Privacy Policy & HIPAA Notice of Privacy Practices
Effective Date: 9/2/2025
Last Updated: 9/2/2025
Refine Weight and Wellness is committed to protecting the privacy of your health and personal information. This Privacy Policy and HIPAA Notice explains how we may use and disclose your Protected Health Information (“PHI”) and your rights regarding that information, in accordance with the Health Insurance Portability and Accountability Act (HIPAA).
1. Information We Collect
We may collect:
Personal Information: Name, address, phone number, email, date of birth, billing/insurance details.
Health Information (PHI): Medical history, diagnoses, medications, treatment plans, progress notes, lab results, and other wellness-related data.
Payment Information: Credit card details, insurance claims, billing history.
Website/Technical Information: IP address, device information, and usage data if you interact with our website.
2. How We Use Your Information
We may use your PHI to:
Provide and manage your healthcare, treatment, and wellness services.
Communicate with you about appointments, care instructions, or test results.
Process billing, insurance claims, and payments.
Conduct clinic operations such as quality assessment, staff training, and customer service improvement.
Comply with legal, regulatory, and reporting obligations.
Contact you with service updates, new programs, or wellness information (with your consent).
3. How We May Share Your Information
We do not sell your PHI. We may share information:
For Treatment: With other providers involved in your care.
For Payment: With insurance companies, billing vendors, or collection agencies as needed.
For Healthcare Operations: With staff or contractors under confidentiality agreements.
As Required by Law: With public health authorities, regulators, or in response to court orders.
To Prevent Harm: When necessary to protect your health or safety, or that of others.
4. Your HIPAA Rights
Under HIPAA, you have the right to:
Access: Request a copy of your health records.
Amend: Ask us to correct information you believe is inaccurate.
Restrict: Request limits on how we use or share your PHI (though we may not be able to honor all requests).
Confidential Communications: Request that we contact you in a specific way (e.g., only by mail).
Accounting of Disclosures: Request a list of certain disclosures we have made of your PHI.
File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health & Human Services (HHS). We will not retaliate against you for filing a complaint.
5. Data Security
We use administrative, technical, and physical safeguards to protect your PHI against unauthorized access, use, or disclosure. While we follow HIPAA requirements, no system is 100% secure.
6. Retention of Information
We retain health records and personal data in compliance with state and federal laws. Records are kept for the required period before secure disposal.
7. Changes to This Policy
We may update this Policy and HIPAA Notice at any time. The revised version will be effective as of the “Last Updated” date above.
8. Contact Us
If you have questions or wish to exercise your privacy rights, please contact us:
Refine Weight and Wellness
5346 Stadium Trace Pkwy, Suite 212
Hoover, AL 35244
If you believe your rights have been violated, you may also file a complaint directly with:
Office for Civil Rights (OCR), U.S. Department of Health & Human Services
Website: https://www.hhs.gov/ocr
Phone: 1-800-368-101
