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Privacy Policy

Privacy Policy / Notice of Privacy Practices

Effective Date: January 1, 2022 – Last Updated: April 17, 2026

Affordable Evaluations (Milestones Counseling, Pllc) 1120 NASA Parkway, Houston, TX 77058 | Phone: 281-326-7946 | Email: ts@aodresource.com | Website: www.affordable-evaluations.com 

This Notice of Privacy Practices describes how we may use and disclose your protected health information (PHI), your rights regarding that information, and our legal and ethical obligations to protect it. PHI is any information that identifies you and relates to your past, present, or future physical or mental health, the provision of health care to you, or payment for that care.

We are required by federal and state law, as well as the American Counseling Association (ACA) Code of Ethics, to maintain the privacy of your PHI, to provide you with this notice, and to follow the terms of the notice currently in effect. We may change our privacy practices and the terms of this notice at any time. Any changes will apply to all PHI we maintain. The revised notice will be posted on our website and available upon request.

 

Federal Legal Framework

This Notice is provided in accordance with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule, specifically 45 CFR § 164.520, which requires covered entities to provide individuals with a clear notice of their privacy practices. Our obligations and your rights are governed by:

  • 45 CFR Parts 160 and 164 (HIPAA Privacy, Security, and Breach Notification Rules), which apply to all uses and disclosures of PHI, including those transmitted electronically via telehealth.
  • Other applicable federal regulations concerning protected health information.
  • The American Counseling Association (ACA) Code of Ethics (2014), Section H – Distance Counseling, Technology, and Social Media, which provides ethical standards for maintaining confidentiality and security when using technology in counseling.

We comply with these federal requirements while also adhering to Texas state laws and licensing board rules for professional counselors.

 

1. How We May Use and Disclose Your Protected Health Information

We may use and disclose your PHI without your written authorization for the following purposes (consistent with 45 CFR § 164.506 and related sections):

Treatment: To provide, coordinate, or manage your mental health care and related services. Payment: To obtain payment for services we provide. Health Care Operations: For our internal operations, such as quality assessment, staff training, and business management.

Other Permitted or Required Disclosures (without authorization, per 45 CFR § 164.512):

  • To comply with legal requirements, court orders, or mandatory reporting under Texas or federal law (e.g., suspected child, elder, or vulnerable adult abuse).
  • To prevent or lessen a serious and imminent threat to health or safety.
  • For public health activities, health oversight, law enforcement (limited), judicial proceedings, research, or coroner/medical examiner purposes.
  • To business associates (e.g., our HIPAA-compliant telehealth platform provider, billing service, or electronic health record vendor) who have signed a Business Associate Agreement as required by 45 CFR § 164.504(e).

 

Psychotherapy Notes: If maintained separately, these receive stronger protections under HIPAA and will not be disclosed without your specific written authorization except in limited circumstances.

Marketing and Sale of PHI: We will not use or disclose your PHI for marketing or sell your PHI without your written authorization (45 CFR § 164.508).

We will obtain your written authorization for any other uses or disclosures not described above. You may revoke that authorization in writing at any time, except to the extent we have already acted in reliance on it.

 

2. Telehealth Services and Privacy

We offer telehealth (distance counseling) services using secure, encrypted, HIPAA-compliant video and audio platforms. The same confidentiality protections that apply to in-person sessions apply to telehealth sessions, in accordance with 45 CFR Parts 160 and 164 and ACA Code of Ethics, Section H.

Key Telehealth Privacy Practices:

  • We use current encryption standards and take reasonable precautions to safeguard electronic transmissions, as required by the HIPAA Security Rule (45 CFR § 164.302–318).
  • We inform clients of the inherent limitations of maintaining confidentiality with electronic records and transmissions (e.g., potential technical failures or unauthorized access). We urge you to be aware of authorized and unauthorized access risks.
  • Sessions are not recorded unless you provide explicit written consent.
  • We verify your identity at the start of services.
  • You are responsible for using a private, secure location with a stable, password-protected internet connection. Avoid public places or situations where others may overhear or view the session.
  • In the event of technology failure, we have an alternative communication and emergency plan.
  • All telehealth services comply with applicable Texas licensing board rules and ACA ethical standards regarding informed consent, security, client verification, and professional boundaries in distance counseling.

These issues are discussed in detail during your informed consent for telehealth services.

 

3. Your Rights Regarding Your Protected Health Information

You have the following rights under 45 CFR § 164.520 and related sections (subject to certain limitations):

  • Right to Access and Copy your PHI (including electronic copies).
  • Right to Amend incorrect or incomplete PHI.
  • Right to an Accounting of certain disclosures.
  • Right to Request Restrictions on certain uses or disclosures (we will honor reasonable requests, especially if you pay out-of-pocket).
  • Right to Request Confidential Communications in a specific manner or location.
  • Right to Receive a Paper Copy of this notice.
  • Right to Be Notified of any breach of your unsecured PHI.

To exercise these rights, submit a written request to the Privacy Officer. We will respond within the timeframes required by HIPAA.

 

4. Our Responsibilities

We are required to:

  • Maintain the privacy of your PHI in accordance with 45 CFR Parts 160 and 164, ACA ethical standards, and state law.
  • Provide you with this notice.
  • Abide by the terms of this notice.
  • Notify you of material changes or if we cannot agree to a requested restriction.

 

5. Website and Online Information

This Privacy Policy covers information collected through our website. Any PHI submitted online receives the same protections under HIPAA. We do not sell personal data.

 

6. Complaints

If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights (without retaliation). Contact our Privacy Officer or visit www.hhs.gov/ocr/privacy/hipaa/complaints/.

 

7. Contact Information

Privacy Officer [Your Practice Name] [Address] Phone: [Number] Email: [Privacy/Contact Email]

We are committed to protecting your privacy while providing ethical, high-quality counseling services — whether in-person or via telehealth — in full compliance with federal regulations (45 CFR § 164.520 and related sections) and ACA ethical standards.

Acknowledgment: You will be asked to sign an acknowledgment of receipt of this notice (and a separate informed consent for telehealth if applicable) at the beginning of services.