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Notice of Privacy Practices

HIPAA Privacy Policy.

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.

Notice of Privacy Practices for Protected Health Information (PHI) · Effective Date: July 6, 2026

This Notice of Privacy Practices ("Notice") describes how Trellis Vitality LLC ("we", "us", or "our") may use and disclose your Protected Health Information (PHI) to carry out treatment, payment, or healthcare operations and for other purposes that are permitted or required by law. This Notice also describes your rights regarding your PHI. We are required by law to maintain the privacy of your PHI, provide you with this Notice of our legal duties and privacy practices, and to abide by the terms of this Notice.

Our Duties

We are required by law to:

  • Maintain the privacy and security of your Protected Health Information;
  • Provide you with this Notice of our legal duties and privacy practices with respect to PHI;
  • Abide by the terms of the Notice currently in effect;
  • Notify you promptly if a breach occurs that may have compromised the privacy or security of your PHI (within 60 days of our discovery of the breach, in accordance with the HITECH Breach Notification Rule at 45 CFR §164.404).

We reserve the right to change the terms of this Notice, and the changes will apply to all PHI we already have about you as well as PHI we receive in the future. We will post any revised Notice on our website and update the effective date accordingly.

Uses and Disclosures of PHI

We may use and disclose your PHI for the following purposes:

  • Treatment. To provide, coordinate, or manage your healthcare and related services, including communication with other healthcare providers about your treatment and coordinating your care.
  • Payment. To obtain payment for healthcare services provided to you, including verifying coverage, billing and collection activities, and sharing PHI with other providers, insurers, or collection agencies.
  • Healthcare Operations. For quality assessment, improvement activities, case management, accreditation, licensing, credentialing, and conducting or arranging for medical reviews, audits, or legal services.
  • As Required by Law. When required to do so by federal, state, or local law.
  • Public Health and Safety. To prevent or control disease, injury, or disability; to report child abuse or neglect; to report reactions to medications or problems with products; and to notify persons who may have been exposed to a communicable disease or may be at risk of spreading a disease or condition.
  • Health Oversight Activities. To health oversight agencies for activities authorized by law, such as audits, investigations, inspections, and licensure.
  • Judicial and Administrative Proceedings. In response to a court or administrative order, subpoena, discovery request, or other lawful process.
  • Law Enforcement. For law enforcement purposes, such as to report certain types of wounds or injuries, or to comply with a court order, warrant, or other legal process.
  • Research. For research purposes when the research has been approved by an institutional review board and privacy protections are in place.
  • Organ and Tissue Donation. If you are an organ donor, to organizations that handle organ procurement, transplantation, or donation.
  • Workers' Compensation. For workers' compensation or similar programs that provide benefits for work-related injuries or illnesses.
  • Military and Veterans. If you are a member of the armed forces, as required by military authorities.
  • Inmates. If you are an inmate, to the correctional institution or law enforcement official having custody of you.

Uses and Disclosures That Require Your Written Authorization

Certain uses and disclosures of your PHI require your written authorization. In particular:

  • Marketing. Most uses and disclosures of PHI for marketing purposes require your written authorization. We will not use your PHI to send you marketing communications about products or services beyond your existing treatment relationship without your written authorization.
  • Sale of PHI. We will not sell your PHI to any third party without your written authorization.
  • Psychotherapy Notes. Most uses and disclosures of psychotherapy notes require your written authorization.
  • Other Uses. Any other use or disclosure of your PHI not described in this Notice or otherwise permitted by law will be made only with your written authorization.

Right to Revoke Authorization. If you give us an authorization to use or disclose your PHI, you may revoke that authorization at any time by submitting a written revocation to our Privacy Officer. Your revocation will apply to future uses and disclosures but will not apply to uses or disclosures we have already made in reliance on your authorization.

Your Rights Regarding PHI

You have the following rights with respect to your PHI:

  • Right to Inspect and Copy. You may inspect and copy your PHI that we maintain, with certain exceptions. Submit a written request to our Privacy Officer. We may charge a reasonable fee for copying, mailing, or supplies.
  • Right to Amend. You may request an amendment to your PHI if you believe it is incorrect or incomplete. We may deny the request if we believe the information is accurate and complete, or if we did not create it.
  • Right to an Accounting of Disclosures. You may request an accounting of disclosures of your PHI made in the past six years, except for disclosures for treatment, payment, or healthcare operations and certain other disclosures.
  • Right to Request Restrictions. You may request a restriction on our use or disclosure of your PHI for treatment, payment, or healthcare operations. We are not required to agree but will consider it.
  • Right to Restrict Disclosures to Health Plans (Paid-in-Full). If you pay out-of-pocket in full for a specific healthcare item or service, you have the right to request that we not disclose PHI related to that item or service to your health plan for payment or healthcare operations purposes. This right is granted by the HITECH Act (45 CFR §164.522(a)(1)(vi)). We are required to honor this request except when disclosure is required by law.
  • Right to Request Confidential Communications. You may request that we communicate with you about your PHI in a certain way or at a certain location.
  • Right to a Paper Copy of This Notice. You may receive a paper copy of this Notice even if you agreed to receive it electronically.
  • Right to be Notified of a Breach. You have the right to be notified in the event that we discover a breach of your PHI.

Transmission of PHI

We are committed to protecting the privacy of your PHI and will ensure that any electronic transmission of PHI complies with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule (45 CFR 164). This includes the use of Secure-Socket Layer (SSL) or equivalent technology for the transmission of PHI, as well as adherence to all applicable security standards for online transmissions of PHI.

Changes to This Notice

We reserve the right to change this Notice, and the revised Notice will be effective for PHI we already have about you as well as any information we receive in the future. We will post a copy of the current Notice in our office and on our website. The Notice will contain the effective date on the first page.

Complaints

If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer at the address below, or with the Secretary of the U.S. Department of Health and Human Services. To file a complaint with HHS, you may:

  • Write to: Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue SW, Washington, DC 20201
  • File online at: https://www.hhs.gov/ocr/complaints/
  • Call: 1-877-696-6775

You will not be retaliated against for filing a complaint.

Contact Information

To exercise any of your rights, or if you have questions about this Notice or our privacy practices, please contact our Privacy Officer at:

Trellis Vitality LLC
Attn: Privacy Officer
5900 Balcones Drive, Suite 100
Austin, TX 78731
privacy@trellisvitality.com

This Notice is provided in accordance with the Notice of Privacy Practices for Protected Health Information from the Department of Health and Human Services' Model and is applicable across all US states. Certain states may have additional privacy protections that apply to your PHI.

California Residents

  • Right to Access. In addition to the rights above, California residents may request access to their PHI in a readily usable electronic format, as well as any additional information required by California law.
  • Confidentiality of Medical Information Act (CMIA). California residents are protected by the CMIA, which provides additional privacy protections for medical information. We comply with CMIA in addition to HIPAA.
  • Marketing and Sale of PHI. California residents may request that their PHI not be used for marketing purposes or sold to third parties without their authorization.
  • Minor's Rights. If you are a minor (under 18), you may request that certain information related to sensitive services — such as reproductive health, mental health, or substance use disorder treatment — not be disclosed to your parent or guardian without your consent.

If you reside in a state other than California, please consult your state's specific privacy laws for information about additional rights you may have regarding your PHI, or contact our Privacy Officer.

State-Specific Provisions

In addition to the practices described above, we comply with applicable state-specific privacy laws related to PHI. The following are examples of states with additional protections:

  • New York. We comply with the New York State Confidentiality of Information Law, which provides additional protections for HIV-related information, mental health records, and genetic testing results. We obtain written consent before disclosing such information, even for treatment, payment, or healthcare operations.
  • Texas. We comply with the Texas Medical Privacy Act, which offers protections beyond HIPAA, including consent for certain disclosures, additional safeguards for electronic PHI, and specific requirements for the destruction of PHI, plus protections for mental health and substance use treatment records.
  • Florida. We comply with Florida's privacy laws, which offer additional protections for mental health records, HIV/AIDS-related information, and substance abuse treatment records, and implement specific security measures for electronic PHI.
  • Illinois. We comply with Illinois's privacy laws related to mental health records, HIV/AIDS-related information, and genetic testing results, and will notify patients of any unauthorized access to their electronic PHI.
  • Massachusetts. We comply with Massachusetts's privacy laws related to mental health records, HIV/AIDS-related information, and genetic testing results, and implement specific security measures for electronic PHI.
  • California. We comply with the Confidentiality of Medical Information Act (CMIA) and California's laws related to marketing, sale of PHI, and minors' rights.