Your privacy matters to us. Clarity Mind & Metabolic Clinic is committed to protecting the privacy and confidentiality of your personal and health information. This policy explains what information we collect, how we use it, and your rights regarding that information. As a healthcare provider, we are also bound by the federal Health Insurance Portability and Accountability Act (HIPAA), which provides additional protections for your medical information.
1. Who We Are
Clarity Mind & Metabolic Clinic is a psychiatric and metabolic wellness practice operated by Amanveer Kaila, MSN, ARNP, PMHNP-BC, located at 14405 SE 36th St, Suite 300, Bellevue, WA 98006. We provide psychiatric care and metabolic health services to patients in Washington State, including telehealth services.
For questions about this policy or your privacy rights, contact us at claritymindmetabolic.com.
2. Information We Collect
Information you provide directly
- Name, date of birth, address, phone number, and email address
- Health insurance information and billing details
- Medical history, symptoms, medications, and treatment information
- Information submitted through our website contact form
- Communications you send to us by email, phone, or message
Information collected automatically
- Browser type, IP address, and device information when you visit our website
- Pages visited, time spent on pages, and referring website
- Cookies and similar tracking technologies (see Section 7)
Information from third parties
- Referral information from other healthcare providers
- Insurance eligibility and claims information from your insurer
- Scheduling information from Mindful Therapy Group, our scheduling partner
3. How We Use Your Information
We use the information we collect for the following purposes:
- To provide healthcare services — diagnosing, treating, and managing your health conditions
- To communicate with you — appointment reminders, follow-up care, and responses to your inquiries
- For billing and payment — processing insurance claims and collecting payment for services
- For healthcare operations — quality improvement, staff training, and practice management
- To comply with legal obligations — reporting requirements, public health mandates, and court orders
- To improve our website — understanding how visitors use our site so we can improve the experience
We do not sell your personal information to third parties. We do not use your health information for marketing purposes without your explicit written authorization.
4. HIPAA & Protected Health Information
As a covered healthcare provider, we are required to comply with HIPAA. Your Protected Health Information (PHI) — which includes any information that identifies you and relates to your health, treatment, or payment — is subject to strict legal protections.
Permitted uses and disclosures of your PHI
- Treatment — Sharing information with other providers involved in your care
- Payment — Submitting claims to your insurance company
- Healthcare operations — Internal administrative and quality improvement activities
- As required by law — Mandatory reporting, public health activities, legal proceedings
Uses requiring your authorization
We will obtain your written authorization before using or disclosing your PHI for purposes other than those listed above, including most marketing activities, psychotherapy notes (where applicable), and disclosures to employers.
You have the right to revoke an authorization at any time, in writing. You can request a full copy of our HIPAA Notice of Privacy Practices at any time by contacting us.
5. Your Rights
You have the following rights regarding your personal and health information:
- Access — Request a copy of your health records and information we hold about you
- Amendment — Request corrections to inaccurate or incomplete information
- Accounting of Disclosures — Request a list of certain disclosures we have made of your PHI
- Restrictions — Request restrictions on how we use or disclose your information (we may not always be able to agree)
- Confidential Communications — Request that we contact you in a specific way or at a specific location
- Opt-out of marketing — Opt out of any marketing communications at any time
To exercise any of these rights, please contact us using the information at the bottom of this page. We will respond within 30 days.
6. How We Protect Your Information
We take the security of your information seriously and implement appropriate technical, administrative, and physical safeguards to protect it, including:
- Encrypted transmission of electronic health information (SSL/TLS)
- Secure, HIPAA-compliant electronic health record systems
- Limited access to patient information on a need-to-know basis
- Staff training on privacy and security obligations
- Regular review and updating of our security practices
No method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your PHI, we will notify you as required by HIPAA.
7. Cookies & Website Analytics
Our website uses cookies — small text files stored on your device — to improve your browsing experience. We use:
- Essential cookies — Required for the website to function properly
- Analytics cookies — Help us understand how visitors use our site (e.g., pages visited, time on site). This data is aggregated and not linked to your health information.
You can control cookies through your browser settings. Disabling cookies may affect some functionality of our website. We do not use cookies to collect PHI or link your website activity to your health records.
8. Third-Party Services
We work with a limited number of trusted third-party service providers to operate our practice and website:
- Mindful Therapy Group — Our scheduling and appointment platform. Their privacy practices are governed by their own policy.
- Formspree — Processes contact form submissions from our website. Messages submitted through our contact form are transmitted through Formspree's secure servers.
- Google Fonts — Delivers web fonts for our website. Google may collect limited technical data as fonts load.
We do not share your PHI with these services except as necessary to provide our services to you and as permitted by HIPAA.
9. Children's Privacy
Our website is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13 through our website. If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will promptly delete it.
If you are a minor seeking healthcare services, a parent or legal guardian must provide consent and may be involved in your care in accordance with Washington State law.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.
Continued use of our website or services after a policy update constitutes your acceptance of the revised policy.
11. Filing a Complaint
If you believe your privacy rights have been violated, you have the right to file a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.