HIPAA NOTICE OF PRIVACY PRACTICES

This notice describes how medical information about you may be used and disclosed by Nutrition Ally and how you can get access to this information. Please review it carefully.

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and our responsibilities to help you.

  • Get an electronic or paper copy of your medical record

    You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. We will provide a copy or summary, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

  • Ask us to correct your medical record

    You can ask us to correct health information about you that you think is incorrect or incomplete. We may say “no” to your request, but we’ll tell you why in writing within 60 days.

  • Request confidential communications

    You can ask us to contact you in a specific way (for example, by phone or secure email) or to send mail to a different address. We will say “yes” to all reasonable requests.

  • Ask us to limit what we use or share

    You can ask us not to use or share certain health information for treatment, payment, or operations. We are not required to agree, and we may say “no” if it would affect your care.

    If you pay for a service out of pocket in full, you can ask us not to share that information with your health insurer. We will honor your request unless a law requires us to share it.

  • Get a list of those with whom we’ve shared information

    You can ask for an “accounting” of the times we’ve shared your health information for six years before your request. One accounting per year is free; additional requests may incur a fee.

  • Get a copy of this notice

    You can ask for a paper copy of this notice at any time, even if you agreed to receive it electronically.

  • Choose someone to act for you

    If you have given someone medical power of attorney or are under guardianship, that person may exercise your rights and choices.

  • File a complaint if you feel your rights are violated

    You can contact us directly at:

    Nutrition Ally

    hello@nutrition-ally.com | 512-763-514

    You may also file a complaint with:

    • U.S. Department of Health and Human Services, Office for Civil Rights

      200 Independence Avenue, S.W., Washington, D.C. 20201

      Phone: 1-877-696-6775

    • Texas Health and Human Services Commission, Office of Ombudsman

      Phone: 1-877-787-8999 | Online: hhs.texas.gov

    We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share.

  • In these cases, you have both the right and choice to tell us to:

    • Share information with family, close friends, or others involved in your care.

    • Share information in a disaster relief situation.

    • Include your information in a hospital directory.

    If you cannot communicate your preference (for example, if you are unconscious), we may share information if we believe it is in your best interest or necessary to prevent serious harm.

  • In these cases, we will never share your information without your written permission:

    • Marketing purposes

    • Sale of your information

    • Most uses of psychotherapy notes

Our Uses and Disclosures

How we typically use or share your health information

  • Treat you

    We can use and share your health information with other professionals who are treating you.

    Example: A physician asks us about your nutrition plan as part of your care team.

  • Run our organization

    We use your information to manage our practice, improve your care, and communicate with you.

  • Bill for services

    We can use and share your health information to bill and receive payment from health plans or other entities.

Telehealth and Third-Party Services

Because we provide care virtually, we use HIPAA-compliant third-party services such as Practice Better (for scheduling, charting, secure messaging, and billing) and Zoom for Healthcare (for video sessions). These vendors are “business associates” and are required by law and contract to protect your information.

If you choose to communicate via email or text, please be aware that no electronic system is 100% secure. Nutrition Ally uses reasonable safeguards to protect your information, but you accept some risk if you choose these methods.

Other ways we may use or share your information

We are allowed or required to share your information in other ways that contribute to the public good, provided we meet legal conditions. Examples include:

  • Public health and safety (disease prevention, recalls, adverse drug reactions, abuse/neglect reporting, serious threats to health or safety)

  • Research (when permitted by law and with privacy safeguards)

  • Legal compliance (federal or Texas law, including the Texas Medical Records Privacy Act)

  • Organ and tissue donation requests

  • Medical examiner or funeral director involvement

  • Workers’ compensation, law enforcement, or government requests

  • Court orders, lawsuits, or subpoenas

Our Responsibilities

  • We are required by law to maintain the privacy and security of your protected health information.

  • We will notify you promptly if a breach occurs that may compromise your information.

  • We must follow the duties and practices described in this notice and give you a copy upon request.

  • We will not use or share your information beyond what is described here unless you give us written permission. You may revoke that permission in writing at any time.

Changes to This Notice

We can change the terms of this notice, and changes will apply to all information we maintain. The revised notice will be available upon request and on our website.

Last Revised: September 19, 2025