Effective Date: October 21, 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.
This Notice of Privacy Practices (this “Notice”) describes how the Practice, as an affiliated covered entity composed of multiple distinct medical groups including but not limited to Thea Technology, P.A., and other medical practices affiliated therewith now or in the future (each, a “Medical Group” and collectively, the “Practice”, “we”, “us” or “our”) may use and disclose your protected health information (“PHI”) to carry out treatment, payment, or business operations and for other purposes that are permitted or required by law. “Protected Health Information” is information about you, including demographic information, that may identify you and that relates to your past, present or future physical health or condition, treatment or payment for health care services. Capitalized terms used but not defined in this Notice shall have the meanings provided in the Terms of Use.
We are required by law to maintain the privacy of your health information in accordance with federal and state law. We protect your health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and its implementing regulations at 45 C.F.R. Parts 160, 162, and 164, and all other applicable laws.
We are required by law to: (1) maintain the privacy of your PHI; (2) provide you with a copy of this Notice; and (3) notify you if a breach occurs that may have compromised the privacy or security of your PHI.
We will abide by the terms of this Notice. We may change this Notice as permitted by law, and any changes will apply to all health information we maintain now or receive in the future. Each version will have an effective date on the first page, and the current Notice is available in the Thea app and on request from our Privacy Officer.
You have the right to file a complaint if you believe your privacy rights have been violated. If you would like to file a complaint about our privacy practices, you can do so by contacting our Privacy Officer using the contact information provided in the Contact Information section of this Notice. You can also file a complaint with the U.S. Department of Health and Human Services’ Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html. You will not be penalized or otherwise retaliated against for filing a complaint.
We may use and disclose your health information for treatment, payment, and health care operations without your written authorization, including to your treating providers, health plans, third-party payers, and those who help operate our practice. These uses and disclosures include the following:
Treatment. We may use and disclose health information about you in connection with your treatment, for example, to diagnose you, remind you about appointments, give you instructions prior to tests or surgery, or inform you about treatment alternatives or other health-related benefits or services. We may also disclose your health information to other providers, clinical personnel, or other health care facilities for treatment, care coordination or quality improvement activities.
Payment. We may use and disclose your health information to obtain payment for services we provide to you. For example, we may share information with your health insurer or Medicare/Medicaid to obtain reimbursement for your treatment.
Health Care Operations. We may use and disclose your health information for our health care operations, including quality improvement, training, licensing, accreditation, business planning, and certain administrative activities necessary to run our business.
We may disclose your information to third party “business associates” that perform various services on our behalf, such as transcription, billing, and collection services, and who agree to protect the privacy of your health information.
We may also use and disclose your health information in the minimum necessary amount without your written authorization in the circumstances described below, subject to the requirements of HIPAA and other applicable law:
Audits and Oversight. We may disclose your health information to entities who are legally permitted to perform audits of our facilities. Those entities are required to maintain the privacy of your information. We may also disclose your health information to health oversight agencies for activities such as audits, investigations, and inspections authorized by law.
Legal Proceedings and Court Orders. We may use and disclose your information to respond to lawsuits and legal actions, including in any civil, administrative, criminal, or legislative proceeding.
Reporting Crimes and Suspected Abuse.We may disclose a patient’s commission (or threatened commission) of a crime on our premises or against our personnel to a law enforcement agency or official. We are permitted to disclose information regarding the circumstances of such an incident, including the suspect’s name, address, last known whereabouts, and status as a patient in our program. We may also report incidents of suspected abuse and neglect to the appropriate state or local authorities.
Public Health Activities. We may use or disclose your health information for public health activities, including without limitation to prevent or control disease, injury, or disability; to report vital statistics; to notify persons who may have been exposed to a communicable disease or may be at risk for contracting or spreading a disease or condition; or to report adverse reactions to medications or help with product recalls.
Deceased Persons; Organ and Tissue Donation. We may disclose information relating to the cause of death of a patient under laws requiring the collection of death or other vital statistics or permitting inquiry into the cause of death. We may also disclose your health information to organizations that obtain organs or tissues for banking and/or transplantation.
Research. Under certain circumstances, we may disclose your health information to researchers who are conducting a specific research project. Your identifying information will never be published without your written authorization.
Workers’ Compensation.We may disclose your PHI as authorized by and to the extent necessary to comply with state workers’ compensation laws and other similar programs that provide benefits for work-related injuries or illnesses. Disclosure of your mental health records for these purposes may require your separate written consent.
Use or disclosure of your health information for any purpose other than those listed above requires your written authorization. Some examples include:
Marketing: We will not use or disclose your health information for marketing purposes without your written authorization except as otherwise permitted by law.
Sale of Your Health Information: We will not sell your health information without your written authorization except as otherwise permitted by law.
If you change your mind after authorizing a use or disclosure of your health information, you may withdraw your permission by revoking the authorization. However, your decision to revoke the authorization will not affect or undo any use or disclosure of your health information that occurred before you notified us of your decision, or any actions that we have taken based upon your authorization. To revoke an authorization, please contact our Privacy Officer using the contact information provided in the Contact Information section of this Notice.
You have the following rights regarding the health information we maintain about you. To exercise any of them, submit a written request to our Privacy Officer using the information provided in the Contact Information section below.
Right to Inspect and Copy. You have the right to inspect and receive a copy of your health information. We may charge a reasonable, cost-based fee as authorized by law. We may deny your request in limited circumstances. You may direct us in a signed writing to send the copy to a person or entity you identify.
Right to Request Confidential Communications. You have the right to request that we communicate your health information to you in a certain manner or at a certain location. For example, you may wish to receive information through a written letter sent to a private address. We will grant reasonable requests.
Right to Amend. You have the right to request that we amend or correct your health information you believe is incorrect or incomplete, for as long as the information is kept by or for us. Your request must be in writing and state the reason for it. Under certain circumstances we may deny your request. If your request is denied, we will provide you with the reason for our denial.
Right to an Accounting of Disclosures. You have the right to request an accounting of disclosures of your health information for a period of up to six years before the date of your request. Certain disclosures need not be included, including most disclosures made pursuant to your authorization. We provide one accounting per year free of charge; for additional accountings we may charge a reasonable, cost-based fee, and we will tell you the cost and let you withdraw or modify your request first.
Right to Request Restrictions.You can ask us not to use or share certain health information for treatment, payment, or our health care operations. We are not required to agree to your request, and we may say “no” if, for example, it could affect your care. If we agree to your request, we may still share this information in the event that you need emergency treatment. If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our health care operations with your health insurer. We will say “yes” unless a law requires us to share that information.
Right to Revoke Your Authorization. You may revoke your authorization for us to use and disclose your health information at any time by submitting a request in writing to our Privacy Officer using the contact information provided in the Contact Information section of this Notice.
Right to a Paper Copy of This Notice. You have the right to receive a paper copy of this Notice at any time, even if you previously agreed to receive this Notice electronically. A copy of this Notice can be obtained at any time from our website or by contacting us using the information provided in the Contact Information section below.
Right to Choose Someone to Act for You. If someone has authority to act as your personal representative, such as if someone has your medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will request evidence that such person has this authority and can act for you before we take any action.
For questions about this Notice or our privacy practices, or to exercise any right described above, contact our Privacy Officer:
Thea Technology, Inc.
Attn: Privacy Officer
147 W 26th St, New York, NY 10001, USA
support@hellothea.ai
Where applicable state law is more restrictive than HIPAA, we will follow the more restrictive requirement. You may have additional privacy rights under the law of the state where you reside or receive services. If you believe such a right applies to you, contact our Privacy Officer using the information in the Contact Information section above.