HIPAA Privacy Policy

This policy informs you of how we utilize information you give to our company MentallyGood. How we may handle your PHI, your rights and how they can be enforced in events of breaches.

For reference, PHI refers to Protected Health Information. This is any medical record that can be used to identify you as our individual client.

Please review it carefully.

Your Rights

It is your prerogative to:

  • Request a copy of your medical records
  • Modify your records
  • Request confidential communication by choosing your preferred channel
  • Ask us to limit the information we utilize
  • Get a list of those we have shared your information with
  • Request a copy of this privacy policy
  • Appoint a proxy
  • File a complaint if you believe your privacy rights have been breached

We would go ahead to explains your rights and some of our obligations to you.

Request a copy of your medical records

You can request for a copy of your health information. You can simply do so by sending an email to us on webclinicsehr@gmail.com. On receipt of your request, a copy of your health information would be sent almost immediately. We may charge a reasonable, cost-based fee depending on the case.

Modify your Records

You can always modify your information straight from your profile as there is an edit button with almost every record we hold. However, in rare cases where we do not have the edit button, you could send an email to our data protection team on webclinicsehr@gmail.com. In those rare cases, we may reply negative to your request depending on the case, but we will supply a sufficient reason for that within 60 days.

Request confidential communication by choosing your preferred channel

You can choose for communication to be received in an anonymous manner (maybe a different e-mail, phone, address or any other media). We will say “yes” to all reasonable requests.

Ask us to limit the information we utilize

You could demand we don’t share or utilize particular details in the process of carrying out our operations. In scenarios where we believe it would come in the way of your care, we could say no but we would however offer a valid explanation. The option to opt out of our services is always available. If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Get a list of those we have shared your information with

You can ask for documentation of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why. We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Request a copy of this privacy policy

You can find this document on our website at any point in time but you can demand a different version by reaching out to our data protection officer on webclinicsehr@gmail.com.

Appoint a proxy

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 health information. We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your privacy rights are breached

It is your rights to report if you feel your rights have been breached, you can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting hhs.gov/ocr/privacy/hipaa/complaints/.

We will never take it as an offence against you as it is your rights

Your Preferences

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

You could state preferences in some convenient cases as to how we utilize your information:

  • Tell family and friends about your condition
  • Provide disaster relief
  • Include you in a hospital directory
  • Provide mental health care
  • Market our services and sell your information
  • Raise funds

In these cases, you have both the right and choice to tell us to:

  • Share information with your family, close friends, or others involved in your care
  • Share information in a disaster relief situation
  • Include your information in a hospital directory

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases we never share your information unless you give us written permission:

  • Marketing purposes
  • Sale of your information
  • Most sharing of psychotherapy notes

In the case of fundraising:

  • We may contact you for fundraising efforts, but you can tell us not to contact you again.

Our Uses and Disclosures

How do we typically use or share your health information?

We typically use or share your health information in the following ways.

Treat you

We can use your health information and share it with other professionals who are treating you.

Example: A doctor treating you for an injury asks another doctor about your overall health condition.

Run our organization

We can use and share your health information to run our practice, improve your care, and contact you when necessary.

Example: We use health information about you to manage your treatment and services.

 Bill for your services

We can use and share your health information to bill and get payment from health plans or other entities.

Example: We give information about you to your health insurance plan so it will pay for your services.

How else can we use or share your health information?

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes. For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/index.html.

Help with public health and safety issues

We can share health information about you for certain situations such as:

  • Preventing disease
  • Helping with product recalls
  • Reporting adverse reactions to medications
  • Reporting suspected abuse, neglect, or domestic violence
  • Preventing or reducing a serious threat to anyone’s health or safety
Do research

We can use or share your information for health research.

Comply with the law

We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.

Respond to organ and tissue donation requests

We can share health information about you with organ procurement organizations.

Work with a medical examiner or funeral director

We can share health information with a coroner, medical examiner, or funeral director when an individual dies.

Address workers’ compensation, law enforcement, and other government requests

We can use or share health information about you:

  • For workers’ compensation claims
  • For law enforcement purposes or with a law enforcement official
  • With health oversight agencies for activities authorized by law
  • For special government functions such as military, national security, and presidential protective services
Respond to lawsuits and legal actions

We can share health information about you in response to a court or administrative order, or in response to a subpoena or an e-discovery process.

Our Responsibilities

  • We are required by law to maintain the privacy and security of your protected health information.
  • We will let you know 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 this notice and give you a copy of it.
  • We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

For more information see:   www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.


We can change the terms of this privacy policy and the changes will apply to all information we have about you. The new notice will be available on our website and we may send a notification via e-mail.



This policy comes into effect from the 31st of December, 2022.

Daramola Kolawole


Data Protection Officer