HIPAA Privacy and Confidentiality Notice

Our Commitment to Your Privacy

Spence's True North, LLC respects the privacy, dignity, and trust of every person we serve. As a coach and ordained chaplain, Edward J. Spence treats information shared during coaching, chaplaincy, pastoral support, consultations, written communications, and other professional interactions as private and confidential. Spence's True North, LLC safeguards protected health information in accordance with the Health Insurance Portability and Accountability Act, commonly known as HIPAA, and other applicable federal and state privacy requirements. We do not discuss your participation, personal circumstances, communications, records, or protected health information with family members, friends, employers, churches, government agencies, or other persons without your written authorization, except when disclosure is permitted or required by law.

Information We May Collect

Information maintained by Spence's True North may include:

How Your Information May Be Used

Your protected information may be used when reasonably necessary to:

Limits of Confidentiality

Confidentiality is fundamental to our relationship. However, confidentiality is not absolute. Information may be disclosed without your authorization when permitted or required by applicable law, including circumstances involving:

Family Members and Other Support People

We will not automatically discuss your participation or personal information with your spouse, relatives, friends, employer, pastor, healthcare providers, or other support people. You may provide written authorization identifying:

Your Privacy Rights

Subject to applicable law, you may have the right to:

Electronic Communications

Ordinary email and text messaging may not provide the same protection as a secure client portal. Please do not include detailed health information, trauma histories, Social Security numbers, financial account information, or other highly sensitive information in an ordinary email, text message, or general website contact form. When confidential information must be exchanged, use the secure communication method provided by Spence's True North. Electronic communication preferences and risks may be discussed during intake.

Website Contact Form

The general website contact form is intended only for basic contact and appointment requests. Do not submit detailed medical, mental health, trauma, relationship, financial, or other sensitive information through the general website form. Submitting a website inquiry does not establish a coaching or chaplaincy relationship.

Coaching and Chaplaincy Services

Spence's True North provides coaching, chaplaincy, pastoral support, peer support, education, and skills development within the stated scope of its services. Coaching and chaplaincy services are distinct from psychotherapy, psychiatric treatment, medical diagnosis, medication management, and emergency medical or mental health services.

Emergencies

The website, email, contact form, and ordinary business telephone number are not continuously monitored emergency services. If you or another person is in immediate danger, call 911. If you are experiencing a suicide, mental health, or substance use crisis in the United States, call or text 988 to reach the 988 Suicide & Crisis Lifeline.

Our Responsibilities

Spence's True North is committed to:

Questions, Requests, or Complaints

Contact the Privacy Officer:

Please write "Privacy Request" in the subject line and do not include detailed health information in an ordinary email.

You may also file a HIPAA privacy complaint with the United States Department of Health and Human Services, Office for Civil Rights. You will not be retaliated against or denied services for making a good faith privacy complaint.

Acknowledgment

This notice explains the privacy practices of Spence's True North, LLC. A client may be asked to acknowledge receiving this notice. An acknowledgment confirms receipt of the notice and does not surrender any legal right.