Notice of Privacy Practices
Last Updated: March 31, 2021
Live Authentically (“We” / “Coach”) is dedicated to maintaining the confidentiality and the privacy of the health information of all Participants, as well as the confidentiality of Company information. This notice describes how personal information about corporate coaching clients and participants (“Participant”) may be used and disclosed, and how clients and participants can get access to this information.
We may update this Notice of Privacy Practices from time to time. If we do so, we will publish all changes on this page. We may also send you an e-mail notifying you of any changes; however, this is not guaranteed and you should check this page on occasion to make sure that you are aware and agree with any changes in this material.
As Participants engage in a coaching program, records will be created regarding the Participant and the services provided, which may contain personal information about the Participant and their health.
Coach is committed to protecting the confidentiality of all personal information regarding all Participants, including name, address, employment, education, and other demographic information; criminal record; payment information; health information; and any other information that may identify the Participant and/or may relate to the Participant’s past, present, or future physical or mental health or condition, including any drug or alcohol abuse (“Personal Information”), except where disclosure is specifically authorized by the Participant and/or as set forth in the provisions below.
How Information May be Used and Disclosed
We may use a Participant’s Personal Information in the following ways and for the following purposes:
- For the Providing of Coaching Services. Personal Information may be used to provide Participant with coaching services, which depend on the Coach knowing the facts and issues in Participant’s life in order to assist Participant with working through them.
- For Payment. Personal Information may be used and disclosed to bill and collect a payment for services provided.
- For Business Operations. Personal Information may be used and disclosed, as needed, in order to allow Coach to conduct its business. Examples include: quality assessment activities, employee review activities, training of students, licensing, limited sharing of information with third parties that perform business activities such as billing or typing services for Coach (provided there is a written contract with the business that prohibits it from re-disclosing and requires it to safeguard the privacy and confidentiality of any Personal Information).
- Without Authorization. Applicable law also permits disclosure of Personal Information without express authorization in a limited number of other situations, such as with a court order. These situations are explained on the following pages.
- With Authorization. Written authorization must be obtained from Participant for other uses and disclosures of their Personal Information.
Specific Circumstances in Which Personal Information May Be Disclosed Without Participant’s Consent
The following uses and disclosure of Personal Information do not require authorization by Participant or the Company:
- Disclosure is Required by Law. Disclosure of Personal Information may be made to the extent that the use or disclosure is required by law, made in compliance with the law, and limited to the relevant requirements of the law. For example, disclosure may be made to law enforcement officials in response to a valid court order or warrant; to a valid court or administrative order, or in some cases, in response to a valid subpoena or discovery request; or as otherwise required or permitted by law.
- Medical Emergencies. Disclosure or use of Personal Information in a medical emergency situation may be made to medical personnel only.
- Child Abuse or Neglect. Disclosure of Personal Information to a state or local agency that is authorized by law to receive and/or investigate reports of child abuse or neglect, prenatal exposure to controlled substances, including alcohol. In such instances, the information disclosed is limited to only that information which is necessary to make the initial mandated report.
- Information of Minors. Disclosure of any Personal Information of a minor may be made to a parent, guardian, or other person authorized under state law to act on behalf of a minor.Disclosure will be made to authorized personnel if:
- a) Personal Information is relevant to reducing a threat to the life or physical wellbeing of the minor or any other individual; or
- b) if the minor applicant lacks capacity to make a rational decision; or
- c) the minor’s situation poses a substantial threat to the life or physical wellbeing of the minor or any other individual which may be reduced by communicating relevant facts to such person
- Incompetent and Deceased Clients. Disclosure of Personal Information regarding deceased clients for the purpose of determining the cause of death, in connection with laws requiring the collection of death or other vital statistics, or permitting inquiry into the cause of death.
- Legally Authorized Representatives. Disclosure of Personal Information to a person appointed by a court to represent or administer one’s interests.
- Duty to Warn. If it is learned that a Participant has made a specific threat of serious physical harm to another specific person or the public, and disclosure is otherwise required under statute and/or common law, disclosure of Personal Information to appropriate authorities may be made if Coach believes that disclosure is necessary and appropriate to avert or lessen a serious threat to health or safety, such as physical or mental injury being inflicted on Participant, someone else, or the public.
- Military & Specialized Government Functions. If Participant is or has been a member of the U.S. Armed Forces, their Personal Information may be disclosed as required by military command authorities, and to authorize federal officials for national security and intelligence reasons and to the Department of State for medical suitability determinations.
- Health Oversight. Disclosure of Personal Information may be made to a health oversight agency for activities authorized by law, such as audits, investigations, and inspections. If disclosure of Personal Information is made to a health oversight agency, an agreement will be in place that requires the agency to safeguard the privacy of Participant’s information.
- Public Health. Use or disclosure of Personal Information may be made for public health purposes or activities to a public health authority authorized by law to collect or receive such information for the purpose of preventing or controlling disease, injury, or disability, or if directed by a public health authority, to a government agency that is collaborating with that public health authority. In certain circumstances, disclosure of Personal Information to a person who is subject to the jurisdiction of the Food and Drug Administration with respect to the reporting of certain occurrences involving food, drugs, or other products distributed by such person.
In certain limited circumstances, disclosure of Personal Information may be made when a person that may have been exposed to a communicable disease or may otherwise be at risk of spreading or contracting such disease, if such disclosure is authorized by law. For example, disclosure of Personal Information regarding the fact that you have contracted a certain communicable disease to a public health authority authorized by law to collect or receive such information.
Participants’ Rights Regarding Your Personal Information
Participants have the following rights regarding the personal information in Coach’s possession:
- Right of Access to Inspect and Copy. Participants may request a copy of their file, for a reasonable fee for copies and administrative expenses.
- Right to Amend. If a Participant feels that the personal information we have on file for them is incorrect or incomplete, they may ask for an amendment to the information.
- Right to an Accounting of Disclosures. Participants may request an accounting of the disclosures that is made of their personal information.
- Right to Request Restrictions. Participants may request a restriction or limitation on the use or of their personal information.
- Right to Request Confidential Communication. Participants may request that communications about personal matters be made in a manner that ensures confidentiality.
- Right to a Copy of this Notice. Upon Request, Participants may obtain a copy of this notice.
Changes to this Privacy Statement. Coach may revise and/or update this Privacy Statement at any time, without notice, by posting a copy on the Live Authentically website: LiveAuthentically.today, sending a copy to Participants and/or Company via e-mail, or providing one to Participants and/or Company at the next scheduled appointment.
If you have questions regarding this Privacy Statement, you may contact Coach at [email protected].