LEGAL
Notice of Privacy Practices
Last Updated: September 13, 2026
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
Your Information. Your Rights. Our Responsibilities.
This notice applies to protected health information maintained by Collective Wellness at its Little Rock location and through services provided at its Cabot location. It explains your privacy rights, our legal duties, and how we may use and disclose your health information.
Your Rights
When it comes to your health information, you have certain rights. This section explains those rights and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
You may ask to see or receive an electronic or paper copy of your medical record and other health information we maintain about you. Contact us to learn how to submit your request. We generally will provide a copy or summary within 30 days. We may charge a reasonable, cost-based fee as permitted by law.
Ask us to correct your medical record
You may ask us to correct health information that you believe is incorrect or incomplete. We may deny the request in certain circumstances, but we will explain the reason in writing, generally within 60 days.
Request confidential communications
You may ask us to contact you in a particular way, such as only by cell phone, or to send mail to a different address. We will accommodate reasonable requests.
Ask us to limit what we use or share
You may ask us not to use or share certain information for treatment, payment, or health care operations. We are not required to agree to most requests, and we may deny a request if it could affect your care. If we agree, we may still disclose the information if it is needed for emergency treatment. If you pay for a service or health care item in full out of pocket, you may ask us not to share information about that service or item with your health plan for payment or health care operations. We will agree unless a law requires us to disclose it.
Get a list of certain disclosures
You may ask for an accounting of certain disclosures of your health information made during the six years before your request, including who received the information and why. The accounting will not include disclosures for treatment, payment, or health care operations and certain other disclosures excluded by law. We will provide one accounting in a 12-month period at no charge and may charge a reasonable, cost-based fee for additional requests.
Get a copy of this notice
You may ask for a paper copy at any time, even if you agreed to receive it electronically. We will provide one promptly.
Choose someone to act for you
If a person has legal authority to act for you, such as under a medical power of attorney or guardianship, that person may exercise your rights and make choices about your health information. We will verify the person's authority before acting on the person's request.
File a complaint if you believe your rights were violated
You may complain to Collective Wellness using the contact information at the end of this notice. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by mailing a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201; calling 1-877-696-6775; or visiting hhs.gov/hipaa/filing-a-complaint. We will not retaliate against you for filing a complaint.
Your Choices
For certain health information, you may tell us your preferences about what we share. Tell us what you want us to do, and we will follow your instructions when the law permits or requires us to do so. You have both the right and the choice to tell us whether to: — Share information with family members, close friends, or others involved in your care or payment for your care. — Share information in a disaster-relief situation. If you are unable to tell us your preference, such as when you are unconscious, we may share information when we believe it is in your best interest. We may also share information when needed to lessen a serious and imminent threat to health or safety. We will obtain your written authorization before: — Using or disclosing your information for most marketing purposes. — Selling your information. — Sharing most psychotherapy notes, if we maintain any. — Using your photographs, videos, testimonials, or treatment results for promotional purposes. You may revoke an authorization in writing at any time. Your revocation will apply going forward and will not affect actions already taken in reliance on the authorization. We do not conduct fundraising. If that changes, you will have the right to tell us not to contact you again.
How We Typically Use or Share Your Information
Treat you — We may use your health information and share it with physicians, nurse practitioners, nurses, laboratories, pharmacies, and other professionals involved in your care. For example, we may send an order to a laboratory or share relevant information with a specialist to coordinate treatment. Run our organization — We may use and share your information to operate our practice, improve the quality of care, train team members, conduct audits, manage our business, and contact you when necessary. Bill for your services — We may use and share your information to bill and obtain payment from you, a health plan, a financing provider you choose, or another responsible party. Communicate with you — We may contact you about appointments, follow-up care, treatment instructions, prescriptions or refills, test results, care coordination, services, and health-related benefits that may interest you. We will use the contact information and communication preferences you provide. Messages may include limited health information when reasonably necessary.
Other Uses and Disclosures Permitted or Required by Law
We may use or share your information in other ways permitted or required by law. We must meet applicable legal conditions before doing so. Help with public health and safety — We may disclose health information for activities such as preventing disease, reporting adverse reactions or product problems, assisting with product recalls, reporting suspected abuse, neglect, or domestic violence, and preventing or reducing a serious threat to health or safety. Research — We may use or share information for health research when the law's requirements are satisfied. Comply with the law — We will disclose information when federal or state law requires it, including to the U.S. Department of Health and Human Services if it requests information to determine whether we are complying with federal privacy law. Organ and tissue donation — We may share health information with organ-procurement organizations as permitted by law. Medical examiners and funeral directors — We may share information with a coroner, medical examiner, or funeral director when an individual dies. Workers' compensation, law enforcement, and government requests — We may use or disclose information for workers' compensation claims; lawful law-enforcement purposes; health-oversight activities; and special government functions such as military, national-security, and presidential-protective services. Lawsuits and legal proceedings — We may disclose information in response to a court or administrative order or, when legally permitted, in response to a subpoena or other lawful process.
Substance Use Disorder Records
To the extent we create, receive, or maintain substance use disorder patient records protected by 42 CFR Part 2, those records receive additional protection. We will not use or disclose Part 2 records in a civil, criminal, administrative, or legislative investigation or proceeding against you unless you provide specific written consent or the use or disclosure is authorized by a court order and subpoena as required by law. If Part 2 information would be used for fundraising, we would provide clear advance notice and an opportunity to opt out.
Our Responsibilities
We are required by law to maintain the privacy and security of your protected health information. We will notify you promptly if a breach occurs that may have compromised the privacy or security of your information. We must follow the duties and privacy practices described in the notice currently in effect and provide you with a copy upon request. We will not use or disclose your information other than as described here unless you authorize us in writing. You may revoke that authorization in writing at any time, with the revocation applying going forward. If Arkansas or another applicable law gives certain health information greater protection than federal law, we will follow the more protective law.
Changes to This Notice
We may change this notice and make the revised terms effective for all health information we already maintain and information we receive in the future. The current notice will be available upon request, posted at our primary office, and posted on our website with its effective date.
Questions or Complaints
Contact the Privacy Officer at Collective Wellness if you have questions, want to exercise a privacy right, or wish to make a complaint: Collective Wellness Privacy Officer 11525 Cantrell Road, Suite 605 Little Rock, Arkansas 72212 Phone: 501-632-7803 Email: info@collectivear.com Website: collectivear.com Service location: Collective Wellness at The Villa Salon & Day Spa, 108 N. First Street, Cabot, Arkansas 72023. Privacy requests and complaints should be directed to the Privacy Officer at the Little Rock address above.