Privacy Policy

Notice of Privacy Practices

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

Our commitments to you

Before anything else, here is what we will never do with your information:

• We will never sell your health information. Not to advertisers, not to data brokers, not to anyone, for any amount of money.
• We will never use your health information to train artificial intelligence models. Not ours, not anyone else's — not even in de-identified form.
• We will never use information that identifies you for advertising or marketing.
• We will never use your information for any purpose unrelated to your care and the clinical work that supports it.
• Every company that touches your health information is legally bound to protect it under a HIPAA business associate agreement.
• You can always say no to having your sessions recorded, and saying no will never affect your care.

What we're responsible for

We are required by law to keep your protected health information ("PHI") private, to give you this Notice explaining our legal duties and privacy practices, and to follow the terms of the Notice currently in effect. We are also required to notify you if a breach of your unsecured PHI occurs.

We may change the terms of this Notice, and the changes will apply to all information we have about you. The updated Notice will be available on our website and on request.

How we may use and share your information

To treat you. We use your health information to provide your care, and we may share it with other health care providers who are treating you. Federal privacy rules let providers with a direct treatment relationship use and share health information for treatment without your written authorization. For example, if your clinician consults another licensed provider about your care, we may share your information to support that consultation.

Disclosures for treatment are not limited to the "minimum necessary" standard, because providers need access to the full record to deliver quality care.

To support clinical supervision and the development of our clinicians. Sol Health's clinicians include graduate therapist interns and pre-licensed associate clinicians who deliver care under the supervision of licensed clinicians. We use and share your health information — including session recordings and transcripts, where applicable — with your clinician's supervisor and with authorized Sol Health clinical staff for supervision, quality of care, and the training and professional development of our clinicians. This is central to how we deliver care and how we make it better.

To bill for your care. We use and share your information to bill and collect payment from health plans and other payers.

To run our practice. We use and share your information to operate our practice, review and improve quality of care, and support administrative, financial, and legal functions. We may share it with third-party business associates who perform services for us under written agreements requiring them to protect it.

Lawsuits and disputes. If you are involved in a lawsuit, we may disclose health information in response to a court or administrative order. We may also respond to a subpoena or other lawful process, but only if efforts have been made to notify you or to obtain an order protecting the information.

Session recording and transcription

To support accurate clinical documentation and the supervision and development of our clinicians, your sessions may be audio-recorded and transcribed using secure electronic tools and third-party service providers, all of whom are bound by HIPAA business associate agreements.

What is captured. Session audio, and a written transcript generated from it. We do not record video of your sessions.

Why. To help your clinician prepare accurate documentation of your care, and to support the clinical supervision and professional development of our clinicians.

Who can see it. Your clinician, their clinical supervisor, and authorized Sol Health personnel with a legitimate need to access it in connection with your care.

How long we keep it. Audio recordings and transcripts are kept for a limited period set at the organization level, currently 30 days,  after which they are permanently deleted and cannot be recovered. The clinical documentation your clinician prepares from them, your progress notes, becomes part of your clinical record and is retained in accordance with applicable law.

You can say no. Recording is optional. You may decline it at any time, for one session or for all of your sessions, by telling your clinician, or by turning recording off in your Sol Health client portal. Turning it off in your portal applies to your future sessions. Declining will not affect your access to care, the quality of your care, your relationship with your clinician, or your right to future treatment. You do not need to give a reason.

Uses that require your written authorization

Psychotherapy notes. We keep "psychotherapy notes" as defined in 45 CFR § 164.501. Using or sharing them requires your written authorization, unless the use is:

a. For our use in treating you. b. For our use in training or supervising mental health practitioners. c. For our use in defending against legal proceedings you bring. d. For the Secretary of Health and Human Services to investigate our HIPAA compliance. e. Required by law, and limited to what the law requires. f. Required for certain health oversight activities concerning the note's originator. g. Required by a coroner performing legally authorized duties. h. Required to help avert a serious threat to health or safety.

Marketing. We may use de-identified information, stripped of all identifiers in accordance with HIPAA, to measure outcomes and describe the impact of our work. We will never use information that identifies you for marketing without your written authorization.

Sale of your information. We will never sell your PHI.

Uses that don't require your authorization

Subject to limits in the law, we may use and share your PHI without your authorization:

• When required by state or federal law.
• For public health activities, including reporting suspected child, elder, or dependent adult abuse, or reducing a serious threat to anyone's health or safety.
• For health oversight activities, including audits and investigations.
• For judicial and administrative proceedings, though we prefer to obtain your authorization first.
• For law enforcement purposes.
• To coroners or medical examiners performing legally authorized duties.
• For research purposes, subject to the protections required by law.
• For specialized government functions, including military missions and the safety of people in correctional institutions.
• For workers' compensation purposes, to comply with workers' compensation laws.
• For appointment reminders, and to tell you about treatment alternatives or other services and benefits we offer.

Uses you have the opportunity to object to

Family, friends, and others. We may share your PHI with a family member, friend, or other person you identify as involved in your care or in paying for your care, unless you object in whole or in part. In emergencies, we may obtain your consent retroactively.

Your rights

Say no to session recording. You can decline recording of your sessions at any time, for one session or all of them, with no effect on your care.

Ask us to limit what we use or share. You can ask us not to use or share certain PHI for treatment, payment, or operations. We are not required to agree, except that we must agree if you pay for a service out-of-pocket in full and ask us not to share that information with your health plan for payment or operations purposes.

Get a copy of your record. Other than psychotherapy notes, you have the right to an electronic or paper copy of your medical record and other information we hold about you. We will provide it, or a summary if you agree to one, within 30 days of your written request, and may charge a reasonable, cost-based fee.

Choose how we contact you. You can ask us to contact you in a specific way or at a specific address, and we will agree to all reasonable requests.

Get a list of who we've shared with. You can request an accounting of disclosures, a list of times we shared your PHI outside of treatment, payment, and operations. We'll respond within 60 days. The list covers the last six years unless you ask for a shorter period. It's free once a year; additional requests may carry a reasonable, cost-based fee.

Correct your record. If you believe something in your PHI is wrong or missing, you can ask us to correct or add to it. We may say no, but we'll tell you why in writing within 60 days.

Be notified of a breach. You have the right to be notified if your unsecured PHI is breached.

Get a copy of this Notice. You can get a paper copy of this Notice at any time, even if you agreed to receive it by email.

Clients under 18

For clients under 18, the rights in this Notice, including the right to decline session recording, are generally exercised by a parent or legal guardian through Sol Health's guardian consent process, except where state law gives the minor client the independent right to consent to their own care, in which case those rights belong to the client.

State law

This Notice describes your rights under HIPAA, the federal floor for health information protection. The state where you receive services may give you additional or greater rights. Where state law is more protective than HIPAA, we follow state law.

Questions or complaints

Contact us at contact@solhealth.co. You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will never retaliate against you for filing a complaint.

Acknowledgement of receipt

Under HIPAA, you have certain rights regarding the use and disclosure of your protected health information. By checking the box below, you acknowledge that you have received a copy of this Notice of Privacy Practices.

Last updated: July 28, 2026

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