Privacy Policy

Effective date: June 13, 2026

This Privacy Policy describes how medical information about you may be used and disclosed, and how you can get access to that information. ThawMinds Mental Health Services is required by federal and Washington State law to keep your protected health information private, to give you notice of our legal duties and privacy practices, and to follow the policy currently in effect. Please review it carefully.

1. Who this policy applies to

ThawMinds Mental Health Services is committed to protecting the privacy of your health information. We are required by law to keep your protected health information (PHI) private, to give you this policy, and to follow its terms.

"Protected health information" means information about you, including demographic details, that can reasonably identify you and that relates to your past, present, or future mental or physical health, the care we provide, or payment for that care.

This policy applies to all care and records created by ThawMinds Mental Health Services, our employees, clinicians, students, trainees, volunteers, and contractors, and to the business associates who handle information on our behalf under written agreements.

2. How we use and disclose your health information

We may use and share your health information without a separate authorization for the following routine purposes.

For treatment

We use your information to provide, coordinate, and manage your care. For example, your therapist may discuss your treatment plan with your prescriber, or we may coordinate with another provider you are seeing. Some treatment information is shared only with your written authorization or under the additional rules described in Section 3.

For payment

We may use and disclose your information to bill and collect payment for services. For example, we may confirm coverage with your health plan, obtain prior authorization, or submit claims. We disclose only the minimum information necessary for these purposes.

For health care operations

We may use your information to run our practice. This includes quality review, training, licensing and accreditation, care coordination, business management, and scheduling. We may also contact you with appointment reminders and with information about treatment alternatives or other health-related services we offer.

People involved in your care

Unless you object, we may share information directly relevant to a family member, friend, or other person you involve in your care or payment. For mental health information, we follow the stricter Washington rules in Section 3, which generally require your designation or authorization before we share with family.

3. Extra protection for sensitive records

Some categories of information receive heightened protection under Washington and federal law, beyond ordinary HIPAA rules. Where state law is more protective than HIPAA, the more protective law applies.

Mental health treatment records (RCW 70.02.220–.260, RCW 71.05)

Washington law gives mental health records special confidentiality. With limited exceptions set by statute, such as a serious safety threat, court order, or coordination of your care among treating providers, we will not disclose the fact that you are or have been our client, or the contents of your mental health record, without your written authorization.

Psychotherapy notes (HIPAA)

Psychotherapy notes are a therapist's private notes kept separate from the rest of your record, and they receive special protection. With very narrow exceptions, we will not use or disclose them without your specific written authorization.

Substance use disorder records (42 CFR Part 2)

If we provide substance use disorder treatment as part of your care, those records are protected by federal law (42 CFR Part 2). We generally may not disclose them, or even acknowledge that you receive such treatment, without your written consent. These records may not be used in most legal proceedings against you without your consent or a special court order. You may revoke a consent, and you have a right to an accounting of certain disclosures, including disclosures made for treatment, payment, and operations.

HIV/AIDS and sexually transmitted infection information (RCW 70.02.220, .300)

Information about HIV/AIDS and other sexually transmitted infections has additional protection. When we are permitted to disclose it, we include a statement, required by Washington law, prohibiting the recipient from re-disclosing it without your authorization.

Minors and adolescents (RCW 70.02.265, RCW 71.34)

In Washington, an adolescent age 13 or older who consents to their own mental health treatment generally controls the privacy of those records. We will not release that information to a parent without the adolescent's agreement unless the law allows or requires it, for example an imminent safety threat. Different rules may apply depending on the service and the minor's age.

4. Uses and disclosures that require your written authorization

Other than the situations described in this policy, we will use or share your information only with your written authorization. This always includes:

• Most uses and disclosures of psychotherapy notes;
• Uses and disclosures for marketing purposes;
• Any sale of your protected health information; and
• Most disclosures of substance use disorder records protected under 42 CFR Part 2.

You may revoke an authorization in writing at any time. Revoking it stops future uses and disclosures, but does not undo actions we already took in reliance on it.

5. Uses and disclosures permitted or required without your authorization

Subject to the stricter rules in Section 3, the law lets or requires us to use or share your information without authorization in certain situations, including:

• When required by law. This includes federal, state, and local reporting requirements.
• To prevent a serious threat to health or safety. We may disclose information to lessen a serious and imminent threat to you or others, consistent with Washington's duty-to-warn and duty-to-protect law (RCW 71.05).
• Reporting abuse or neglect. We are mandated reporters of suspected abuse, neglect, or abandonment of children (RCW 26.44) and of vulnerable adults (RCW 74.34).
• Public health activities. Such as preventing disease, reporting reactions to medications, or notifying authorities of certain conditions.
• Health oversight. To agencies that oversee the health care system, such as for licensing, audits, or investigations.
• Judicial and administrative proceedings. In response to a court order, or to a subpoena or discovery request where the legal conditions are met.
• Law enforcement. In limited circumstances defined by law, such as a valid court order or certain reportable injuries.
• Coroners, medical examiners, and funeral directors. As needed to carry out their duties.
• Organ and tissue donation. To organizations that handle donation and transplantation, if applicable.
• Research. When an oversight board has approved the research and protections for your information.
• Workers' compensation. As authorized by Washington law for work-related injuries or illness.
• Specialized government functions. Such as military, national security, or protective services, and to correctional institutions where applicable.

6. Your rights regarding your health information

You have the following rights. To exercise any of them, contact our Privacy Officer (Section 10). We may ask you to make the request in writing.

• Get a copy of your records. You may inspect and request a copy of your health information, usually within the time limits set by law. We may charge a reasonable, cost-based fee. In limited cases we may deny access, and some denials are reviewable.
• Ask us to correct your records. You may request an amendment if you believe information is incorrect or incomplete. We may deny the request in certain cases and will tell you why in writing.
• Request confidential communications. You may ask us to contact you a specific way (for example, only by mail) or at a specific address. We will accommodate reasonable requests.
• Ask us to limit what we use or share. You may request restrictions on certain uses and disclosures. We are not always required to agree, but if you pay in full out of pocket for a service, you may direct us not to share that information with your health plan for payment or operations.
• Get a list of disclosures. You may request an accounting of certain disclosures we made of your information.
• Get a paper copy of this policy. You may ask for a paper copy at any time, even if you agreed to receive it electronically.
• Be notified of a breach. We will notify you if a breach occurs that compromises the privacy or security of your information.
• Choose someone to act for you. A person with legal authority, such as a guardian or holder of a health care power of attorney, may exercise these rights on your behalf.
• Revoke an authorization. You may revoke a written authorization at any time, as described in Section 4.

7. Our responsibilities

• We are required by law to maintain the privacy and security of your protected health information.
• We will let you know promptly if a breach occurs that may have compromised your information.
• We must follow the duties and privacy practices described in this policy and give you a copy of it.
• We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time, in writing.

8. Changes to this policy

We reserve the right to change this policy and to make the revised policy apply to information we already have as well as information we receive in the future. The current policy will be posted at thawminds.org and available in our offices, with the effective date shown at the top.

9. Complaints

If you believe your privacy rights have been violated, you may file a complaint with us using the contact information below, or with the federal government. We will not retaliate against you for filing a complaint.

You may complain to the U.S. Department of Health and Human Services, Office for Civil Rights:

10. Questions and contact

If you have questions about this policy or want to exercise any of your rights, please contact our Privacy Officer:

A note on website data: Information you submit through this website that is not part of your treatment record, such as analytics or contact-form data, may be governed by Washington's My Health My Data Act rather than HIPAA, which may require a separate Consumer Health Data Privacy Policy.

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