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Privacy Policy

Notice of Privacy Practices for Protected Health Information (PHI)

Transformation Counseling and Wellness Center, PLLC

Updated: May 2025​

Introduction

Transformation Counseling and Wellness Center (TCWC) is dedicated to safeguarding privacy. This Privacy Policy and Notice of Privacy Practices outlines how Protected Health Information (PHI) is handled and the rights associated with the information shared with TCWC.
 

By accessing the website or utilizing services, consent is granted to the practices described in this notice.

Notice of Privacy Practices

This Notice explains the potential uses and disclosures of PHI, along with how information can be accessed.

The commitment to maintaining the privacy of PHI is paramount. Information is used for treatment, payment, and healthcare operations, in accordance with ethical and legal standards.

Records Collection and Retention

We gather visitor data to customize the user experience on our website, though we do not collect sensitive information, such as medical records or credit card details. If you complete a form to request information or support, we collect contact information (e.g., name, email, phone number, and address), which is solely used to address your inquiries or provide requested services.

 

In addition, your therapist will document the care and services provided, in compliance with applicable legal and ethical standards. These records are kept for a period of 7 years, after which they may be securely disposed of. Therapists are obligated to adhere to legal and ethical guidelines concerning the management and disclosure of your protected health information (PHI). Your personal data will not be sold or shared without your explicit written consent, and we do not utilize non-personally identifiable data—such as website usage or survey responses—to track or identify individuals. For security purposes, please refrain from submitting sensitive information, like credit card numbers, unless necessary for specific transactions.

How PHI May Be Used and Disclosed

We gather visitor data to customize the user experience on our website, though we do not collect sensitive information, such as medical records or credit card details. If you complete a form to request information or support, we collect contact information (e.g., name, email, phone number, and address), which is solely used to address your inquiries or provide requested services.

 

In addition, your therapist will document the care and services provided, in compliance with applicable legal and ethical standards. These records are kept for a period of 7 years, after which they may be securely disposed of. Therapists are obligated to adhere to legal and ethical guidelines concerning the management and disclosure of your protected health information (PHI). Your personal data will not be sold or shared without your explicit written consent, and we do not utilize non-personally identifiable data—such as website usage or survey responses—to track or identify individuals. For security purposes, please refrain from submitting sensitive information, like credit card numbers, unless necessary for specific transactions.

Rights Regarding PHI

The following rights apply to the use and disclosure of PHI:
 

1. Request Limitations on Uses and Disclosures:
Individuals may request limitations on how PHI is used or shared for treatment, payment, or healthcare operations. Although there is no obligation to agree to all requests, any limitations imposed may impact the course of treatment.
 

2. Request Restrictions for Out-of-Pocket Payments:
If healthcare services are paid for entirely out-of-pocket, individuals may request restrictions on the disclosure of PHI to health plans for payment or healthcare operations.
 

3. Choose Methods of Contact:
Requests can be made regarding preferred methods of contact, such as specific phone numbers or addresses. All reasonable requests will be honored.


4. Access to PHI:
Requests for access to PHI, in electronic or paper format (excluding psychotherapy notes), can be made. A reasonable fee may be applied for this service.


5. Request a List of Disclosures:
A record of disclosures of PHI for purposes other than treatment, payment, or healthcare operations, or those made with written authorization, can be requested.


6. Request Corrections and Updates to PHI:
If PHI is believed to be inaccurate, incomplete, or needs to be updated, individuals may request corrections. If the request is denied, written reasons for the decision will be provided within 45 days.

Business Associates and External Links

Agreements are in place with third-party service providers (e.g., Ensora) to ensure that PHI remains secure.

External Links: Our website may include links to third-party sites.

We do not control or take responsibility for the privacy policies or content found on these external sites.

Medical Privacy Notice

This document outlines how medical information is used and shared within our practice.

 

1. Applicability of This Notice
This notice applies to all healthcare providers at Unknown Practice, including our employees, volunteers, and affiliates.

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2. Definition of Medical Information
Medical information encompasses any data related to your health, including physical and mental health history, current health status, and any billing or payment information related to healthcare services.


3. Our Commitment
We are dedicated to safeguarding your medical information and ensure that it is used or disclosed only as permitted by law and this privacy notice.


4. Uses and Disclosures of Medical Information
Your medical information may be used for the following purposes:

  • Treatment: To deliver the healthcare services you need.

  • Healthcare Operations: To manage our practice, conduct business functions, or perform quality assessments.

  • Health Information Exchange: Your information may be shared electronically with other healthcare providers through a regional health information network.

  • Payment: To process insurance claims or billing with relevant third parties.

  • Other Disclosures: Your information may be shared with family members or legal representatives involved in your care, used for appointment reminders, or disclosed during emergencies.


5. Your Rights Regarding Your Medical Information
You are entitled to the following rights concerning your medical information:

  • Access and Copy: Request to view or receive copies of your medical records.

  • Amendments: Request changes or corrections to your medical records.

  • Accounting of Disclosures: Ask for a list of instances where your medical information was shared.

  • Restrictions: Request limitations on how your information is used or shared, although we are not required to comply with all requests.


6. Updates to This Notice
We may revise this notice as necessary. Any changes will be posted on our website, and you will be notified accordingly.


7. Questions or Complaints
If you have concerns or questions about how your privacy is handled, or if you wish to file a complaint, please contact us at: 980-252-1221 | elena@tcwcenter.com.


8. Changes to This Policy

The right to modify this Privacy Policy is reserved. Any changes will apply to all PHI maintained and will be posted on the website with the updated date.

Use of Cookies

Cookies are utilized to improve the experience on the website. They help in understanding how the site is used, enabling improvements in performance and user experience. Data is not shared with third parties.
 

By continuing to use this website, consent is given to the use of cookies.

Revisions to This Privacy Policy

We may revise this Privacy Policy as needed. Updates will be posted on our website, and we may also inform you through email.

Contact Information

For any questions or to exercise rights, please contact:
 

Transformation Counseling and Wellness Center, LLC

10031 Biddick Lane, #1030, Huntersville, NC 28078

980-252-1221 | elena@tcwcenter.com

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