Privacy Officer: Karla Lagunas
Phone: (323) 716-6463
Email: karla@calmindandheart.com
EFFECTIVE DATE OF THIS NOTICE: This notice went into effect on February 16, 2026.
THIS NOTICE DESCRIBES HOW HEALTH INFORMATION MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.
I. OUR PLEDGE REGARDING HEALTH INFORMATION:
We understand that health information about you and your health care is personal. We are committed to protecting health information about you. We create a record of the care and services you receive from us. We need this record to provide you with quality care and to comply with certain legal requirements. This notice applies to all of the records of your care generated by this mental health care practice. This notice will tell you about the ways in which we may use and disclose health information about you. We also describe your rights to the health information we keep about you, and describe certain obligations we have regarding the use and disclosure of your health information. We are required by law to:
Make sure that protected health information (“PHI”) that identifies you is kept private.
Give you this notice of our legal duties and privacy practices with respect to health information.
Follow the terms of the notice that is currently in effect.
We are also required by law to provide you with adequate notice of your rights and our legal duties if we create or maintain records protected by 42 C.F.R. Part 2.
We can change the terms of this Notice, and such changes will apply to all information we have about you. The new Notice will be available upon request, in our office, and on our website.
II. HOW WE MAY USE AND DISCLOSE HEALTH INFORMATION ABOUT YOU:
The following categories describe different ways that we use and disclose health information. For each category of uses or disclosures we will explain what we mean and try to give some examples. Not every use or disclosure in a category will be listed. However, all of the ways we are permitted to use and disclose information will fall within one of the categories.
For Treatment, Payment, or Health Care Operations: Federal privacy rules (regulations) allow health care providers who have direct treatment relationship with the patient/client to use or disclose the patient/client’s personal health information without the patient’s written authorization, to carry out the health care provider’s own treatment, payment or health care operations. We may also disclose your protected health information for the treatment activities of any health care provider. This too can be done without your written authorization. For example, if a clinician were to consult with another licensed health care provider about your condition, we would be permitted to use and disclose your personal health information, which is otherwise confidential, in order to assist the clinician in diagnosis and treatment of your mental health condition.
If your records are protected under 42 C.F.R. Part 2, certain uses and disclosures permitted by HIPAA for treatment, payment, and health care operations are materially limited by the stricter standards of those regulations. Furthermore, information disclosed pursuant to these rules may be subject to redisclosure by the recipient and may no longer be protected by federal privacy standards.
Disclosures for treatment purposes are not limited to the minimum necessary standard. Because therapists and other health care providers need access to the full record and/or full and complete information in order to provide quality care. The word “treatment” includes, among other things, the coordination and management of health care providers with a third party, consultations between health care providers and referrals of a patient for health care from one health care provider to another.
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 disclose health information about your child in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested. However, for records protected by 42 C.F.R. Part 2, such records or testimony relaying their content shall not be used or disclosed in civil, criminal, administrative, or legislative proceedings against you unless you provide specific written consent or a court order is issued in accordance with 42 C.F.R. Part 2.
III. CERTAIN USES AND DISCLOSURES REQUIRE YOUR AUTHORIZATION:
Psychotherapy Notes. We do keep “psychotherapy notes” as that term is defined in 45 CFR § 164.501, and any use or disclosure of such notes requires your Authorization unless the use or disclosure is:
For our use in treating you.
For our use in training or supervising mental health practitioners to help them improve their skills in group, joint, family, or individual counseling or therapy.
For our use in defending ourselves in legal proceedings instituted by you.
For use by the Secretary of Health and Human Services to investigate our compliance with HIPAA.
Required by law and the use or disclosure is limited to the requirements of such law.
Required by law for certain health oversight activities pertaining to the originator of the psychotherapy notes.
Required by a coroner who is performing duties authorized by law.
Required to help avert a serious threat to the health and safety of others.
Substance Use Disorder (SUD) Counseling Notes. We may also maintain “SUD counseling notes,” which are notes recorded by a substance use disorder provider documenting the contents of a counseling session. Any use or disclosure of these notes requires your separate written authorization, which cannot be combined with a consent for other types of records. You can revoke your consent at any time except to the extent that we have already acted upon it to disclose these notes in accordance with your initial authorization.
Marketing Purposes. As a healthcare provider, we will not use or disclose your PHI for marketing purposes.
Sale of PHI. As a healthcare provider, we will not sell your PHI in the regular course of our business.
IV. CERTAIN USES AND DISCLOSURES DO NOT REQUIRE YOUR AUTHORIZATION:
Subject to certain limitations in the law, we can use and disclose your PHI without your Authorization for the following reasons:
When disclosure is required by state or federal law, and the use or disclosure complies with and is limited to the relevant requirements of such law.
For public health activities, including reporting suspected child, elder, or dependent adult abuse, or preventing or reducing a serious threat to anyone’s health or safety.
For health oversight activities, including audits and investigations.
For judicial and administrative proceedings, including responding to a court or administrative order, although our preference is to obtain an Authorization from you before doing so.
For law enforcement purposes, including reporting crimes occurring on our premises.
To coroners or medical examiners, when such individuals are performing duties authorized by law.
For research purposes, including studying and comparing the mental health of patients who received one form of therapy versus those who received another form of therapy for the same condition.
Specialized government functions, including ensuring the proper execution of military missions; protecting the President of the United States; conducting intelligence or counter-intelligence operations; or helping to ensure the safety of those working within or housed in correctional institutions.
For workers’ compensation purposes. Although our preference is to obtain an Authorization from you, we may provide your PHI in order to comply with workers’ compensation laws.
Appointment reminders and health related benefits or services. We may use and disclose your PHI to contact you to remind you that you have an appointment with us. We may also use and disclose your PHI to tell you about treatment alternatives, or other health care services or benefits that we offer.
V. CERTAIN USES AND DISCLOSURES REQUIRE YOU TO HAVE THE OPPORTUNITY TO OBJECT:
Disclosures to family, friends, or others. We may provide your PHI to a family member, friend, or other person that you indicate is involved in your care or the payment for your health care, unless you object in whole or in part. The opportunity to consent may be obtained retroactively in emergency situations.
Fundraising. If we intend to use or disclose your records protected by 42 C.F.R. Part 2 for fundraising for our benefit, we will provide you with a clear and conspicuous opportunity to opt-out before any such use or disclosure occurs.
VI. YOU HAVE THE FOLLOWING RIGHTS WITH RESPECT TO YOUR PHI:
The Right to Request Limits on Uses and Disclosures of Your PHI. You have the right to ask us not to use or disclose certain PHI for treatment, payment, or health care operations purposes. We are not required to agree to your request, and we may say “no” if we believe it would affect your health care.
The Right to Request Restrictions for Out-of-Pocket Expenses Paid for In Full. You have the right to request restrictions on disclosures of your PHI to health plans for payment or health care operations purposes if the PHI pertains solely to a health care item or a health care service that you have paid for out-of-pocket in full.
The Right to Choose How We Send PHI to You. You have the right to ask us to contact you in a specific way (for example, home or office phone), or to send mail to a different address, and we will agree to all reasonable requests.
The Right to See and Get Copies of Your PHI. Other than “psychotherapy notes” and “SUD counseling notes” you have the right to get an electronic or paper copy of your medical record and other information that we have about you. We will provide you with a copy of your record, or a summary of it, if you agree to receive a summary, within 30 days of receiving your written request, and we may charge a reasonable, cost-based fee for doing so.
The Right to Get a List of the Disclosures We Have Made. You have the right to request a list of instances in which we have disclosed your PHI for purposes other than treatment, payment, or health care operations, or for which you provided us with an Authorization. We will respond to your request for an accounting of disclosures within 60 days of receiving your request. The list we will give you will include disclosures made in the last six years unless you request a shorter time. We will provide the list to you at no charge, but if you make more than one request in the same year, we will charge you a reasonable cost-based fee for each additional request. You also have the right to request an accounting of disclosures specifically for your substance use disorder records protected under 42 C.F.R. Part 2.
The Right to Correct or Update Your PHI. If you believe that there is a mistake in your PHI, or that a piece of important information is missing from your PHI, you have the right to request that we correct the existing information or add the missing information. We may say “no” to your request, but we will tell you why in writing within 60 days of receiving your request.
The Right to Get a Paper or Electronic Copy of this Notice. You have the right to get a paper copy of this Notice, and you have the right to get a copy of this notice by e-mail. And, even if you have agreed to receive this Notice via e-mail, you also have the right to request a paper copy of it.
Last Updated: October 7, 2026
Effective Date: October 7, 2026
Welcome to Cal Mind and Heart, a Licensed Clinical Social Worker Corporation ("Company," "we," "us," or "our"), operating the website located at www.calmindandheart.com (the "Site").
These Terms of Service ("Terms") govern your access to and use of our Site, educational resources, mental health advice content, and portal integrations. By accessing or using the Site, you agree to be bound by these Terms. If you do not agree, please discontinue use of the Site immediately.
1. Emergency & Medical Disclaimer
THIS SITE IS NOT FOR EMERGENCIES
If you are experiencing a mental health emergency, experiencing thoughts of self-harm, or facing a medical crisis, do not use this website to seek help. Please immediately call 988 (Suicide & Crisis Lifeline in the US & Canada), dial 911, or go to the nearest hospital emergency room.
Website Content is Not Clinical Therapy or Medical Advice
Educational Purposes Only: All content hosted on www.calmindandheart.com—including blog posts, mental health advice, articles, guidance, audio/video materials, and general wellness information—is provided solely for general informational and educational purposes.
No Doctor-Patient Relationship: Browsing this Site or reading its content does not create a therapist-patient relationship, social worker-client relationship, or medical relationship between you and Cal Mind and Heart or any of its licensed clinicians.
Consult a Professional: Content on this Site is not a substitute for formal diagnosis, psychotherapy, counseling, or psychiatric care. Always seek the advice of a qualified healthcare provider regarding any mental health condition or treatment.
2. Telehealth Services & Client Onboarding
Jurisdiction & Licensing: Clinical online therapy services provided by Cal Mind and Heart are available only to individuals located within states where our clinicians hold active professional licenses (specifically the State of California, under California professional licensing regulations). Accessing this Site from outside California does not constitute an offer of telehealth services where prohibited by law.
Separate Informed Consent: Clinical therapy services require formal intake, verification of identity, signing of a clinical Informed Consent for Telehealth Services, and execution of HIPAA Notice of Privacy Practices before treatment commences.
You agree to receive information messages (appointment reminders, account notifications, etc.) from Cal Mind and Heart, a Licensed Clinical Social Worker Corporation. Message frequency varies. Message and data rates may apply. For help, reply HELP or email us at karla@calmindandheart.com. You can opt out at any time by replying STOP.
3. Account Registration & Electronic Health Record Portal
Third-Party EHR (SimplePractice): Patient portals, intake paperwork, appointment scheduling, billing, and secure clinical communications are hosted and processed through our Electronic Health Record (EHR) partner, SimplePractice.
Portal Credentials: When creating or accessing your account via SimplePractice, you are responsible for maintaining the confidentiality of your login credentials. You agree to notify us immediately of any unauthorized access to your account.
Third-Party Terms: Your interaction with SimplePractice is subject to SimplePractice’s own Terms of Service and Privacy Policy, in addition to these Terms.
4. Privacy & Protected Health Information (PHI)
Your privacy is vital to us.
Site Privacy: Non-clinical usage of our website is governed by our [Privacy Policy].
HIPAA Compliance: Any Protected Health Information (PHI) submitted through our secure EHR platform (SimplePractice) or during clinical telehealth sessions is protected under the Health Insurance Portability and Accountability Act (HIPAA) and California state privacy laws (including the Confidentiality of Medical Information Act - CMIA).
5. Permitted Use & Community Rules
You agree to use our Site only for lawful, personal, and non-commercial purposes. You explicitly agree not to:
Disrupt, damage, or compromise the security, infrastructure, or operation of the Site.
Impersonate any individual, clinician, or entity.
Harvest or scrape data, contact information, or content from the Site using automated tools, bots, or spiders.
Upload viruses, malware, or malicious code.
Use any mental health content or interactive features on the Site to post abusive, harassing, defamatory, or unlawful material.
6. Intellectual Property Rights
All text, graphics, logos, branding, layout, design, audio files, and mental health advice content published on www.calmindandheart.com are the exclusive property of Cal Mind and Heart, a Licensed Clinical Social Worker Corporation or its licensors.
You are granted a limited, non-exclusive, non-transferable license to view and download materials for personal, non-commercial use only. You may not reproduce, distribute, modify, sell, or republish any content without explicit written consent from us.
7. Third-Party Links & Services
The Site may contain links to external third-party websites, resources, or directories (including SimplePractice and crisis hotlines). Cal Mind and Heart does not control, endorse, or accept responsibility for the content, privacy policies, or practices of any third-party websites or services.
8. Limitation of Liability
To the fullest extent permitted by law:
"As Is" Basis: The Site and its educational content are provided on an "as is" and "as available" basis without warranties of any kind, either express or implied.
Liability Cap: Cal Mind and Heart, its directors, employees, licensed social workers, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of, or inability to use, the Site or its non-clinical content.
9. Indemnification
You agree to defend, indemnify, and hold harmless Cal Mind and Heart, a Licensed Clinical Social Worker Corporation, its officers, directors, licensed clinicians, employees, and agents from any claims, liabilities, losses, damages, or legal costs arising out of your violation of these Terms or misuse of the Site.
10. Governing Law & Forum
These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any legal dispute, claim, or proceeding arising under or in connection with these Terms or the use of this Site shall be instituted exclusively in the state or federal courts located in Los Angeles County, California.
11. Modifications to Terms
We reserve the right to update or modify these Terms at any time without prior notice. The updated date at the top of this page will indicate when changes take effect. Your continued use of the Site after any updates constitutes your acceptance of the revised Terms.
12. Contact Information
If you have any questions or concerns regarding these Terms of Service, please contact us:
Legal Entity: Cal Mind and Heart, a Licensed Clinical Social Worker Corporation
Website: www.calmindandheart.com
Location: Canoga Park / Los Angeles, CA, USA
Email: info@calmindandheart.com
