Privacy Policy & Notice of Privacy Practices
Effective Date: September 3, 2026
Last Updated: September 3, 2026
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
e-motion wellness® respects the privacy of clients, prospective clients, families, website visitors, and others who interact with us. This Notice describes our privacy practices for personal information and Protected Health Information (“PHI”), including information collected through our website. Because e-motion wellness® provides health and wellness services, PHI may be protected by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the Texas Medical Records Privacy Act, and other applicable federal and Texas laws.
I. OUR RESPONSIBILITIES
We are required by applicable law to maintain the privacy and security of PHI, provide this Notice of our legal duties and privacy practices, follow the Notice currently in effect, and notify affected individuals when required if a breach compromises the privacy or security of protected information. We may change this Notice and make the revised Notice effective for PHI we already maintain as well as information we receive in the future, to the extent permitted by law. The current Notice will be available upon request, at our facility as required, and on our website.
II. INFORMATION WE MAY COLLECT
- Name, address, email address, telephone number, date of birth, and emergency contact information;
- Insurance, billing, payment, appointment, and scheduling information;
- Medical, behavioral health, treatment, intake, assessment, and service information;
- Information you or an authorized representative provide through forms, communications, or interactions with our team;
- Information received from healthcare providers, insurers, payors, or other persons as permitted by law; and
- Website and device information described below.
Please do not submit detailed medical information through a general website contact form unless the form specifically requests that information and is intended for that purpose.
III. HOW WE MAY USE AND DISCLOSE PHI
Treatment
We may use and disclose PHI to provide, coordinate, or manage your healthcare and related services. For example, we may share relevant information with members of your care team or another healthcare provider involved in your treatment.
Payment
We may use and disclose PHI to bill and obtain payment for services, including to verify eligibility or coverage, obtain authorization, submit or manage claims, coordinate benefits, and collect amounts owed.
Healthcare Operations
We may use and disclose PHI for activities necessary to operate e-motion wellness®, including quality assessment and improvement, staff training and credentialing, compliance, audits, legal and accounting services, business planning, administration, complaint resolution, program evaluation, and creation of properly de-identified information.
IV. COMMUNICATIONS ABOUT YOUR CARE
We may contact you regarding appointments, scheduling, missed appointments, intake or admission, treatment follow-up, billing, insurance, prescription or service-related matters, and other administrative or care-related needs. You may request that we communicate with you in a particular way or at a particular location, and we will accommodate reasonable requests as required by law.
V. PEOPLE INVOLVED IN YOUR CARE
When permitted by law, we may share PHI relevant to your care or payment with a family member, close friend, caregiver, personal representative, or another person you identify. When you are present and able to make decisions, we will give you an opportunity to agree or object when required. If you are unavailable or unable to communicate, we may use professional judgment and applicable law to determine whether a limited disclosure is in your best interest. If a person has legal authority to act for you, such as a legal guardian or medical power of attorney, that person may exercise rights concerning your health information as permitted by law. We may verify that authority before acting.
VI. OTHER USES AND DISCLOSURES PERMITTED OR REQUIRED BY LAW
Required by Law
We may use or disclose PHI when required by federal, Texas, or other applicable law, limited to what the law permits or requires.
Public Health
We may disclose PHI for authorized public health activities, such as preventing or controlling disease, reporting certain conditions, reporting child abuse or neglect, or reporting certain problems with medications, products, or devices.
Abuse, Neglect, or Domestic Violence
We may disclose PHI to an appropriate authority when permitted or required by law concerning suspected abuse, neglect, or domestic violence.
Health Oversight
We may disclose PHI for authorized audits, investigations, inspections, licensure, disciplinary matters, and other health oversight activities.
Judicial and Administrative Proceedings
We may disclose PHI in response to a valid court or administrative order or other lawful process when the applicable legal requirements are satisfied.
Law Enforcement
We may disclose limited PHI to law enforcement when permitted or required by law, including in response to certain warrants, subpoenas, court orders, or other legally authorized requests.
Coroners, Medical Examiners, and Funeral Directors
We may disclose PHI as authorized by law so these individuals can perform their duties.
Serious Threat to Health or Safety
We may use or disclose PHI when permitted by law to prevent or lessen a serious and imminent threat to a person or the public.
Workers’ Compensation
We may disclose PHI as authorized by workers’ compensation laws or similar programs.
Specialized Government Functions
Where permitted by law, we may disclose PHI for certain military, veterans, national security, intelligence, or protective-service functions.
Regulatory Compliance
We may disclose PHI to the U.S. Department of Health and Human Services or another authorized regulator when required for compliance review.
VII. USES AND DISCLOSURES REQUIRING AUTHORIZATION
Uses and disclosures not otherwise permitted or required by law generally require your written authorization. Where required, this includes certain uses or disclosures involving marketing, sale of PHI, and psychotherapy notes. If you authorize a use or disclosure, you may generally revoke that authorization in writing, except to the extent we have already acted in reliance on it.
VIII. SUBSTANCE USE DISORDER RECORDS – WHEN APPLICABLE
If e-motion wellness® creates or maintains records that are subject to the federal confidentiality rules for substance use disorder patient records under 42 CFR Part 2, those records receive additional protections. Uses and disclosures of Part 2 records will be made only as permitted by applicable law, which may require patient consent for uses or disclosures that HIPAA would otherwise permit without authorization. Part 2 records may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against a patient except as permitted by federal law.
IX. YOUR RIGHTS REGARDING HEALTH INFORMATION
Access Your Records
You generally have the right to inspect and obtain a paper or electronic copy of certain medical and billing records. Certain records may be excluded as permitted by law. Reasonable, cost-based fees may apply where allowed.
Request a Correction or Amendment
If you believe information we maintain about you is incorrect or incomplete, you may request an amendment. We may deny the request in circumstances permitted by law and will provide applicable rights following a denial.
Request Confidential Communications
You may ask us to contact you in a particular way or at a particular location. We will accommodate reasonable requests as required by law.
Request Restrictions
You may ask us to limit certain uses or disclosures. We are not required to agree to every request. If you pay for a healthcare item or service out-of-pocket in full, you may ask us not to disclose that information to your health plan for payment or healthcare operations, and we will honor the request when required by law.
Accounting of Certain Disclosures
You may request an accounting of certain disclosures of your PHI for the period allowed by law. Certain disclosures, including many for treatment, payment, and healthcare operations, are excluded.
Paper Copy of This Notice
You may request a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Choose Someone to Act for You
A properly authorized personal representative may exercise your rights and make choices concerning your health information as permitted by law.
File a Complaint
You may complain to e-motion wellness® or to the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated. We will not retaliate against you for filing a good-faith complaint.
X. TEXAS MEDICAL PRIVACY
e-motion wellness® is located in Texas and handles health information in accordance with applicable Texas medical privacy requirements, including the Texas Medical Records Privacy
Act, in addition to HIPAA. Texas law may provide protections that are broader or more restrictive than federal law in particular circumstances. When Texas law provides greater protection for health information than HIPAA, we will follow the more protective applicable requirement. We will not use or disclose PHI for marketing or sell PHI except as permitted by applicable law and, when required, with the individual’s authorization.
XI. WEBSITE INFORMATION, COOKIES, AND TRACKING TECHNOLOGIES
When you visit our website, we and certain service providers may automatically collect technical information such as IP address, browser and device type, operating system, general location, referring source, pages viewed, links clicked, and dates, times, and duration of visits. We may use cookies, pixels, tags, and similar technologies. Essential cookies support security, navigation, forms, and website operation. Functional cookies may remember preferences. Analytics cookies help us understand website performance and use. Advertising or marketing technologies, when used, may help measure campaign effectiveness. Where required, visitors may be given a way to manage non-essential cookies. You may also control cookies through browser settings, although disabling cookies may affect website functionality. Because e-motion wellness® provides healthcare services, we take additional precautions with online tracking technologies. We do not knowingly use tracking or advertising technologies to disclose PHI in a manner prohibited by HIPAA, Texas law, or other applicable law.
XII. WEBSITE FORMS AND ONLINE INQUIRIES
Information submitted through website forms may be used to respond to inquiries, provide information about services, coordinate scheduling, assist with intake or admission, address insurance questions, or route your inquiry to the appropriate team member. Submitting a general website form does not by itself establish a provider-patient relationship. Do not use website forms for emergencies or urgent medical needs.
XIII. EMAIL, PHONE, AND SMS COMMUNICATIONS
If you provide an email address or telephone number, we may use it to respond to your inquiry and to communicate about appointments, services, treatment-related matters, administrative matters, or other communications you request or consent to receive. Marketing SMS requires the consent applicable to the type of message being sent. If you affirmatively opt in to marketing or promotional text messages from e-motion wellness®, message frequency may vary and message and data rates may apply. Consent to marketing text messages is not a condition of receiving healthcare services. You may revoke consent to marketing text messages at any time by replying STOP, QUIT, END, REVOKE, OPT OUT, CANCEL, or UNSUBSCRIBE, or by using another reasonable method that clearly communicates your request. You may reply HELP for assistance. We will honor valid opt-out requests as required by applicable law. A one-time non-marketing confirmation text may be sent to confirm an opt-out. Mobile telephone numbers, SMS consent, and SMS opt-in information will not be sold or rented and will not be shared with third parties or affiliates for their own marketing or promotional purposes. Information may be provided to service providers that help us deliver communications on our behalf, subject to appropriate privacy and security requirements. Treatment-related, appointment, transactional, or other healthcare communications may be governed by different consent and privacy requirements. Ordinary email and SMS may have security limitations; avoid sending sensitive medical information through unsecured channels unless instructed to do so.
XIV. THIRD-PARTY SERVICE PROVIDERS
We may use third-party providers for website hosting, forms, scheduling, CRM or patient relationship management, call tracking, communications, analytics, security, and other operational functions. Providers may receive information necessary to perform services for us. When a provider is a HIPAA business associate, we require protections appropriate to that relationship, including a Business Associate Agreement when required.
XV. DATA SECURITY
We use reasonable administrative, technical, and physical safeguards designed to protect personal information and PHI. No website, electronic communication, database, or information system can be guaranteed to be completely secure.
XVI. MINORS
e-motion wellness® may provide services to adolescents and minors. Information concerning minors will be handled in accordance with applicable federal and Texas laws governing healthcare privacy, parental or guardian rights and consent, and circumstances in which a minor may have independent rights concerning healthcare information.
XVII. THIRD-PARTY WEBSITES
Our website may link to third-party websites or services. e-motion wellness® does not control and is not responsible for their privacy, security, content, or practices. Review the third party’s privacy terms before providing information.
XVIII. COMPLAINTS
If you believe your privacy rights have been violated, contact e-motion wellness® using the information below. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a good-faith complaint or exercising a privacy right.
XIX. CONTACT INFORMATION
Privacy & Health Information Contact:
e-motion wellness®
431 Isom Road, Suite 204
San Antonio, TX 78216
210-880-4062
info@emotionwellness.com
Please indicate if your request concerns medical records or protected health information so it can be directed appropriately.