be completely secure.
Links to Other Websites
Our website may contain links to websites operated by third parties.
Boca Raton Wellness is not responsible for the privacy practices, security, or content of third-party websites. You should review the privacy policies of those websites before providing personal information.
Children's Privacy
Our website is not intended to knowingly collect personal information directly from children in violation of applicable law.
Treatment-related information concerning minors will be handled in accordance with applicable federal and Florida law concerning minors, parents, guardians, and personal representatives.
Complaints
If you believe your privacy rights have been violated, you may file a complaint with Boca Raton Wellness.
You may also have the right to submit a complaint to the U.S. Department of Health and Human Services, Office for Civil Rights.
Individuals whose substance use disorder records are protected by 42 C.F.R. Part 2 may also submit complaints regarding alleged violations of those federal confidentiality requirements.
Boca Raton Wellness will not retaliate against you or deny you treatment because you file a privacy complaint.
Contact Information
If you have questions regarding this Notice, would like to exercise your privacy rights, or would like to submit a complaint, please contact:
Changes to This Notice
Boca Raton Wellness reserves the right to modify this Privacy Policy and Notice of Privacy Practices when our practices, services, technology, or legal obligations change.
When material changes are made, the updated Notice will be posted on our website with a revised effective date and made available as required by applicable law.
