Confidentiality
NOTICE OF PRIVACY PRACTICES
·
THIS NOTICE DESCRIBES HOW YOU’RE
PERSONAL
1.
GENERAL INFORMATION This Notice
describes the practices that
www.recycledwig.org, or
" "us" or "we") will follow with regard to your "Personal Beauty
History" ("PBH").
a.
PBH is a special term, defined by The Salon at
b.
This Notice applies to all of the PBH we maintain.
Your personal doctor or beauty care provider may have different
policies or notices regarding the LHP’S use and disclosure of
your personal information created in the LHP’S office or
Locations.
c.
You may have additional rights under state law.
State laws that provide greater privacy protection or broader
privacy rights will continue to apply.
2.
OUR RIGHTS
a.
We are required by our by-laws to maintain the privacy
of your PBH.
b.
We are required to give you this Notice about our
privacy practices, our legal duties, and your
rights concerning your PBH.
c.
We are required to follow the privacy practices
described in this Notice. These privacy
practices will remain in effect until we replace or modify them.
Without prior notice or delivery of such notice.
d.
We reserve the right to change our privacy practices
and the terms of this Notice at any time, provided that the
change is permitted by law. We reserve the right to have such a
change affect all of the PBH that we maintain, including PBH
that we received or created before the change. When we make a
significant change in our privacy practices, we will revise this
Notice.
3.
HOW THE PLAN
a.
Disclosures for Treatment, Payment, and Beauty care
Operations
i. For Treatment.
We do provide treatment. However, we may disclose your PBH to
beauty care providers who requires it in connection with your
treatment. For example, we might disclose information about your
prior treatments to a LHP’S that will be performing such said
treatments.
ii. For Payment.
We may use and disclose your PBH for all activities that are
included within the definition of "payment" set out in the
Privacy Rule. For example, we may use and disclose your PBH to
determine eligibility for Plan benefits, to facilitate or make
payment for the treatment and services you receive from the
beauty care providers, to determine benefit responsibility under
the Plan, or to coordinate Plan coverage.
iii. For Beauty care
Operations. We may use and disclose your PBH
for all activities that are included within the definition of
"beauty care operations" set out in the Privacy Rule. For
example, we may use and disclose your PBH for purposes of:
conducting quality assessment and improvement activities;
underwriting, premium rating, and other activities relating to
Plan coverage; conducting or arranging for personal review,
legal services, audit services, and fraud and abuse detection
programs; business planning and development such as cost
management; and business management and general Plan
administrative activities. The definition of "beauty care
operation" includes many more items, so please refer to the
Privacy Rule for a complete list.
iv. Uses &
Disclosures to Other Entities
v. Business
Associates. We may disclose your PBH to a
"business associate." Our business associates are the
individuals and entities we engage to perform various duties on
behalf of the Plan, or to provide services to the Plan. For
example, our business associates might provide service
reviews. Business associates are permitted to receive, create,
maintain, use, or disclose PBH, but only as provided in the
Privacy Rule, and only after agreeing in writing to
appropriately safeguard your PBH.
vi. Other Covered
Entities. We may use or disclose your PBH to
beauty care provider, Healthy Hair Squared H2 Plan, or beauty
care clearinghouse, in connection with their treatment, payment,
or beauty care operations.
b.
Uses and Disclosures for Which Your Permission May Be
Sought. For purposes of this subsection only,
the following conditions apply: If you are present and able to
give your verbal permission, we will only use or disclose your
PBH with your permission. This verbal permission will only cover
a single encounter, and is not a substitute for a written
authorization. If you are not present or are unable to give your
permission, we will use or disclose your PBH only if we
determine (based on our professional judgment) that the use or
disclosure is in your best interest.
c.
To Others Involved in Your Care. We
may use or disclose your PBH to a relative or other individual
who you have identified as being involved in your beauty care.
If you are not present, our disclosure will be limited to the
PBH that directly relates to the individual's involvement in
your beauty care.
d.
For Limited Notification Purposes. We
may use or disclose your PBH to help notify a relative or other
individual who is responsible for your beauty care, of your
location, general condition or death.
e.
To Assist in Disaster Relief. We may
disclose your PBH to an authorized public or private entity in
order to assist in disaster relief efforts, or to coordinate
uses and disclosures to family or other individuals involved in
your beauty care.
f.
Other Permitted Uses and Disclosures
g.
To the Secretary. We will disclose
your PBH to the Secretary of the Department of Health and Human
Services, when required to do so, to enable the Secretary to
investigate or determine our compliance with the Privacy Rule.
h.
As Required By Law. We will disclose
your PBH when required to do so by federal, state or local law.
i. For Public Health
Activities. We may use or disclose your PBH for
public health activities that are permitted or required by law.
For example, we may disclose your PBH to a public health entity
that is authorized by law to collect information for the purpose
of reporting diseases, illnesses, births, or deaths.
ii. Disclosures
About Abuse, Neglect, and Domestic
Violence. We may disclose your PBH, consistent with applicable
federal and state laws, if we believe that you have been a
victim of abuse, neglect, or domestic violence. Such disclosure
will be made to the governmental entity or agency authorized to
receive such information.
iii. Health
Oversight Activities. We may disclose your PBH
to a health oversight agency for activities authorized by law.
The relevant agencies include governmental units that oversee or
monitor the beauty care system, government benefit and
regulatory programs, and compliance with civil rights laws. The
relevant activities include, for example, audits,
investigations, inspections, and licensure.
iv. Legal Proceedings.
We may disclose your PBH in the course of a judicial or
administrative proceeding.
v. Law Enforcement.
Under limited circumstances (such as required reporting laws or
in response to a grand jury subpoena), we may disclose your PBH
to law enforcement officials.
vi. Coroners,
Personal Examiners, and Funeral Directors. We
may disclose your PBH to a coroner, personal examiner, or
funeral director as necessary for them to carry out their
duties.
vii. Organ and
Tissue Donation. If you are an organ donor, we
may disclose your PBH to organizations that handle organ
procurement or organ, eye or tissue transplantation, or to an
organ donation bank, as necessary to facilitate organ or tissue
donation and transplantation.
viii. Research.
We may disclose your PBH to researchers when an institutional
review board or a privacy board has (a) reviewed the research
proposal and established protocols to ensure the privacy of the
information; and (b) approved the research.
ix. Serious Threat
to Health or Safety. We may use and disclose
your PBH when necessary to prevent a serious threat to your
health and safety, or to the health and safety of others. Any
such disclosure will be made to someone who would be able to
help prevent the threat.
x. Specialized
Government Functions. We may disclose your PBH,
if you are in the Armed Forces, for activities deemed necessary
by appropriate military command authorities, for determination
of benefit eligibility by the Department of Veterans Affairs, or
to foreign military authorities if you are a member of that
foreign military service. We may disclose your PBH to authorized
federal officials for conducting national security and
intelligence activities (including for the provision of
protective services to the President of the
xi. Workers'
Compensation. We may disclose your PBH to the
extent necessary to comply with laws concerning workers'
compensation or to comply with similar programs that are
established by law and provide benefits for work-related
injuries or illness.
i.
Reminders. We may use
and disclose your PBH by sending you a reminder for important
services, such as checkups.
j.
Additional Services.
We may use or disclose your PBH to send you information about
alternative personal treatments and programs, or about
health-related products and services that may be of interest to
you.
- Treatment Alternatives:
to tell you about or recommend possible treatment
options or alternatives that may be of interest to you.
- Health-Related Benefits
and Services: to tell you about
health-related benefits or services that may be of
interest to you.
- Fundraising:
to contact you in an effort to raise money for our
programs. We will only disclose contact information,
such as your name, address, telephone number and the
dates you received services from us, to our
Foundations, so that it may contact you to ask for your
contribution
n.
Disclosure to Healthy Hair Squared H2 Plan Sponsor.
We may disclose your sponsor and affiliates so that they may
carry out their Plan-related administrative functions. These
individuals will protect the privacy of your PBH and will ensure
that it is only used as described in this Notice and as
permitted by law.
4.
Uses and Disclosures with an Authorization.
Before we can use or disclose your PBH for a reason that is not
listed in this Section 5, we are required to obtain your written
authorization. You may revoke your authorization at any time,
but you must do so in writing. You can obtain an authorization
form by contacting us at the address or phone number listed at
the end of this Notice.
a.
YOUR RIGHTS REGARDING YOUR PBH Some of
your PBH is maintained by our business associates, particularly
the ones who handle subscriptions administration. In order to
help you exercise the rights discussed below, we may ask you to
contact our business associates directly.
5.
Right to Inspect and Copy. You have
the right to inspect and copy your PBH that may be used to make
decisions about your Plan benefits. To inspect and copy the PBH
that may be used to make decisions about you, you must submit
your request in writing to the Contact Office listed at the end
of this Notice. If you request a copy of your PBH, we may charge
a fee for the costs of copying, mailing or other supplies
associated with your request. We may deny your request to
inspect and copy in certain very limited circumstances; if we
deny you access to your PBH, you may request that the denial be
reviewed. The Privacy Rule contains a few exceptions to this
right. You do not have the right to inspect or copy, among other
things materials that are compiled in anticipation of litigation
or similar proceedings.
6.
Right to Request an Amendment. If you
feel that the PBH we have about you is incorrect or incomplete,
you may ask us to amend the PBH. You have the right to request
an amendment for as long as the PBH is kept by or for the Plan.
Your request must be in writing and must include a reason or
explanation that supports your request. We may charge a fee for
the costs of copying, mailing or other supplies associated with
your request. Request forms are available from and must be
submitted to the Contact Office listed at the end of this
Notice. If we approve your request, we will include the
amendment in any future disclosures of the relevant PBH. If we
deny your request for an amendment, you may file a written
statement of disagreement, which we may rebut in writing. The
denial, statement of disagreement, and rebuttal will be included
in any future disclosures of the relevant PBH. We may deny your
request for an amendment if it is not in writing or does not
include a reason to support the request. In addition, we may
deny your request if you ask us to amend PBH that: is not part
of the PBH kept by or for the Plan; was not created by us,
unless the person or entity that created the information is no
longer available to make the amendment; is not part of the
information which you would be permitted to inspect and copy; or
is accurate and complete. All denials will be made in writing
7.
Right to an Accounting of Disclosures.
You have the right to request an "accounting" of the instances
in which we disclosed your PBH for any purpose other than
treatment, payment, or beauty care operations. The accounting
will not include any disclosures we made before
8.
Right to Request Restrictions. You
have the right to request a restriction or limitation on the PBH
about you that we use or disclose for treatment, payment or
beauty care operations. You also have the right to request a
limit on the PBH about you that we disclose to someone who is
involved in your care or the payment of your care, like a family
member or friend. For example, you could ask that we not use or
disclose information about a treatments you have had. We are not
required to agree to your request. Your request must be in
writing. In your request, you must tell us (1) what information
you want to limit; (2) whether you want to limit our use,
disclosure or both; and (3) to whom you want the limits to
apply, for example, disclosure to your spouse. Again, we are not
required to agree to your request.
9.
Right to Request Confidential Communications.
You have the right to request that we communicate with you about
personal matters in a certain way or at a certain location. For
example, you can ask that we only contact you at work or by
mail. We will not ask you the reason for your request. Your
request must be in writing. In your request, you must tell us
how or where you wish to be contacted. Request forms are
available from and must be submitted to the Contact Office
listed at the end of this Notice. We will make reasonable
efforts accommodate your request.
10.
Right to a Paper Copy of This Notice. You have
the right to a paper copy of this Notice. You may ask us to give
you a copy of this Notice at any time. Even if you have agreed
to receive this Notice electronically, you are still entitled to
a paper copy of this Notice. You may obtain a copy of this
Notice at the following website: Insert request and fee of
$20.00. You may also obtain a paper copy of this Notice from the
Contact Office listed at the end of this Notice. COMPLAINTS If
you believe your privacy rights have been violated, you may file
a complaint with us, or with the Secretary of the Department of
Health and Human Services. To file a complaint with us, send a
written complaint to the Contact Office listed at the end of
this Notice. We will not retaliate against you for filing a
complaint, and you will not be penalized in any other way for
filing a complaint.
11.
CONTACT OFFICE www.recycledwig.org
