Policies & Legal Noticies

Notice of Privacy Practices

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

For purposes of this Notice, “the Practice” refers to Beacon of Hope Counseling by Kairos Counselings and related clinical services that fall under this privacy notice.

The Practice is required by federal law (HIPAA) to keep your Protected Health Information, or “PHI”, private and secure. PHI is information that identifies you or could be used to identify you and relates to your physical or mental health, the care you receive, or payment for that care.

This Notice explains:

Your rights regarding your PHI
How we may use and share your PHI
Our responsibilities
How you can contact us or file a complaint

Your rights

You have the following rights regarding your PHI. To exercise any of these rights, please send a written request to:

Beacon of Hope Counseling by Kairos Counselings
PO Box 42
Falmouth, MA 02540
Email: [email protected]

Inspect and copy your PHI

You can ask for an electronic or paper copy of your record.
We may charge a reasonable fee for copies.
In limited cases, we may deny your request if we believe access would endanger your life or another person’s life. You may have the right to have that decision reviewed.

Request an amendment

If you think information in your record is incorrect or incomplete, you can ask us to correct it.
We may ask you to put your request in writing and explain why you believe the change is needed.
We may deny your request, but we will tell you why in writing and you can submit a written statement of disagreement that we will add to your record.

Request confidential communications

You can ask us to contact you in a specific way (for example, at a different address or phone number).
We will say yes to reasonable requests.

Request limits on what we use or share

You can ask us not to use or share your PHI for treatment, payment, or health care operations. We are not required to agree if it would affect your care.
If you pay for a service out of pocket in full, you can ask us not to share that information with your health insurer. We will agree unless a law requires us to share.
You can ask us not to share information with specific family members or friends.

Request an accounting of disclosures

You can ask for a list of times we have shared your PHI for reasons other than treatment, payment, or health care operations.
You can receive one list every 12 months at no charge. If you request additional lists within the same 12 month period, we may charge a reasonable fee.

Get a copy of this Notice

You can ask for a paper copy of this Notice at any time, even if you have agreed to receive it electronically.

Choose someone to act for you

If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your PHI, as allowed by law.

File a complaint if you believe your rights have been violated

You can file a complaint with the Practice:

Beacon of Hope Counseling by Kairos Counselings
PO Box 42, Falmouth, MA 02540
Attention: Helen Malinowski
Phone: 774 255 1701
Email: [email protected]
You can also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights:

200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1 877 696 6775
Online: www.hhs.gov/ocr/privacy/hipaa/complaints
We will not retaliate against you for filing a complaint.

Text message communications

If you opt in to receive SMS messages from us, you agree to receive messages related to scheduling or customer care.
Message frequency varies. Message and data rates may apply.
You can reply STOP to any message to opt out, or text HELP for help.
Text messages are not for emergencies. For urgent concerns, call 988 or your local emergency number.
SMS participation is optional and not required to receive care.

Fundraising communications

The Practice may contact you for limited fundraising efforts. You can ask not to receive these communications and we will honor your request.

How we typically use and share your PHI

We are allowed to use and share your PHI without your written authorization for certain routine purposes, such as treatment, payment, and health care operations.

Treatment

We can use and share your PHI with other professionals who are treating you.
Example: Your primary care doctor asks for information about your mental health treatment so they can coordinate your care.

Payment

We can use and share your PHI to bill and receive payment from health plans or other entities.
Example: We give information about your diagnosis and services to your health insurance plan so it will pay for your sessions.

Health care operations

We can use and share your PHI to run our practice, improve your care, and contact you when necessary.
Example: We use information about your care to review how our services are working and to send you appointment reminders if you choose to receive them.

Other uses and disclosures allowed without your authorization

In certain situations, we are allowed or required by law to use or share your PHI without your written authorization or opportunity to object. These may include:

Public health and safety

To prevent or control disease, injury, or disability
To report reactions to medications or problems with products
To report suspected abuse, neglect, or domestic violence
To help prevent a serious and imminent threat to your health or safety or the health or safety of another person

Health oversight activities

To government agencies for audits, investigations, inspections, and licensing related to health care and public benefit programs

Required by law

When federal, state, or local law requires it

Judicial and administrative proceedings

In response to a court order, subpoena, or other lawful process, as allowed by law

Law enforcement

For law enforcement purposes, for example, to locate or identify a suspect, fugitive, material witness, or missing person, or to report certain types of injuries, as required by law

Specialized government functions

For military or national security purposes, protective services for the President or other authorized persons, or for national security and intelligence activities, as authorized by law

Workers’ compensation

To comply with workers’ compensation laws and similar programs that provide benefits for work related injuries or illness

Coroners, medical examiners, and funeral directors

To help them carry out their duties

Organ and tissue donation

To assist with organ or tissue donation and transplantation

Research

For research that has been approved by an institutional review board or privacy board and meets legal requirements

Correctional institutions

If you are an inmate and we created or received your PHI while providing care to you, we may share PHI with the correctional institution, as allowed by law

Business associates

With organizations that perform services for us, such as billing, scheduling, or electronic record systems, under contracts that require them to protect your PHI

Uses and disclosures with your agreement or opportunity to object

Unless you object, we may share limited PHI with:

Family members or friends who are involved in your care or helping pay for your care, if the information directly relates to their involvement
Someone acting on your behalf if, in our professional judgment, it is in your best interest and you are unable to state your preference

You can tell us at any time if you do not want us to share information in this way.

Uses and disclosures that require your written authorization

We must obtain your written authorization before using or disclosing your PHI for:

Marketing
Sale of your PHI
Most uses and disclosures of psychotherapy notes

If you give us written authorization, you can revoke it at any time in writing. We will then stop using or sharing your PHI for those purposes, except to the extent we have already relied on your authorization.

We will not use or share your PHI in ways not described in this Notice unless you give us written permission.

Our responsibilities

We are required by law to maintain the privacy and security of your PHI.
We are required to follow the terms of this Notice that are currently in effect.
When state or federal law provides greater protection for your PHI, we will follow the more protective law.
We will notify you if a breach occurs that may have compromised the privacy or security of your PHI.
We reserve the right to change the terms of this Notice. Changes will apply to all PHI we already have, as well as any new information. When we make a significant change, we will post the updated Notice on our website at www.kairoscounselings.org and make a paper copy available upon request.

Website Terms of Use

These Website Terms of Use (the "Terms") govern your use of the Kairos Counselings website located at www.kairoscounselings.org and any related pages or services that link to these Terms (the "Site").

By accessing or using the Site in any way, you agree to be bound by these Terms. If you do not agree, you should not use the Site.

For purposes of these Terms, "we", "us", and "our" refer to Kairos Counselings and Beacon of Hope Counseling by Kairos Counselings. "You" and "your" refer to any person who accesses or uses the Site.

1. Informational use only, not medical or mental health advice

The content on this Site is provided for general educational and informational purposes only. It is not medical, psychiatric, psychological, or legal advice and does not replace professional diagnosis or treatment.

Use of this Site does not create a therapist client relationship with Kairos Counselings, Beacon of Hope Counseling, Brighter Beginnings, or any individual clinician.
A therapeutic relationship is only established after you complete our intake process, we confirm fit and availability, and you are formally scheduled with a clinician.

Do not use the information on this Site to diagnose or treat any mental health or medical condition. Always consult a qualified health professional with questions about your health or the health of a child, family member, or client.

2. No crisis or emergency service

The Site, including all contact forms, email, and SMS, is not monitored continuously and is not intended for emergencies.

If you are in crisis or considering harming yourself or someone else, call 988 or your local emergency number, go to the nearest emergency room, or contact your local crisis service.
Do not rely on this Site, email, contact forms, or text messages for urgent or emergency help.

3. Eligibility and permitted use

You may use this Site only for lawful purposes and in accordance with these Terms.

You agree that you will not:

Use the Site in any way that violates applicable federal, state, or local law or regulation
Attempt to gain unauthorized access to the Site, our servers, or any related systems
Interfere with the proper working of the Site, including introducing viruses, malware, or other harmful code
Impersonate any person or entity or misrepresent your affiliation with a person or entity
Use the Site to send spam, abusive content, or any content that is harassing, hateful, or illegal

We reserve the right to restrict or terminate access to the Site if we believe you have violated these Terms.

4. Intellectual property

The Site and all of its contents, including text, graphics, logos, images, and other materials, are owned by Kairos Counselings or its licensors and are protected by copyright, trademark, and other intellectual property laws.

You may:

View, download, or print a single copy of materials on the Site for your personal, non commercial use, as long as you keep all copyright and other proprietary notices intact.

You may not:

Modify, reproduce, distribute, publicly display, or create derivative works from any content on the Site without our prior written permission
Use any logo, trade name, or other mark from the Site without express written consent

5. User communications and submissions

If you submit information through our contact forms or send us email or SMS messages:

You agree that the information you provide is accurate to the best of your knowledge
You understand that forms on this Site are intended for non urgent communication only
Clinical intake information is collected through secure, BAA covered systems outside of Kajabi, and is handled according to our Notice of Privacy Practices

We do not accept or respond to clinical emergencies, detailed therapy questions, or legal notices through website forms or social media.

6. Privacy and protected health information

Our handling of Protected Health Information and other personal information is described in our Notice of Privacy Practices and Privacy Policy, which are posted on the Site.

Protected Health Information is handled according to HIPAA and applicable state laws.
Certain technical and usage data may be collected when you use the Site, such as browser type, device information, and pages visited. This helps us understand how the Site is used and improve it over time.

By using the Site, you consent to our collection and use of information as described in those documents.

7. Third party links and resources

The Site may contain links to third party websites or resources, such as professional directories, crisis lines, or educational materials.

These links are provided for convenience only.
We do not control and are not responsible for the content or privacy practices of third party sites.
A link from our Site to another website does not mean we endorse or recommend that site, service, or provider.

You access any third party site at your own risk.

8. No warranties

The Site and all content are provided "as is" and "as available" without any warranties of any kind, either express or implied.

To the fullest extent permitted by law, we disclaim all warranties, including, but not limited to:

Warranties of accuracy, completeness, or timeliness
Warranties of merchantability, fitness for a particular purpose, and non infringement
Warranties that the Site will be error free or uninterrupted, or that defects will be corrected

Any reliance you place on information provided on the Site is strictly at your own risk.

9. Limitation of liability

To the fullest extent allowed by law, Kairos Counselings, Beacon of Hope Counseling, our clinicians, staff, owners, and affiliates are not liable for any indirect, incidental, consequential, special, or punitive damages arising out of or related to your use of or inability to use the Site.

In any case, our total liability for any claim related to the Site will not exceed one hundred U.S. dollars (USD 100).

Some jurisdictions do not allow the exclusion or limitation of certain damages, so these limitations may not apply to you in full.

10. Indemnification

You agree to indemnify and hold harmless Kairos Counselings, Beacon of Hope Counseling, our owners, staff, and affiliates from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees, including reasonable attorney fees, arising out of or related to:

Your use of the Site
Your violation of these Terms
Your violation of any rights of another person or entity

11. Governing law and jurisdiction

These Terms and any dispute related to your use of the Site are governed by the laws of the Commonwealth of Massachusetts, without regard to its conflict of laws principles.

You agree that any legal action or proceeding arising out of or relating to these Terms or the Site will be brought exclusively in the state or federal courts located in Massachusetts, and you consent to the jurisdiction of those courts.

12. Changes to these Terms

We may update these Terms from time to time. When we do, we will revise the "Effective date" at the top of this page.

Your continued use of the Site after we post updated Terms means you accept the changes.
If you do not agree with the updated Terms, you should stop using the Site.

13. Contact information

If you have questions about these Terms, you can contact us at:

Kairos Counselings
Beacon of Hope Counseling by Kairos Counselings
PO Box 42
Falmouth, MA 02540
Phone: 774 255 1701
Email: [email protected]

Policies and Legal Notices