Koa Mind, PLLC (“Koa Mind,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the confidentiality and security of information entrusted to us.

This Privacy Policy explains how Koa Mind collects, uses, maintains, protects, and discloses information when you visit our website, communicate with us electronically, request or receive services, complete forms, contact us for information, or otherwise interact with Koa Mind.

IMPORTANT: This Privacy Policy is intended to supplement, and does not replace, Koa Mind’s separate Notice of Privacy Practices (“NPP”), which describes how protected health information (“PHI”) may be used and disclosed under HIPAA and applicable law. If you are a patient or prospective patient, you should review both documents.

By using this website, you acknowledge that you have had an opportunity to review this Privacy Policy.

1. WHO WE ARE

Koa Mind, PLLC is a psychiatric practice providing mental health services, including psychiatric evaluation, medication management, psychotherapy-related services, patient education, and related behavioral health services, through telehealth and other permitted methods.

Koa Mind may provide services to individuals in jurisdictions in which its clinicians are appropriately licensed or otherwise legally authorized to provide services.

This Privacy Policy applies to information collected through:

• Our website;

• Online contact and inquiry forms;

• Scheduling and intake systems;

• Patient portals;

• Electronic communications;

• Telephone and voicemail communications;

• Text messaging, when applicable;

• Telehealth services;

• Billing and payment processes;

• Insurance and credentialing processes;

• Professional referral communications;

• Social media interactions;

• Marketing communications;

• Other digital or administrative services operated by or on behalf of Koa Mind.

2. HIPAA AND PROTECTED HEALTH INFORMATION

If you become a patient of Koa Mind, certain information we maintain about you may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

PHI generally includes individually identifiable information relating to your health, healthcare, or payment for healthcare.

Our handling of PHI is governed primarily by HIPAA, applicable federal regulations, and applicable state and professional confidentiality laws.

Our separate Notice of Privacy Practices explains:

• How we may use and disclose PHI;

• Your rights regarding your PHI;

• Our legal duties regarding PHI;

• How you may request access to or amendment of your records;

• How you may request restrictions or confidential communications;

• How to submit privacy complaints.

Our NPP is available on our website and may also be provided directly to patients.

HIPAA generally requires covered healthcare providers to maintain the privacy and security of PHI and to provide patients with information concerning their privacy rights.

3. INFORMATION WE MAY COLLECT

Depending on how you interact with Koa Mind, we may collect information including:

A. Contact Information

This may include:

• Name;

• Email address;

• Telephone number;

• Mailing address;

• Preferred method of communication;

• Date of birth;

• Emergency contact information.

B. Healthcare Information

If you seek or receive clinical services, we may collect information such as:

• Medical history;

• Psychiatric history;

• Medication information;

• Allergies;

• Treatment history;

• Symptoms;

• Diagnoses;

• Mental health information;

• Substance-use-related information;

• Family and social history;

• Insurance information;

• Clinical communications;

• Treatment plans;

• Clinical notes;

• Records received from other healthcare professionals;

• Information necessary for safe treatment.

Healthcare information may constitute PHI and is governed by our NPP and applicable law.

C. Billing and Insurance Information

We may collect:

• Insurance carrier;

• Member or subscriber information;

• Policy information;

• Billing address;

• Payment information;

• Claims information;

• Information necessary to verify eligibility or obtain reimbursement.

D. Website and Technical Information

When you visit our website, certain technical information may be collected automatically, including:

• IP address;

• Browser type;

• Device type;

• Operating system;

• Approximate geographic information derived from IP address;

• Pages visited;

• Referring website;

• Date and time of access;

• Website interactions;

• Device identifiers;

• Cookies and similar technologies.

E. Information You Voluntarily Submit

You may voluntarily provide information through:

• Contact forms;

• Referral forms;

• Appointment requests;

• Email;

• Telephone;

• Social media;

• Website questionnaires;

• Feedback forms;

• Employment or professional inquiries;

• Other communications.

Please do not submit highly sensitive medical information through a general website contact form unless specifically instructed to do so.

4. INFORMATION COLLECTED THROUGH THE WEBSITE

Our website may collect information necessary to operate, secure, maintain, and improve the website.

Some information may be collected automatically through standard internet technologies.

Koa Mind does not intentionally collect more information than reasonably necessary for the purposes described in this Privacy Policy.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

5. COOKIES AND SIMILAR TECHNOLOGIES

Our website may use cookies, pixels, analytics tools, or similar technologies.

These technologies may help us:

• Operate the website;

• Maintain website functionality;

• Understand website traffic;

• Identify technical problems;

• Improve website performance;

• Understand how visitors interact with our website;

• Measure the effectiveness of permitted marketing activities.

Where technically feasible, we may provide controls allowing users to manage certain non-essential cookies.

You may also be able to control cookies through your browser settings.

Disabling cookies may affect certain website functionality.

6. ANALYTICS AND THIRD-PARTY TECHNOLOGIES

Koa Mind may use third-party technology providers to operate and analyze the website.

These providers may process information such as device information, IP address, browser information, website activity, or other technical information.

We seek to configure third-party services in a manner consistent with applicable privacy and security requirements.

Because third-party providers operate independently of Koa Mind, their own privacy policies and terms may also apply.

Koa Mind does not guarantee the privacy practices, security, availability, or functionality of third-party websites, applications, platforms, or services.

7. HEALTH INFORMATION AND WEBSITE ANALYTICS

Because Koa Mind provides healthcare services, we take particular care when considering technologies that may interact with health-related information.

We do not intentionally use website analytics or advertising technologies to disclose protected health information to advertisers.

Koa Mind will evaluate third-party technologies based on applicable privacy, security, contractual, and legal requirements.

Healthcare information should not be entered into non-clinical website fields unless Koa Mind specifically instructs you to do so.

8. HOW WE USE INFORMATION

Depending on the circumstances and applicable law, Koa Mind may use information to:

• Respond to inquiries;

• Schedule appointments;

• Provide healthcare services;

• Coordinate care;

• Communicate with patients;

• Maintain clinical records;

• Process payments;

• Submit and process insurance claims;

• Verify insurance eligibility;

• Provide customer or patient support;

• Maintain and improve our website;

• Maintain cybersecurity;

• Detect and prevent fraud or misuse;

• Comply with legal obligations;

• Maintain business and administrative records;

• Conduct permitted healthcare operations;

• Communicate information about our services;

• Manage professional referrals;

• Evaluate and improve our services;

• Protect the rights, safety, and property of Koa Mind, our patients, clinicians, and others.

Uses and disclosures of PHI are governed by HIPAA and applicable law as described in our NPP.

9. COMMUNICATIONS WITH KOA MIND

If you provide your telephone number, email address, or other contact information, Koa Mind may use it to communicate with you regarding matters such as:

• Appointment scheduling;

• Appointment reminders;

• Administrative questions;

• Billing;

• Insurance;

• Intake requirements;

• Treatment-related administrative matters;

• Requests for information;

• Patient portal notifications;

• Other communications permitted by law.

Depending on the communication method, communications may not be completely secure.

For example, ordinary email and SMS/text messaging may involve risks because messages may be stored on devices, transmitted through telecommunications networks, or accessed by individuals who have access to the recipient's device or account.

You should not send highly sensitive clinical information through ordinary email or text message unless Koa Mind specifically instructs you to do so.

10. TEXT MESSAGING

If you voluntarily provide a telephone number and consent to receive text messages, Koa Mind or its service providers may send administrative or other permitted communications.

Message frequency may vary.

Message and data rates may apply depending on your telecommunications provider.

You may request to stop non-essential text communications by following applicable opt-out instructions or contacting Koa Mind.

Opting out of certain communications may interfere with our ability to provide appointment reminders or other administrative communications.

Text messaging is not intended for emergencies or crisis care.

11. TELEHEALTH

Koa Mind may provide services through telehealth technology.

Telehealth involves additional privacy and security considerations because information may be transmitted electronically.

We use technology and procedures intended to protect patient information consistent with applicable legal and professional requirements.

However, electronic communication can never be guaranteed to be completely secure.

Patients are encouraged to participate in telehealth appointments from a private location and use a secure internet connection and private device when reasonably possible.

Patients should avoid participating in appointments around smart speakers, cameras, recording devices, or other individuals who are not authorized to participate.

12. THIRD-PARTY SERVICE PROVIDERS

Koa Mind may use third-party vendors and service providers to support our operations.

Examples may include vendors providing:

• Electronic health records;

• Telehealth;

• Patient portals;

• Scheduling;

• E-prescribing;

• Billing;

• Payment processing;

• Insurance administration;

• Credentialing;

• Website hosting;

• Information technology;

• Cybersecurity;

• Cloud storage;

• Communications;

• Email;

• Text messaging;

• Document management;

• Professional services;

• Legal or accounting services.

Where required by law, Koa Mind will enter into appropriate contractual arrangements, including Business Associate Agreements (“BAAs”) where applicable.

Third-party vendors may process information on behalf of Koa Mind as necessary to provide their services.

13. DISCLOSURES REQUIRED OR PERMITTED BY LAW

Koa Mind may disclose information when required or permitted by applicable law.

Examples may include disclosures:

• Required by federal, state, or local law;

• Required by court order or valid legal process;

• For certain public health purposes;

• To report certain types of abuse or neglect when legally required;

• To prevent or lessen a serious and imminent threat to health or safety when permitted by law;

• For health oversight activities;

• For law enforcement purposes when legally authorized;

• To government authorities in certain circumstances;

• For workers' compensation purposes where applicable;

• For judicial or administrative proceedings;

• To prevent fraud or abuse;

• As otherwise authorized or required by law.

Additional protections may apply to certain categories of information, including psychotherapy notes and certain substance-use-disorder records.

14. SUBSTANCE USE DISORDER INFORMATION

Certain substance-use-disorder records may be subject to additional federal protections under 42 U.S.C. § 290dd-2 and 42 CFR Part 2.

Where applicable, Koa Mind will handle such information in accordance with applicable federal and state requirements.

The federal Part 2 rules were updated in 2024, with a February 16, 2026 compliance date for covered entities to incorporate applicable Part 2 requirements into their privacy notices.

15. PSYCHOTHERAPY AND TREATMENT NOTES

Psychotherapy and treatment notes may receive additional protections under HIPAA.

Where applicable, Koa Mind will obtain the authorization required by law before using or disclosing psychotherapy notes except where an exception permitted by law applies.

16. MINORS AND CHILDREN

Koa Mind may provide services to minors when legally permitted.

Information relating to minors may be subject to special federal and state confidentiality rules.

Depending on the circumstances, parents, guardians, or other legally authorized representatives may have rights concerning a minor's healthcare information.

However, those rights may be limited by applicable law, including laws concerning confidential healthcare services provided to minors.

Koa Mind will determine access and disclosure rights according to applicable law and the circumstances of the particular patient.

17. EMERGENCIES AND SAFETY

Koa Mind is an outpatient psychiatric practice and is not an emergency service.

Website forms, email, text messaging, and voicemail should not be used for emergencies, imminent safety concerns, suicidal or homicidal thoughts requiring immediate assistance, or other urgent situations.

If you believe you or another person is experiencing an emergency, call 911, go to the nearest emergency department, or use an appropriate emergency/crisis service.

Koa Mind may disclose information when legally permitted or required to address serious safety concerns.

18. MARKETING AND ADVERTISING

Koa Mind may use information that you voluntarily provide for legitimate business and marketing purposes where permitted by law.

Koa Mind does not sell protected health information.

We will not use or disclose PHI for marketing purposes when HIPAA requires your written authorization unless an applicable exception applies.

We may maintain a public website, professional social media accounts, educational content, advertisements, newsletters, and other communications describing Koa Mind's services.

Patient testimonials, photographs, clinical stories, or other identifiable patient information will not be publicly used without appropriate authorization when required by law.

19. PATIENT TESTIMONIALS

Koa Mind may receive voluntary testimonials from patients.

Submitting a testimonial does not automatically authorize Koa Mind to disclose protected health information.

Where required, Koa Mind will obtain appropriate written authorization before publicly identifying a patient or using protected health information for a testimonial.

20. REFERRALS AND CARE COORDINATION

Koa Mind may communicate with other healthcare professionals, therapists, primary care clinicians, specialists, pharmacies, hospitals, insurance companies, and other entities involved in a patient's care when permitted or required by law.

Depending on the circumstances, authorization or other legal permission may be required.

Patients may be asked to complete an authorization to release information when necessary.

21. INSURANCE AND PAYMENT

If you use insurance, information may be disclosed to your health plan or other entities as necessary for purposes including:

• Eligibility verification;

• Claims;

• Payment;

• Benefits determination;

• Prior authorization;

• Utilization review;

• Coordination of benefits.

Insurance companies may maintain their own privacy policies and practices.

22. PAYMENT PROCESSORS

If you make payments electronically, payment information may be processed by third-party payment providers.

Koa Mind may receive limited payment-related information necessary to administer your account and document payment.

Koa Mind generally does not retain complete payment-card information when that information is processed directly by a third-party payment processor.

23. INFORMATION SECURITY

Koa Mind uses reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, disclosure, or destruction.

Security measures may include:

• Access controls;

• Authentication;

• Password protection;

• Encryption where appropriate;

• Secure systems;

• Workforce privacy training;

• Vendor management;

• Security monitoring;

• Device safeguards;

• Physical safeguards;

• Policies and procedures concerning confidential information.

However, no electronic system, internet transmission, email, text message, cloud platform, or storage system can be guaranteed to be completely secure.

Accordingly, Koa Mind cannot guarantee absolute security of information transmitted electronically.

24. DATA BREACHES

If Koa Mind experiences a breach involving unsecured protected health information, Koa Mind will comply with applicable federal and state breach-notification requirements.

Depending on the nature and scope of a breach, applicable law may require notification to affected individuals, government authorities, and/or other parties.

HIPAA-covered entities are subject to the HIPAA Breach Notification Rule. Certain non-HIPAA health-data environments may also be subject to the FTC's Health Breach Notification Rule.

25. DATA RETENTION

Koa Mind retains information for as long as reasonably necessary for the purposes for which it was collected, including:

• Providing healthcare;

• Maintaining medical records;

• Billing;

• Insurance;

• Legal compliance;

• Regulatory compliance;

• Professional obligations;

• Resolving disputes;

• Protecting legal rights;

• Maintaining appropriate business records.

Medical-record retention periods may be determined by applicable federal and state laws and professional requirements.

When information is no longer required to be retained, Koa Mind may securely dispose of it in accordance with applicable requirements.

26. YOUR PRIVACY RIGHTS

Depending on the information involved and applicable law, you may have rights concerning your personal information and/or PHI.

These may include rights to:

• Request access to certain information;

• Request copies of records;

• Request correction or amendment;

• Request confidential communications;

• Request certain restrictions on uses or disclosures;

• Request an accounting of certain disclosures;

• Receive a copy of our Notice of Privacy Practices;

• Withdraw certain authorizations;

• File a privacy complaint;

• Receive required breach notifications.

Some rights are subject to legal limitations.

For additional information concerning your HIPAA rights, please review our Notice of Privacy Practices.

27. WITHDRAWING CONSENT OR AUTHORIZATION

Where you have provided consent or authorization for a particular use of information, you may generally withdraw that consent or authorization by contacting Koa Mind in writing.

Withdrawal will not affect actions already taken based on a valid authorization before it was withdrawn.

Certain communications or uses of information may be necessary to provide healthcare, process payment, maintain records, or comply with law and therefore may not be capable of being withdrawn.

28. DO NOT SUBMIT CONFIDENTIAL INFORMATION THROUGH GENERAL WEBSITE FORMS

The Koa Mind website may contain forms intended for general inquiries.

Submitting information through a website contact form does not necessarily establish a clinician-patient relationship.

Do not use general website forms to submit:

• Emergency information;

• Detailed psychiatric histories;

• Medication changes;

• Suicidal or homicidal thoughts;

• Highly sensitive medical information;

• Information requiring immediate clinical attention.

Koa Mind cannot guarantee that information submitted through a general website form will be treated in the same manner as information contained within a secure patient portal or electronic health record.

29. NO PATIENT-CLINICIAN RELATIONSHIP THROUGH WEBSITE USE

Your use of this website, submission of a contact form, email, social media interaction, or other general communication with Koa Mind does not by itself establish a clinician-patient relationship.

A clinician-patient relationship is established only through Koa Mind's formal intake and treatment process.

30. SOCIAL MEDIA

Koa Mind may maintain professional social media accounts.

Please understand that social media platforms are operated by third parties.

Koa Mind does not control the privacy practices, security, algorithms, data collection, or retention practices of social media platforms.

Koa Mind will not intentionally disclose your status as a patient through social media.

For your privacy, please avoid posting personal medical information in public comments or direct messages.

31. THIRD-PARTY WEBSITES

Our website may contain links to websites operated by third parties.

Examples may include:

• Insurance companies;

• Healthcare organizations;

• Professional organizations;

• Educational resources;

• Referral resources;

• Payment services;

• Scheduling services;

• Social media platforms.

Koa Mind is not responsible for the privacy practices, security, content, or policies of third-party websites.

We encourage you to review the privacy policy of any third-party website before submitting information.

32. DO-NOT-TRACK SIGNALS

Some web browsers may transmit “Do Not Track” signals.

Because there is not currently a universally accepted technical standard governing such signals across all websites and services, Koa Mind may not respond to every browser-based Do Not Track signal.

33. LEGAL AND REGULATORY COMPLIANCE

Koa Mind may collect, use, retain, or disclose information as necessary to comply with:

• Federal law;

• State law;

• Licensing requirements;

• Professional standards;

• Court orders;

• Government requests;

• Insurance requirements;

• Regulatory requirements;

• Fraud-prevention requirements;

• Other legally applicable obligations.

Where multiple legal requirements apply, Koa Mind will seek to comply with the requirements applicable to the particular circumstances.

34. CHANGES TO THIS PRIVACY POLICY

Koa Mind may periodically update this Privacy Policy.

Changes may be made to reflect:

• Changes in our services;

• Changes in technology;

• Changes in applicable law;

• Changes in regulatory requirements;

• Changes in our privacy practices;

• Changes in third-party service providers.

The updated Privacy Policy will be posted on this website with a revised “Last Updated” date.

Where legally required, Koa Mind will provide additional notice of material changes.

35. CONTACT US

If you have questions about this Privacy Policy or Koa Mind's privacy practices, please contact:

Koa Mind, PLLC
Website: koa-mind.com
Email: info@koa-mind.com

Privacy-related requests should include enough information for Koa Mind to identify the nature of the request.

For security reasons, Koa Mind may require verification of identity before releasing or modifying information.

36. PRIVACY COMPLAINTS

If you believe your privacy rights have been violated, you may contact Koa Mind using the contact information above.

You may also have the right to submit a complaint to the U.S. Department of Health and Human Services, Office for Civil Rights.

Koa Mind will not retaliate against you for filing a privacy complaint.

37. IMPORTANT DISCLAIMER

This Privacy Policy is intended to describe Koa Mind's general privacy practices.

It does not create a contractual right to any particular privacy practice, security measure, technology, retention period, or service.

Koa Mind's obligations concerning protected health information are governed by applicable federal and state law, including HIPAA where applicable, and by Koa Mind's separate Notice of Privacy Practices.

If any provision of this Privacy Policy is determined to be invalid or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.

Last Updated: October 2026