Notice of Privacy Practices (“Privacy Policy”)
Effective Date: July 16, 2026
This notice describes how medical, private, or other identifying information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
Insight Carolinas PLLC (the “Practice,” “we,” “our,” or “us”) is committed to protecting your privacy and maintaining the confidentiality of your personal and health-related information. The Practice is required by federal law to maintain the privacy of Protected Health Information (“PHI”), which is information that identifies or could be used to identify you. The Practice is required to provide you with this Notice of Privacy Practices (this “Privacy Policy” or “Notice”), which explains the Practice's legal duties and privacy practices and your rights regarding PHI that we collect and maintain.
This Privacy Policy also explains how we collect, use, and disclose information, including through our website, online forms, and SMS (text messaging) services.
Information We Collect
We may collect the following types of information:
Personal Information: Name, phone number, email address, mailing address, and other contact details.
Health Information (PHI): Information related to your mental health, treatment history, or other protected health information, as defined by HIPAA.
Usage Information: Browser type, IP address, pages visited, and cookies related to use of our website.
For additional information on use of our website, please visit https://www.insightcarolinas.com/site-policies
SMS Communications: If you opt in, we may collect and store SMS interactions between you and our staff or system.
SMS Text Messaging and Consent
By providing your mobile phone number and opting in through our website or other communication channels, you consent to receive text messages from us. These messages may include:
Appointment reminders
Intake or assessment instructions
General communications from your care provider
Billing notifications or follow-ups
Message frequency may vary. Message and data rates may apply. You can reply STOP to unsubscribe at any time or HELP for assistance.
We will never send marketing messages via SMS without your explicit consent.
How We Use Your Information
We use your information to:
Provide mental health services and coordinate care
Send appointment reminders and communicate about your treatment
Respond to inquiries and support requests
Fulfill legal or regulatory obligations (including HIPAA)
Improve our services and website experience
Sharing and Disclosure of Information
We do not sell or share your personal or health information with third parties for marketing purposes.
We do not share mobile contact information with third parties or affiliates for marketing or promotional purposes. Information may be shared with subcontractors in support services (e.g., customer service, scheduling, SMS delivery) under HIPAA-compliant agreements. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
We may share your information:
With your consent or at your request
With health care providers involved in your care
With third-party service providers (e.g., our SMS provider) under HIPAA-compliant agreements
As required by law (e.g., in response to subpoenas, court orders, or legal obligations)
Use of Artificial Intelligence
Open source generative intelligence tools (“GenAI”) may be used to assist us. The Practice may choose to use other GenAI to enhance and streamline certain aspects of our services. For example, we may use this technology to aid in transcription, document analysis, summarize information, or assist in clinical research. This includes but is not limited to audio recording of sessions or conversations for transcription or summary. We take reasonable steps to make sure that your information is kept private.
Like any technology, GenAI carries some degree of risk, which may include the risk of errors in GenAI-generated content, data security vulnerabilities, and system malfunctions. We have implemented reasonable measures to safeguard against these risks, and our providers maintain oversight of GenAI-generated outputs. Accordingly, we believe and, by utilizing our services you agree, that the benefits of using this technology outweigh the related risks, and you consent to the use of this technology.
GenAI does not render clinical judgment, make decisions related to diagnoses, nor conduct treatment. A temporary recording and transcript or summary of the conversation may be created and used to generate records and/or clinical note. We review the content of that note to ensure its accuracy and completeness. After the note has been created, the recording and transcript are automatically deleted. This artificial intelligence tool prioritizes the privacy and confidentiality of your private and personal health information. Your session information is strictly used for the purpose of coordinating your care. Your information is subject to strict data privacy regulations and is always secured and encrypted. Stringent business associate agreements ensure data privacy and HIPAA compliance. Please discuss any questions or concerns you may have about this feature with the Practice.
Data Security and Retention
We implement reasonable administrative, technical, and physical safeguards to protect your data in compliance with Health Insurance Portability and Accountability Act (HIPAA), Telephone Consumer Protection Act (TCPA), and Cellular Telecommunications and Internet Association (CTIA) standards.
We retain personal and health information only as long as necessary for treatment, legal, and operational purposes.
Your Rights
You have the right to:
Access or request a copy of your health records
Request corrections to inaccurate information
Withdraw consent for SMS or other communication
File a complaint with us or the U.S. Department of Health & Human Services (HHS)
Your Rights regarding PHI
Your rights regarding PHI are explained below. To exercise these rights, please submit a written request to the Practice at the address noted below.
To inspect and copy PHI
You can ask for an electronic or paper copy of PHI. The Practice may charge you a reasonable fee.
The Practice may deny your request if it believes the disclosure will endanger your life or another person's life. You may have a right to have this decision reviewed.
To amend PHI.
You can ask to correct PHI you believe is incorrect or incomplete. The Practice may require you to make your request in writing and provide a reason for the request.
The Practice may deny your request. The Practice will send a written explanation for the denial and allow you to submit a written statement of disagreement.
To request confidential communications.
You can ask the Practice to contact you in a specific way. The Practice will say “yes” to all reasonable requests.
To limit what is used or shared.
You can ask the Practice not to use or share PHI for treatment, payment, or business operations. The Practice is not required to agree if it would affect your care.
If you pay for a service or health care item out-of-pocket in full, you can ask the Practice not to share PHI with your health insurer.
You can ask for the Practice not to share your PHI with family members or friends by stating the specific restriction requested and to whom you want the restriction to apply.
To obtain a list of those with whom your PHI has been shared.
You can ask for a list, called an accounting, of the times your health information has been shared. You can receive one accounting every 12 months at no charge, but you may be charged a reasonable fee if you ask for one more frequently.
To receive a copy of this Notice.
You can ask for a paper copy of this Notice, even if you agreed to receive the Notice electronically.
To choose someone to act for you.
If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights.
To opt out of receiving fundraising communications.
The Practice may contact you for fundraising efforts, but you can ask not to be contacted again.
To file a complaint if you feel your rights are violated.
You can file a complaint by contacting the Practice using the Contact options listed below
The Practice will not retaliate against you for filing a complaint.
Our Uses and Disclosures
Routine Uses and Disclosures of PHI
The Practice is permitted under federal law to use and disclose PHI, without your written authorization, for certain routine uses and disclosures, such as those made for treatment, payment, and the operation of our business. The Practice typically uses or shares your health information in the following ways:
To provide services.
The Practice can use and share PHI with other professionals who are treating you.
Example: Your primary care doctor asks about your mental health treatment.
To run the health care operations.
The Practice can use and share PHI to run the business, improve your care, and contact you.
Example: The Practice uses PHI to send you appointment reminders if you choose.
To bill for your services.
The Practice can use and share PHI to bill and get payment from health plans or other entities.
Example: The Practice gives PHI to your health insurance plan so it will pay for your services.
Uses and Disclosures of PHI that may be made without your Authorization or Opportunity to Object
The Practice may use or disclose PHI without your authorization or an opportunity for you to object, including:
To help with public health and safety issues
Public health: To prevent the spread of disease, assist in product recalls, and report adverse reactions to medication.
Required by the Secretary of Health and Human Services: We may be required to disclose your PHI to the Secretary of Health and Human Services to investigate or determine our compliance with the requirements of the final rule on Standards for Privacy of Individually Identifiable Health Information.
Health oversight: For audits, investigations, and inspections by government agencies that oversee the health care system, government benefit programs, other government regulatory programs, and civil rights laws.
Serious threat to health or safety: To prevent a serious and imminent threat.
Abuse Neglect: To report abuse, neglect, or domestic violence
To comply with law, law enforcement, or other government requests
Required by law: If required by federal, state or local law.
Judicial and administrative proceedings: To respond to a court order, subpoena, or discovery request.
Law enforcement: To locate and identify you or disclose information about a victim of a crime.
Specialized Government Functions: For military or national security concerns, including intelligence, protective services for heads of state, or your security clearance.
National security and intelligence activities: For intelligence, counterintelligence, protection of the President, other authorized persons or foreign heads of state, for purpose of determining your own security clearance and other national security activities authorized by law.
Workers' Compensation: To comply with workers' compensation laws or support claims.
To comply with other requests
Coroners and Funeral Directors: To perform their legally authorized duties.
Organ Donation: For organ donation or transplantation.
Research: For research that has been approved by an institutional review board.
Inmates: The Practice created or received your PHI in the course of providing care.
Business Associates: To organizations that perform functions, activities or services on our behalf.
Uses and Disclosures of PHI that may be made with your Authorization or Opportunity to Object
Unless you object, the Practice may disclose PHI:
To your family, friends, or others if PHI directly relates to that person's involvement in your care.
If it is in your best interest because you are unable to state your preference.
Uses and Disclosures of PHI Based Upon Your Written Authorization
The Practice must obtain your written authorization to use and/or disclose PHI for the following purposes: Marketing, sale of PHI, and psychotherapy notes.
You may revoke your authorization, at any time, by contacting the Practice in writing, using the information above. The Practice will not use or share PHI other than as described in Notice unless you give your permission in writing.
Disclosure to Health Information Exchanges
The Practice participates in the North Carolina Health Information Exchange Network, called NC HealthConnex, which is operated by the North Carolina Health Information Exchange Authority (NC HIEA). We will share your protected health information, or PHI, with the NC HIEA and may use NC HealthConnex to access your PHI to assist us in providing health care to you.
We are required by law to submit clinical and demographic data pertaining to services paid for with funds from North Carolina programs such as Medicaid and the State Health Plan. We may also share other patient data with NC HealthConnex not paid for with State funds.
If you do not want NC HealthConnex to share your PHI with other health care providers who are participating in NC HealthConnex, you must opt out by submitting a form directly to the NC HIEA. Forms and brochures about NC HealthConnex are available in our offices and online at hiea.nc.gov/patients.
You may also contact our Privacy Office at (704) 251-9084. Again, even if you opt out of NC HealthConnex, we will still submit your PHI if your health care services are funded by State programs. Your patient data may also be exchanged or used by the NC HIEA for public health or research purposes as permitted or required by law. For more information on NC HealthConnex, please visit hiea.nc.gov/patients
Our Responsibilities
The Practice is required by law to maintain the privacy and security of PHI.
The Practice is required to abide by the terms of this Notice currently in effect. Where more stringent state or federal law governs PHI, the Practice will abide by the more stringent law.
The Practice reserves the right to amend Notice. All changes are applicable to PHI collected and maintained by the Practice. Should the Practice make changes, you may obtain a revised Notice by requesting a copy from the Practice, using the information above.
The Practice will inform you if PHI is compromised in a breach.
Contact Us
If you have any questions about this Privacy Policy or wish to update your preferences:
Insight Carolinas PLLC
15801 Brixham Hill Ave, Ste 475
Charlotte, NC 28277-0878
Third Party Regulators
U.S. Department of Health and Human Services
You can file a complaint with the Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, visiting www.hhs.gov/ocr/privacy/hipaa/complaints/, or calling (877) 696-6775.
North Carolina
Services with a psychologist: You may file a complaint with the North Carolina Psychology Board by sending a complaint form to 895 State Farm Road, Suite 101, Boone, NC 28607-4995, visiting https://ncpsychologyboard.info/complaints/, calling (828) 262-2258, or emailing ExecutiveDirector@NCPsychologyBoard.org.
Services with a social worker: You may file a complaint with the North Carolina Social Work Certification and Licensure Board by sending a complaint form to PO Box 1043, Asheboro, NC 27204 , visiting https://www.ncswboard.gov/complaint-disciplinary-process/, calling (336) 625-1679, or emailing jescobar@ncswboard.gov.
Services with a mental health counselor: You may file a complaint with the North Carolina Board of Licensed Clinical Mental Health Counselors by sending a complaint form to PO Box 77819, Greensboro, NC 27417 , visiting https://ncblcmhc.org/complaints, calling (336) 217-6007, or emailing complaints@ncblcmhc.org.
South Carolina
Services with a psychologist, social worker or professional counselor: You may file a complaint with the Department of Labor, Licensing and Regulation by writing to PO Box 11329 Columbia, SC 29211-1329, visiting https://eservice.llr.sc.gov/Complaints/, calling (803) 896-4664, or emailing contactllr@sc.llr.gov.
Updates to This Privacy Policy
We may update this policy periodically to reflect changes in practices or legal requirements. Any changes will be posted on this page (https://www.insightcarolinas.com/npp) with the updated effective date.