HIPAA & Privacy Act

One Life Counseling

Notice of Privacy Practices

Effective Date: February 16, 2026

THIS NOTICE DESCRIBES HOW MEDICAL AND MENTAL HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.

I. Our Pledge Regarding Your Health Information

At One Life Counseling Center (“One Life”), we understand that information about your physical and mental health is personal and confidential. We are committed to protecting your Protected Health Information (“PHI”).

We create and maintain records of the care and services you receive to:

  • Provide you with quality treatment

  • Obtain payment for services

  • Comply with legal and regulatory requirements

This Notice applies to all records of your care generated by One Life.

We are required by law to:

  • Maintain the privacy of PHI that identifies you

  • Provide you with this Notice of our legal duties and privacy practices

  • Follow the terms of the Notice currently in effect

  • Notify you in the event of a breach of unsecured PHI

We reserve the right to change the terms of this Notice at any time. Any changes will apply to all information we maintain about you. The current Notice will always be available on our website and upon request.

II. How We May Use and Disclose Your Health Information

Federal privacy regulations permit health care providers with a direct treatment relationship to use and disclose PHI without written authorization for treatment, payment, and health care operations.

A. For Treatment

We may use and disclose your PHI to provide, coordinate, or manage your care. This includes:

  • Consultation between clinicians

  • Referrals to other health care providers

  • Coordination with psychiatrists, primary care physicians, or other professionals

  • Case consultation or clinical supervision

For treatment purposes, disclosures are not limited to the “minimum necessary” standard because providers require complete information to deliver appropriate care.

B. For Payment

We may use and disclose PHI to obtain payment for services, including:

  • Submitting claims to your insurance provider

  • Verifying coverage and eligibility

  • Obtaining prior authorization

  • Responding to audits or utilization reviews

If you pay out-of-pocket in full for a service, you may request that we not disclose information about that service to your health plan. We are required to comply with such requests when applicable by law.

C. For Health Care Operations

We may use PHI for operational purposes necessary to run our practice, including:

  • Quality improvement activities

  • Licensing and accreditation

  • Training and supervision of clinicians

  • Compliance reviews and audits

  • Business planning and administrative functions

We may also contact you for appointment reminders or to inform you about treatment alternatives or other services that may benefit you.

D. Lawsuits and Legal Proceedings

If you are involved in a legal proceeding, we may disclose PHI in response to:

  • A court order

  • An administrative order

  • A subpoena or lawful process

When possible, we will attempt to notify you or seek a protective order before releasing information.

III. Uses and Disclosures That Require Your Written Authorization

Certain uses and disclosures require your written authorization.

1. Psychotherapy Notes

We maintain psychotherapy notes as defined under 45 CFR §164.501. These notes receive special protection.

We will not use or disclose psychotherapy notes without your written authorization except:

  • For our own treatment use

  • For training or supervision of mental health professionals

  • To defend ourselves in legal proceedings initiated by you

  • When required by law

  • For health oversight investigations

  • To avert a serious threat to health or safety

  • As required by a coroner or medical examiner

  • As required by the Secretary of Health and Human Services for HIPAA compliance investigations

2. Marketing

We do not use or disclose your PHI for marketing purposes.

3. Sale of PHI

We do not sell your PHI.

IV. Uses and Disclosures That Do Not Require Authorization

Subject to legal limitations, we may use or disclose PHI without your authorization for the following:

  1. When required by federal or state law

  2. Public health activities (including reporting suspected abuse or neglect)

  3. To prevent or reduce a serious threat to health or safety

  4. Health oversight activities

  5. Judicial and administrative proceedings

  6. Law enforcement purposes

  7. Coroners and medical examiners

  8. Research (under approved protocols)

  9. Specialized government functions (e.g., military, national security)

  10. Workers’ compensation claims

  11. Appointment reminders and health-related communications

V. Disclosures Where You Have the Opportunity to Object

We may disclose relevant PHI to a family member, friend, or other person involved in your care or payment for care unless you object.

In emergency situations, we may use professional judgment to determine whether disclosure is in your best interest.

VI. Additional Protections for Substance Use Treatment Records

If you receive services related to substance use treatment, federal law (42 CFR Part 2) may provide additional confidentiality protections. Such records generally may not be disclosed without your written authorization except under limited circumstances, such as medical emergencies or court orders.

VII. Your Rights Regarding Your PHI

You have the following rights:

1. Right to Request Restrictions

You may request limits on how we use or disclose your PHI. We are not required to agree to all requests.

2. Right to Restrict Disclosures to Health Plans

If you pay out-of-pocket in full for a service, you may request that we not disclose information about that service to your health plan.

3. Right to Confidential Communications

You may request that we contact you in a specific way or at a specific location. We will accommodate reasonable requests.

4. Right to Access and Copies

You have the right to inspect and obtain a paper or electronic copy of your PHI (excluding psychotherapy notes).
We will respond within 30 days of receiving your written request.

5. Right to an Accounting of Disclosures

You may request a list of disclosures made in the past six years, excluding disclosures for treatment, payment, and operations.

6. Right to Amend

You may request corrections to your PHI. We will respond in writing within 60 days.

7. Right to a Copy of This Notice

You may request a paper or electronic copy of this Notice at any time.

8. Right to Breach Notification

If a breach of unsecured PHI occurs, we will notify you as required by law.

VIII. Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

Compliance Officer
One Life Counseling
1303 San Carlos Ave., San Carlos, CA, 94070
650-394-5155
compliance@onelifecounselingservices.com

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights.

We will not retaliate against you for filing a complaint.

IX. Changes to This Notice

We reserve the right to revise this Notice. Any revised Notice will apply to all PHI we maintain and will be posted on our website with an updated effective date. Date: February 15, 2026

This Notice describes how medical and mental health information about you may be used and disclosed, and how you can access this information. Please review it carefully.

If you have questions about this Notice or your privacy rights, please contact:

One Life Counseling, Compliance
1303 Laurel St, San Carlos, CA 94070
650-394-5155
compliance@onelifecounselingservices.com