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Privacy Policy

General

ScienceWorks Behavioral Healthcare, LLC (ScienceWorks, or SW) is committed to maintaining your trust, values your privacy and recognizes the sensitivity of your personal information. We work toward protecting the privacy of users of our website. We have carefully crafted this Privacy Policy to address concerns you might have, and to assure you that if you give us personal information, we will treat it carefully and appropriately. This Privacy Policy applies to the website available at www.scienceworkshealth.com and the mobile applications and websites where this Privacy Policy is posted (collectively, the “Sites”). This Privacy Policy does not pertain to information that is collected offline. BY USING THE SITES, YOU CONSENT TO THE TERMS AND CONDITIONS OF THIS PRIVACY POLICY AND TO OUR PROCESSING OF PERSONAL INFORMATION FOR THE PURPOSES STATED BELOW. IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS OF THIS PRIVACY POLICY, PLEASE DO NOT USE THE SITES.

Basic Confidentiality

Where personal information is required to use or interact with the Sites, it is our policy that this information – such as your name, postal or email address, or telephone number is private and confidential. The personal information you provide to SW is stored in a secure location, accessible only by appropriate staff, and is used for the purposes set forth in this policy, such as to reply to a question or to send requested materials.

Information Collected

We collect two types of information from visitors to the Sites: (1) Personal information; and (2) Non-Personal information, such as your IP address or cookies.

1. Personal information

"Personal information" is information that identifies you personally, such as your name, postal address, telephone number, or email address. The SW collects and stores the personal information that you have provided to us. Here are some examples of manners in which we may collect your personal information on the Sites:

  •     We will collect your first and last name, email address, and postal address when you become a member and sign up to receive information from the SW;

  •     We may collect your email address if you contact us with a question;

  •     We may collect your first and last name, postal address and billing information if you make a purchase through our Sites; and

  •     We may collect your device ID number when you interact with the Sites using a mobile device.

The above list provides an example of the personal information that may be collected from you on the Sites. If you do not want the SW to collect your personal information, please do not provide it to us.

2. Non-Personal information

“Non-Personal information” can be technical information or it can be demographic information, such as your age, gender, ZIP code or other geolocation data, or interests. Non-personal information does NOT identify you personally. Here are some examples of the non-personal information that is collected via the Sites and a description of how this information is used:

  •  Internet Protocol (IP) address — Your IP address is a number that lets computers attached to the Internet know where to send you data — such as the webpages you view. We use this information to deliver our webpages to you upon request, to tailor our Sites to the interests of our users and to measure traffic within our Sites.

  • Cookies — SW websites use "cookies" to improve functionality and usability. We use this information for planning, tracking and to improve the technical functions of our sites and products. By using our products and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

About Cookies

Cookies are text files sent by Web servers to Web browsers and are stored on the user’s computer or mobile device. If the browser is loading a page and the server requests the information stored in the cookie, the cookie is sent back to the server.

Cookies contain data about the user’s activities on the website, and can be used by Web servers to identify and track users as they navigate different pages on a website, and to identify users returning to a website.

Cookies may be either "persistent" or "session" cookies. A persistent cookie will remain valid until its set expiration date (unless deleted by the user). A session cookie will expire at the end of the user session, when the Web browser is closed.

How ScienceWorks uses Cookies

Cookies do not contain any information that personally identifies the user, but information that we store about the user may be linked by us to the information stored in and obtained from cookies.

SW websites use the information we obtain from people’s use of our website through cookies for the following purposes:

  • To recognize the user’s computer when the user visits the website.

  • To track some user actions during website navigation.

  • To improve the website’s usability.

  • To analyze the use of the website.

  • To administer the website.

Blocking Cookies

Most browsers allow users to refuse to accept cookies.

  • In Internet Explorer, you can refuse all cookies by clicking "Tools," "Internet Options," "Privacy," and selecting "Block all cookies" using the sliding selector.

  • In Firefox, you can block all cookies by clicking "Tools," "Options," and un-checking "Accept cookies from sites" in the "Privacy" box.

  • In Google Chrome, you can adjust your cookie permissions by clicking "Options," "Under the hood" and Content Settings in the "Privacy" section. Click on the Cookies tab in the Content Settings.

  • In Safari, you can block cookies by clicking “Preferences,” selecting the “Privacy” tab and “Block cookies.”

Blocking all cookies will, however, have a negative impact upon the usability of many websites. If you block cookies, you may not be able to log on, access content or use search functions, for example.

Deleting Cookies

Users can also delete cookies already stored on their computers:

  • In Internet Explorer, you must manually delete cookie files.

  • In Firefox, you can delete cookies by first ensuring that cookies are to be deleted when you "clear private data" (this setting can be changed by clicking "Tools," "Options" and "Settings" in the "Private Data" box) and then clicking "Clear private data" in the "Tools" menu.

  • In Google Chrome, you can adjust your cookie permissions by clicking "Options," "Under the hood," and Content Settings in the "Privacy" section. Click on the Cookies tab in the Content Settings.

  • In Safari, you can delete cookies by clicking “Preferences,” selecting the "Privacy" tab and selecting "Remove All Website Data."

Doing this may have a negative impact on the usability of many websites.

  • Web Beacons (also known as "clear gifs," "Web bugs" or "pixel tags") —"Web Beacons" are tiny graphics with a unique identifier, similar in function to cookies, and are used to allow us to count users who have visited certain pages of the Sites and to help determine the effectiveness of promotional or advertising campaigns. When used in HTML-formatted email messages, Web beacons can tell the sender whether and when the email has been opened. In contrast to cookies, which are stored on a user's computer hard drive, Web beacons are embedded invisibly on Web pages.

  • Demographic Information — "Demographic Information" may be your gender, age, ZIP code or geolocation data, and/or interests, which you voluntarily provide to us on the Sites. We use this information to provide you with personalized services and to analyze trends to ensure the information provided by the Sites meets your needs.

Please note that we also consider aggregated information, which is not personally identifiable, to be non-personal information. The above list provides an example of the non-personal information that is collected via the Sites.

Use of Information Collected via the Sites

1. Personal information

We use your personal information that is collected on the Sites primarily for the following purposes:

  • To deliver services, such as educational programs, information or newsletters you request;

  • To alert you to special offers, updated information and other new services from SW;

  • To process your order and, if necessary, to contact you regarding the status of your order;

  • To fulfill the terms of a promotion;

  • To ensure the Sites are relevant to your needs;

  • To help us create and publish content most relevant to you;

  • To contact you regarding additional services and features;

  • To request your feedback about your experience with SW;

  • To notify you about a material change to this Privacy Policy, if necessary; and

  • To allow you access to limited-entry areas of the Sites.

2. Non-Personal information

Non-personal information is used as described above and in other was as permitted by applicable laws, including combining non-personal information with personal information.

Release of Information to Third Parties

The SW member and affiliate directories are available only to members and affiliates of SW. Personal information collected as a function of the SW Sites will not be released to third parties except to further the purpose for which you provided and in the following instances:

  • To fulfill a service to you. For example, if you choose to download information through the Sites, we may share your personal information in order to provide the information to you. In addition, if you email us a question, we may use your email address to process your request and respond to your question. 

  • To unaffiliated third-party service providers, agents or independent contractors who help us maintain our Sites and provide other administrative services to us (including, but not limited to, order processing and fulfillment, providing customer service, maintaining and analyzing data, sending customer communications on SW's behalf). We seek to ensure that these unaffiliated third parties will not use the personal information for any other purpose than to provide the administrative services for which they are responsible. Because such unaffiliated third-party service providers that help us administer our Sites will have access to users' personal information, if you do not wish for our unaffiliated third-party service providers to have access to your information, please do not register or submit any personal information to us.

  • To complete your purchase. If you choose to make a purchase on the Sites, we may collect from you your credit card number, billing address and other information related to such purchase, and we may use such collected information in order to fulfill your purchase. We may also provide such information, or other personal information provided by you, to unaffiliated third parties as necessary to complete your purchase (for example, to process your credit card).

  • To comply with the law or in the good faith belief that such action is necessary in order to conform to the requirements of law or comply with legal process served on us, protect and defend our rights or property, including the rights and property of SW and its family of Sites or act in urgent circumstances to protect the personal safety of our end users.

  • To third parties as part of any corporate reorganization process including, but not limited to, mergers, acquisitions, and sales of all or substantially all of our assets.

  • To track and analyze non-identifying and aggregate usage and volume statistical information from our visitors and customers and provide such information to third parties.

  • To protect against potential fraud, we may verify with third parties the information collected from these Sites. In the course of such verification, we may receive personal information about you from such services. In particular, if you use a credit card or debit card to purchase services with us, we may use card authorization and fraud screening services to verify that your card information and address matches the information that you supplied to us, and that the card has not been reported as lost or stolen.

Except as described in this Privacy Policy or at the time we request the information, we do not otherwise use, share or otherwise disclose your personal information to any third parties.

Children Under 13

The Sites do not knowingly target children under the age of 13 and we do not collect personal information from any child under the age of 13. In the event we learn that such information has been provided to the Sites, we will delete or destroy it.

Opt-Out

We communicate with our members on a regular basis via email. For example, we may use your email address to confirm your request, to send you notice of payments, to send you information about changes to our products and services, and to send notices and other disclosures as required by law. Generally, members cannot opt-out of these communications, but they will be primarily informational in nature rather than promotional.

However, we provide you the opportunity to exercise an opt-out choice if you do not want to receive other types of communications from us, such as messages or updates from us regarding new services and products offered on the Sites or if you do not want us to share your personal information with third parties. For emails, you may opt-out by clicking on the "unsubscribe" link within the text of an email. We will process your unsubscribe as soon as possible, but please be aware that in some circumstances you may receive a few more messages until the unsubscribe is processed. If you have elected to receive notices to your mobile device via text message, you may opt-out by replying “STOP” to such mobile message. You may receive a confirmatory text message in response to your “STOP” request and you hereby consent to receipt of such confirmation.

Changes in our Privacy Policy

SW reserves the right to make changes to our Privacy Policy at any time and for any reason without prior notice. Any changes to our Privacy Policy will be posted on this page so that you are always aware of our policies. We may also contact you by email with changes. Additionally, we will updated the “last updated” date below.

Website Security

No data transmissions over the Internet can be guaranteed to be 100 percent secure. Consequently, we cannot ensure or warrant the security of any information you transmit to us and you understand that any information that you transfer to SW is done at your own risk. However, SW uses website security measures consistent with current best practices to protect its website, email and mailing lists. These measures include technical, procedural, monitoring and tracking steps intended to safeguard data from misuse, unauthorized access or disclosure, loss, alteration or destruction.

Credit card information is transmitted using secure socket layer (SSL) encryption. Member and purchaser information is a high priority and we use our own protective measures, as well as the capabilities of our software and hardware vendors.

We realize there can be incidents of misuse or unauthorized program incursions, as almost every website, service and user encounters. In those instances, our goals are to move quickly to isolate the problem, ensure or restore proper functionality and minimize any inconvenience to our users. As appropriate and necessary, SW will notify the relevant authorities of these incidents of misuse or unauthorized program incursions of the SW website.

Assignment

In the event that all or part of our assets are sold or acquired by another party, or in the event of a merger, you grant us the right to assign the personal and non-personal information collected via the Sites.

HIPAA Notice

Clinicians’ Policies and Practices to Protect the Privacy of Your Health Information

THIS NOTICE DESCRIBES HOW PSYCHOLOGICAL, MEDICAL, AND OTHER HEALTH-RELATED INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

 

I. Uses and Disclosures for Treatment, Payment, and Health Care Operations
 

ScienceWorks clinicians and their support staff may use or disclose your protected health information (PHI) , for treatment, payment, and health care operations purposes with your consent . To help clarify these terms, here are some definitions:

  • “ PHI” refers to information in your health record that could identify you.

  • “ Clinician ” refers to any mental health professional who provides clinical services. At SCIENCEWORKS this includes both psychiatry staff and psychotherapists/counselors.

  • “Treatment, Payment and Health Care Operations”

 

– Treatment is when your SCIENCEWORKS clinician provides, coordinates or manages your health care and other services related to your health care. An example of treatment would be when the clinician consults with another health care provider, such as your family physician or another mental health professional.

– Payment is when SCIENCEWORKS obtains reimbursement for your healthcare. An example of payment is when your clinician discloses your PHI to your health insurer to obtain reimbursement for your health care or to determine eligibility or coverage.

– Health Care Operations are activities that relate to the performance and operation of the SCIENCEWORKS office practices. Examples of health care operations are quality assessment and improvement activities, business-related matters such as audits and administrative services, and case management and care coordination.

  • “ Use ” applies only to activities within SCIENCEWORKS such as sharing, employing, applying, utilizing, examining, and analyzing information that identifies you.

  • “ Disclosure ” applies to activities outside of SCIENCEWORKS such as releasing, transferring, or providing access to information about you to other parties.

  • “ Consent ” means that you give prior permission. You give SCIENCEWORKS consent to handle your PHI as outlined in this Notice when you sign the Patient Acknowledgement form.

 

II. Uses and Disclosures Requiring Authorization
 

Your SCIENCEWORKS clinician may use or disclose PHI for purposes outside of treatment, payment, and health care operations when your appropriate authorization is obtained. An “ authorization” is written permission above and beyond the general consent that permits only specific disclosures. In instances when your clinician is asked for information for purposes outside of treatment, payment and health care operations, the clinician will obtain an authorization from you before releasing this information. The clinician will also need to obtain an authorization before releasing your psychotherapy notes. “Psychotherapy notes” are notes the clinician has made about conversations with you during a private, group, joint, or family counseling session, which have been kept separate from the rest of your medical record. These notes are given a greater degree of protection than PHI.

You may revoke all such authorizations (of PHI or psychotherapy notes) at any time, provided each revocation is in writing. You may not revoke an authorization to the extent that (1) the clinician has relied on that authorization; or (2) if the authorization was obtained as a condition of obtaining insurance coverage, and the law provides the insurer the right to contest the claim under the policy.

III. Uses and Disclosures with Neither Consent nor Authorization
 

Your SCIENCEWORKS clinician may use or disclose PHI without your consent or authorization in the following circumstances:

  • Child abuse: If the clinician has knowledge of any child who is suffering from or has sustained any wound, injury, or disability, or physical or mental condition of such a nature as to reasonably indicate that it has been caused by brutality, abuse, or neglect, the clinician is required by law to report such harm immediately to Tennessee Child Protective Services or to the judge having juvenile jurisdiction, or to the office of the sheriff or the chief law enforcement official of the municipality where the child resides. Also, if the clinician has reasonable cause to suspect that a child has been sexually abused, the clinician must report such information, regardless of whether the child has sustained any injury.

  • Adult and domestic abuse: If the clinician has reasonable cause to suspect that an adult who is vulnerable physically, mentally, or emotionally has suffered abuse, neglect, or exploitation, the clinician is required by law to report such information to the Tennessee Department of Human Services.

  • Health oversight: If a complaint is filed against the clinician with the Tennessee Board of Examiners in Psychology (or other appropriate state Board of Examiners), the Board has the authority to subpoena confidential mental health information from me relevant to that complaint.

  • Judicial or administrative proceedings: If you are involved in a court proceeding and a request is made for information about the professional services that an SCIENCEWORKS clinician has provided you and/or the records thereof, such information is privileged under state law, and the clinician must not release this information without your written authorization or a court order. This privilege does not apply when you are being evaluated for a third party or where the evaluation is court ordered. The SCIENCEWORKS clinician must inform you in advance if this is the case.

  • Serious threat to health or safety: If you communicate to your clinician an actual threat of bodily harm against a clearly identified victim, and the clinician has determined or reasonably should have determined that you have the apparent ability to commit such an act and are likely to carry out the threat unless prevented from doing so, the clinician is required to take reasonable care to predict, warn of, or take precautions to protect the identified victim from your violent behavior.

  • Workers' compensation : If you file a worker's compensation claim, and the clinician is seeing you for treatment relevant to that claim, the clinician must, upon request, furnish to your employer or insurer, and to you, a complete report as to the claimed injury, the effect upon you, the prescribed treatment, and estimate of duration of hospitalization, if any, and a statement of charges.

IV. Patient's Rights and Clinician’s Duties
 

Patient’s Rights:

  • Right to Request Restrictions You have the right to request restrictions on certain uses and disclosures of PHI about you. However, the SCIENCEWORKS clinician is not required to agree to a restriction that you request.

  • Right to Receive Confidential Communications by Alternative Means and at Alternative Locations – You have the right to request and receive confidential communications of PHI by alternative means and at alternative locations. (For example, you may not want a family member to know that you are seeing a clinician. Upon your request, your bills will be sent to another address.)

  • Right to Inspect and Copy – You have the right to inspect or obtain a copy (or both) of PHI in SCIENCEWORKS’s mental health and billing records used to make decisions about you for as long as the PHI is maintained in the record. On your request, the SCIENCEWORKS clinician will discuss with you the details of the request process.

  • Right to Amend – You have the right to request an amendment of PHI for as long as the PHI is maintained in the record. The clinician may deny your request. On your request, the clinician will discuss with you the details of the amendment process.

  • Right to an Accounting – You generally have the right to receive an accounting of disclosures of PHI regarding you. On your request, the clinician will discuss with you the details of the accounting process.

  • Right to a Paper Copy – You have the right to obtain a paper copy of the notice from SCIENCEWORKS upon request, even if you have agreed to receive the notice electronically.

Clinician’s Duties:

  • SCIENCEWORKS is required by law to maintain the privacy of PHI and to provide you with a notice of its legal duties and privacy practices with respect to PHI.

  • SCIENCEWORKS reserves the right to change the privacy policies and practices described in this notice. Unless SCIENCEWORKS notifies you of such changes, however, SCIENCEWORKS is required to abide by the terms currently in effect.

  • If SCIENCEWORKS revises its policies and procedures, SCIENCEWORKS will notify you by mail, phone, fax, or e-mail.

V. Questions and Complaints

If you have questions about this notice, disagree with a decision an SCIENCEWORKS clinician makes about access to your records, or have other concerns about your privacy rights, you may contact the SCIENCEWORKS via the contact section below.

Contacting ScienceWorks

Please use our Contact Page to alert us to any questions or concerns.

Effective Date: February 19, 2023

Last Updated: February 19, 2023

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