Effective Date: [Insert Date]

Mindful Medicine 360 (“we,” “us,” or “our”) values your privacy. This Privacy Policy explains how we collect, use, and protect personal information submitted through our website and related online services (collectively, the “Website”).

By using this Website, you agree to the terms of this Privacy Policy.

This Privacy Policy applies only to information collected through our Website.
It does not apply to Protected Health Information (PHI) collected as part of clinical care.

Medical information shared with Mindful Medicine 360 as part of treatment is governed by our HIPAA Notice of Privacy Practices, which is provided separately.

Use of this Website or submission of forms does not establish a provider–patient relationship.

We may collect personal information you choose to provide, including:

• Name
   
• Email address
   
• Phone number
   
• Information submitted through contact forms, appointment requests, or inquiries
   

Please do not submit sensitive medical or emergency information through the Website unless directed to do so through a secure patient portal.

When you visit our Website, we may automatically collect limited technical information such as:

• IP address
   
• Browser type
   
• Device information
   
• Pages visited and time spent on the site
   

This information is used for website functionality, security, and analytics.

We may use the information collected to:

• Respond to inquiries or requests
   
• Facilitate appointment scheduling
   
• Communicate administrative or service-related information
   
• Improve website performance and user experience
   
• Maintain website security and prevent misuse
   

We do not sell your personal information.

We may share information only:

• With service providers that support website functionality (e.g., hosting, scheduling tools)
   
• When required by law or legal process
   
• To protect the rights, safety, or property of Mindful Medicine 360 or others
   

All service providers are expected to maintain appropriate confidentiality and security standards.

Our Website may use cookies or similar technologies to improve functionality and understand website usage.

You can adjust your browser settings to refuse cookies or alert you when cookies are being used. Disabling cookies may affect certain website features.

We take reasonable administrative, technical, and physical measures to protect personal information submitted through the Website. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

Website-related information is retained only as long as necessary for administrative, legal, or operational purposes, unless a longer retention period is required by law.

Our Website is not intended for children under the age of 13. We do not knowingly collect personal information from children without verified parental consent.

Depending on applicable law, you may have the right to:

• Request access to personal information you have submitted
   
• Request correction or deletion of information
   
• Opt out of non-essential communications
   

Requests may be submitted using the contact information below.

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

If you have questions about this Privacy Policy or our website privacy practices, please contact:

Mindful Medicine 360
Email: [insert email]
Phone: [insert phone]NOTICE OF PRIVACY PRACTICES

THIS NOTICE DESCRIBES HOW YOUR HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. YOU MAY HAVE ADDITIONAL RIGHTS UNDER STATE AND LOCAL LAW. PLEASE SEEK LEGAL COUNSEL FROM AN ATTORNEY LICENSED IN YOUR STATE IF YOU HAVE QUESTIONS REGARDING YOUR RIGHTS TO HEALTH CARE INFORMATION. 

This notice went into effect on March 1, 2025

Under the Health Insurance Portability and Accountability Act of 1996 (hereafter, “HIPAA”), you have certain rights regarding the use and disclosure of your protected health information (hereafter, “PHI”).   

I understand that health information about you and your health care is personal. I am committed to protecting health information about you. I create a record of the care and services you receive from me. I need this record to provide you with quality care and to comply with certain legal requirements. This notice applies to all of the records of your care generated by this mental health care practice. This notice will tell you about the ways in which I may use and disclose health information about you. I also describe your rights to the health information I keep about you, and describe certain obligations I have regarding the use and disclosure of your health information. 

I am required by law to:

• Make sure that PHI that identifies you is kept private.
• Give you this notice of my legal duties and privacy practices with respect to health information.
• Follow the terms of the notice that is currently in effect.
• I can change the terms of this Notice, and such changes will apply to all the information I have about you. The new Notice will be available upon request, in my office, and on my website.

The following categories describe different ways that I use and disclose health information. For each category of uses or disclosures I will explain what I mean and try to give some examples. Not every use or disclosure in a category will be listed. However, all of the ways I am permitted to use and disclose information will fall within one of the categories.

For Treatment Payment, or Health Care Operations: Federal privacy rules (regulations) allow health care providers who have direct treatment relationship with the patient/client to use or disclose the patient/client’s personal health information without the patient’s written authorization, to carry out the health care provider’s own treatment, payment or health care operations. I may also disclose your PHI for the treatment activities of any health care provider. This too can be done without your written authorization. For example, if a clinician were to consult with another licensed health care provider about your condition, we would be permitted to use and disclose your PHI, which is otherwise confidential, in order to assist the clinician in diagnosis and treatment of your health condition. I may also use your PHI for operations purposes, including sending you appointment reminders, billing invoices and other documentation.

Disclosures for treatment purposes are not limited to the minimum necessary standard. Because therapists and other health care providers need access to the full record and/or full and complete information in order to provide quality care. The word “treatment” includes, among other things, the coordination and management of health care providers with a third party, consultations between health care providers and referrals of a patient for health care from one health care provider to another.

Lawsuits and Disputes: If you are involved in a lawsuit, I may disclose health information in response to a court or administrative order.  I may also disclose health information about you or your minor child(ren) in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested.

1. Psychotherapy Notes. I do keep “psychotherapy notes” as that term is defined in 45 CFR § 164.501, and any use or disclosure of such notes requires your Authorization unless the use or disclosure is:
   1. For my use in treating you.
   2. For my use in training or supervising mental health practitioners to help them improve their skills in group, joint, family, or individual counseling or therapy.
   3. For my use in defending myself in legal proceedings instituted by you.
   4. For use by the Secretary of the Department of Health and Human Services (HHS) to investigate my compliance with HIPAA.
   5. Required by law and the use or disclosure is limited to the requirements of such law.
   6. Required by law for certain health oversight activities pertaining to the originator of the psychotherapy notes.
   7. Required by a coroner who is performing duties authorized by law.
   8. Required to help avert a serious threat to the health and safety of others.
2. Marketing Purposes. I will not use or disclose your PHI for marketing purposes without your prior written consent. For example, if I request a review from you and plan to share the review publically online or elsewhere to advertise my services or my practice, I will provide you with a release form and HIPAA authorization. The HIPAA authorization is required in the instance that your review contains PHI (i.e., your name, the date of the service you received, the kind of treatment you are seeking or other personal health details). Because you may not realize which information you provide is considered “PHI,” I will send you a HIPAA authorization and request your signature regardless of the content of your review. Once you complete the HIPAA authorization, I will have the legal right to use your review for advertising and marketing purposes, even if it contains PHI. You may withdraw this consent at any time by submitting a written request to me via the email address I keep on file or via certified mail to my address. Once I have received your written withdrawal of consent, I will remove your review from my website and from any other places where I have posted it. I cannot guarantee that others who may have copied your review from my website or from other locations will also remove the review. This is a risk that I want you to be aware of, should you give me permission to post your review. 
3. Sale of PHI. I will not sell your PHI.

Subject to certain limitations in the law, I can use and disclose your PHI without your Authorization for the following reasons. I have to meet certain legal conditions before I can share your information for these purposes:

1. Appointment reminders and health related benefits or services. I may use and disclose your PHI to contact you to remind you that you have an appointment with me. I may also use and disclose your PHI to tell you about treatment alternatives, or other health care services or benefits that I offer.
2. When disclosure is required by state or federal law, and the use or disclosure complies with and is limited to the relevant requirements of such law.
3. For public health activities, including reporting suspected child, elder, or dependent adult abuse, or preventing or reducing a serious threat to anyone’s health or safety.
4. For health oversight activities, including audits and investigations.
5. For judicial and administrative proceedings, including responding to a court or administrative order or subpoena, although my preference is to obtain an Authorization from you before doing so if I am so allowed by the court or administrative officials.
6. For law enforcement purposes, including reporting crimes occurring on my premises.
7. To coroners or medical examiners, when such individuals are performing duties authorized by law.
8. For research purposes, including studying and comparing the mental health of patients who received one form of therapy versus those who received another form of therapy for the same condition.
9. Specialized government functions, including, ensuring the proper execution of military missions; protecting the President of the United States; conducting intelligence or counterintelligence operations; or, helping to ensure the safety of those working within or housed in correctional institutions.
10. For workers’ compensation purposes. Although my preference is to obtain an Authorization from you, I may provide your PHI in order to comply with workers’ compensation laws.
11. For organ and tissue donation requests.

Disclosures to family, friends, or others: You have the right and choice to tell me that I may provide your PHI to a family member, friend, or other person whom you indicate is involved in your care or the payment for your health care, or to share you information in a disaster relief situation. The opportunity to consent may be obtained retroactively in emergency situations to mitigate a serious and immediate threat to health or safety or if you are unconscious.

1. The Right to Request Limits on Uses and Disclosures of Your PHI. You have the right to ask me not to use or disclose certain PHI for treatment, payment, or health care operations purposes. I am not required to agree to your request, and I may say “no” if I believe it would affect your health care.
2. The Right to Request Restrictions for Out-of-Pocket Expenses Paid for In Full. You have the right to request restrictions on the disclosure of your PHI to health plans for payment or health care operations purposes if the PHI pertains solely to a health care item or a health care service that you have paid for out-of-pocket in full.
3. The Right to Choose How I Send PHI to You. You have the right to ask me to contact you in a specific way (for example, home or office phone) or to send mail to a different address, and I will agree to all reasonable requests.
4. The Right to See and Get Copies of Your PHI. Other than in limited circumstances, you have the right to get an electronic or paper copy of your medical record and other information that I have about you. Ask us how to do this. I will provide you with a copy of your record, or if you agree, a summary of it,  within 30 days of receiving your written request. I may charge a reasonable cost based fee for doing so. 
5. The Right to Get a List of the Disclosures I Have Made.You have the right to request a list of instances in which I have disclosed your PHI for purposes other than treatment, payment, or health care operations, ans other disclosures (such as any you ask me to make). Ask me how to do this. I will respond to your request for an accounting of disclosures within 60 days of receiving your request. The list I will give you will include disclosures made in the last six years unless you request a shorter time. I will provide the list to you at no charge, but if you make more than one request in the same year, I will charge you a reasonable cost based fee for each additional request.
6. The Right to Correct or Update Your PHI. If you believe that there is a mistake in your PHI, or that a piece of important information is missing from your PHI, you have the right to request that I correct the existing information or add the missing information. I may say “no” to your request, but I will tell you why in writing within 60 days of receiving your request.
7. The Right to Get a Paper or Electronic Copy of this Notice. You have the right to get a paper copy of this Notice, and you have the right to get a copy of this notice by email. And, even if you have agreed to receive this Notice via email, you also have the right to request a paper copy of it.
8. The Right to Choose Someone to Act For You. If you have given someone medical power of attorney or if someone is your legal guardian, that person can make choices about your health information. 
9. The Right to Revoke an Authorization.
10. The Right to Opt out of Communications and Fundraising from our Organization.
11. The Right to File a Complaint. You can file a complaint if you feel I have violated your rights by contacting me using the information on page one or by filing a complaint with the HHS Office for Civil Rights located at 200 Independence Avenue, S.W., Washington D.C. 20201, calling HHS at (877) 696-6775, or by visiting www.hhs.gov/ocr/privacy/hipaa/complaints.  I will not retaliate against you for filing a complaint.

I can change the terms of this Notice, and such changes will apply to all the information I have about you. The new Notice will be available upon request, in my office and on my website.

Effective Date: 01/01/2026

Welcome to Mindful Medicine 360 (the "Website"). By accessing or using this Website, you agree to be bound by the following Terms and Conditions ("Terms"). If you do not agree to these Terms, please do not use the Website.

The Website is provided for informational and administrative purposes only. It is intended to offer general information about our mental health services, providers, policies, and contact options.

The Website does not provide medical advice, diagnosis, or treatment. Information on this Website should not be relied upon as a substitute for professional mental health care or emergency services.

Use of this Website, including submitting forms, emails, or messages, does not create a provider–patient relationship. A therapeutic relationship is only established after all intake requirements are completed and care is formally initiated.

The Website is not monitored for emergencies.

If you are experiencing a mental health emergency or are at risk of harming yourself or others:

• Call 911 immediately, or
• Contact the 988 Suicide & Crisis Lifeline by calling or texting 988, or
• Go to the nearest emergency room.

By submitting contact forms or communicating through the Website:

• You acknowledge that electronic communication may not be fully secure.
• You agree not to submit sensitive clinical information through general contact forms unless explicitly instructed to do so via a secure portal.

We make reasonable efforts to protect information submitted through the Website; however, no method of electronic transmission is guaranteed to be 100% secure.

All content on this Website—including text, graphics, logos, images, and design—is the property of Mindful Medicine 360 or its licensors and is protected by applicable intellectual property laws.

You may not copy, reproduce, modify, distribute, or use Website content for commercial purposes without prior written permission.

You agree not to:

• Use the Website for unlawful purposes
• Attempt to gain unauthorized access to systems or data
• Upload or transmit malicious code
• Interfere with the Website’s operation or security

We reserve the right to restrict or terminate access for violations of these Terms.

The Website may contain links to third-party websites for convenience or informational purposes. We do not control or endorse these websites and are not responsible for their content, privacy practices, or accuracy.

We are committed to providing a Website that is accessible to all users, including individuals with disabilities. We strive to comply with applicable accessibility standards, including WCAG guidelines.

If you experience difficulty accessing any part of the Website, please contact us at:

Email: info@mindfulmedicine360.com 

The Website is provided on an "as-is" and "as-available" basis. We make no warranties, express or implied, regarding:

• Accuracy or completeness of content
• Uninterrupted or error-free operation
• Fitness for a particular purpose

To the fullest extent permitted by law, Mindful Medicine 360 shall not be liable for any damages arising from:

• Use or inability to use the Website
• Reliance on Website content
• Unauthorized access to or alteration of information

You agree to indemnify and hold harmless Mindful Medicine 360, its providers, employees, and affiliates from any claims, liabilities, damages, or expenses arising from your use of the Website or violation of these Terms.

These Terms are governed by the laws of the State of Iowa, without regard to conflict-of-law principles.

We reserve the right to update or modify these Terms at any time. Changes will be effective upon posting to the Website. Continued use of the Website constitutes acceptance of the revised Terms.

If you have questions about these Terms and Conditions, please contact:

Mindful Medicine 360
Address: 4403 1st Ave SE, Cedar Rapids, IA 52402
Phone: 319-774-3856
Email: info@mindfulmedicine360.com

By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from Mindful Medicine 360. This includes SMS messages for customer care. Message frequency varies. Message and data rates may apply. See privacy policy at https://mindfulmedicine360.com/privacy-policy-and-terms-1. Message HELP for help. Reply STOP to any message to opt out.