HIPAA-Compliant Privacy Policy for Business Texting Service

Effective Date: [1/01/2024]

Forward Bound Counseling is committed to maintaining the privacy and security of your personal and health-related information in accordance with the Health Insurance Portability and Accountability Act (HIPAA). This policy explains how we collect, use, and protect information when using our business texting service.

1. Information We Collect

When you communicate with us via text message, at your own discretion, we may collect and store the following:

Personal Information: Name, phone number, and any identifying details you provide.
Health-Related Information: Any information shared through text that may be considered Protected Health Information (PHI) under HIPAA.
Message Content: The content of your text messages, including questions, appointment requests, or other communications.
Usage Data: Metadata such as timestamps, delivery status, and communication logs.

2. How We Use Your Information

We use collected information to:

Coordinate and confirm appointments.
Provide non-sensitive customer support and general service-related communications.
Share treatment-related information only if explicitly agreed upon.
Comply with legal and regulatory requirements.

3. HIPAA Compliance & Protected Health Information (PHI)

Because text messaging is not inherently secure, we:

Avoid discussing detailed medical or therapeutic information over text.
Use encrypted messaging platforms when discussing PHI.
Obtain your explicit written consent before communicating PHI via text.
Provide alternative HIPAA-compliant communication options such as secure portals or phone calls.

4. Sharing Your Information

We do not sell or share your information with third parties for marketing purposes. We may share information in the following circumstances:

Authorized Service Providers: We may share information with business associates that help us operate our texting service, subject to HIPAA-compliant agreements.
Legal Obligations: If required by law or to prevent harm, we may disclose information to authorities as necessary.
With Your Consent: If you request us to share information with a third party, we will obtain your written authorization.

5. Security Measures

We take the following steps to protect your information:

Using secure, HIPAA-compliant messaging platforms when handling sensitive data.
Limiting access to your information to authorized personnel only.
Encrypting and securely storing communication data when applicable.

6. Your Rights

As a client, you have the right to:

Request a secure communication method.
Opt-out of receiving text messages by replying "STOP."
Request copies, corrections, or deletion of your information as allowed under HIPAA.
Withdraw consent for text-based communication at any time.

To exercise your rights, please contact us at emilym@forwardbound.org

7. Data Retention

We retain text message communications for only as long as necessary to fulfill service and legal obligations. Sensitive information is securely archived or deleted per HIPAA guidelines.

8. Updates to This Policy

We may update this policy periodically to remain compliant with HIPAA and other regulations. Updates will be posted with a new effective date.

9. Contact Us

For questions about this policy or your privacy rights, contact us at:
(507) 858-3019
emilym@forwardbound.org

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