Privacy Policy & Notice of Privacy Practices
This notice explains how your health information may be used and shared, and how you can get access to it. Please take a moment to read it carefully.
Our Commitment to You
At SoLuna Mental Wellness, we believe healing happens in a space where you feel safe, seen, and respected. Trust is at the heart of that space and protecting your personal and health information is one of the ways we honor it.
Whether you are reaching out for yourself, your child, your relationship, or your family, what you share with us stays protected. We are required by federal law, including the Health Insurance Portability and Accountability Act (HIPAA), and by Texas law to keep your health information private, to give you this notice describing our privacy practices and your rights, and to follow the notice currently in effect. If we ever experience a breach that affects the privacy of your information, we will let you know.
This policy applies to the care you receive at any SoLuna Mental Wellness location, through our telehealth services, and to information you share with us through our website, phone, email, and text messages.
Information We Collect
To provide thoughtful, personalized care, we may collect:
• Contact details such as your name, address, email, and phone number
• Health information including intake forms, assessment results, diagnoses, treatment plans, and progress notes
• Insurance and billing information used to process payment for your care
• Website information such as form submissions and general usage data (for example, pages visited or browser type) that helps us improve our site
• Communication preferences, including whether you have agreed to receive text messages from us
How We Use and Share Your Health Information
We use and share your information only as needed to care for you and run our practice responsibly. Here is what that looks like:
Your Care and Treatment. We may use your information to provide and coordinate your care. For example, your therapist may consult with a psychiatric provider or another professional involved in your treatment.
Payment. We may share information with your insurance company or another payer to confirm coverage and receive payment for services, such as a diagnosis code or dates of service.
Running Our Practice. We may use your information for everyday operations such as scheduling, quality improvement, clinical supervision, and training. Trusted partners who help us (for example, our electronic health record, billing, or telehealth platforms) must sign agreements promising to protect your information.
Staying in Touch. We may contact you about appointments, reminders, billing, or updates about our services. Unless you tell us otherwise, we may leave a brief message at the phone number you give us. Just let us know if you prefer a different method.
Emergencies and Safety. If there is a serious and immediate threat to your safety or the safety of others, we may share information as needed to help prevent harm, including with a family member or emergency services.
Minors. When we care for a child or teen, a parent or legal guardian generally has the right to access the minor's health information, except where Texas law provides otherwise.
When the Law Requires It. We may share information when required by federal, state, or local law, such as reporting suspected abuse or neglect, responding to a valid court order, or cooperating with health oversight agencies.
If Our Practice Changes Hands. If SoLuna Mental Wellness is sold or merges with another practice, your records may be transferred to the new owner, who must continue to protect them.
Uses That Require Your Written Permission. Outside of the situations above, we will not use or share your information without your written authorization. This includes most sharing of psychotherapy notes, any use of your information for marketing, and any sale of your information. You can revoke your authorization in writing at any time, except to the extent we have already acted on it.
Substance Use Treatment Records. [Include only if applicable: If we receive or maintain substance use disorder treatment records protected under 42 CFR Part 2, those records will not be used or shared in any legal proceeding against you without your written consent or a court order accompanied by a subpoena.]
Your Rights
Your information belongs to you. You have the right to:
• See and get a copy of your health records. Send your request in writing, and we will respond within the timeframes required by law. A reasonable, cost-based fee may apply.
• Ask us to correct information you believe is inaccurate or incomplete. If we decline, you may submit a written statement to be added to your record.
• Ask us to limit how we use or share your information. We will consider every request, though we are not always required to agree. If you pay for a service in full out of pocket, you may ask us not to share information about that service with your health plan, and we will honor that request.
• Choose how we contact you, such as a specific phone number, email, or mailing address.
• Receive a list of certain disclosures we have made of your information.
• Get a copy of this notice at any time, in paper or electronic form.
• Choose someone to act for you, such as a legal guardian or someone with medical power of attorney.
• Be notified if a breach affects your unsecured health information.
SMS Terms and Conditions
By providing your mobile phone number, you consent to receive SMS messages from SoLuna Mental Wellness related to appointment reminders, scheduling, billing notices, and updates about our services. Message frequency may vary. Standard message and data rates may apply depending on your carrier.
You may opt out of receiving SMS messages at any time by replying STOP to any SMS message you receive from us. After opting out, you will receive a confirmation message, and we will stop sending SMS messages to your number. If you need assistance or have questions about our SMS service, reply HELP to any SMS message you receive, or contact our team at hello@solunamw.com or (832) 702-1099.
Your phone number will be handled in accordance with this Privacy Policy. We do not share SMS opt-in consent with any third parties for solicitation purposes.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
For your privacy, our text messages will not include detailed information about your diagnosis or treatment.
Questions or Concerns
Curiosity is celebrated here, and that includes questions about your privacy. If you have questions about this notice, would like to make a request, or believe your privacy rights have been violated, please reach out to our Privacy Officer:
SoLuna Mental Wellness
Attn: Privacy Officer
128 Vision Park Blvd, Suite 230, Conroe, TX 77384
hello@solunamw.com · (832) 702-1099
You may 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, or online at www.hhs.gov/ocr/complaints. We will never retaliate against you for filing a complaint.