HIPAA Notice
of Privacy Practices

The Body Intuitive LLC (“The Body Intuitive,” “Company,” “we,” “our”) provides somatic and trauma‑informed bodywork, manual therapy, clinical yoga therapy, mobility work, massage therapy, and related educational coaching services in San Diego, California. We follow federal HIPAA standards and applicable California privacy laws for all protected health information (“PHI”) that we create or receive in connection with your care.

1. Our responsibilities and pledge

We understand that health information about you and your care is personal, and privacy is essential to safety and healing. We create and maintain records of the services you receive from us to support your care and to comply with legal and ethical requirements.

We are required by law to:

• Make sure that protected health information (“PHI”) that identifies you is kept private.

• Give you this Notice of our legal duties and privacy practices with respect to your PHI.

• Notify you following a breach of unsecured PHI, consistent with federal and California law.

• Abide by the terms of this Notice currently in effect until it is revised.

We also commit that:

• We will never sell your PHI.

• We will not use or disclose your PHI for marketing purposes without your written authorization.

• We will share only the minimum necessary PHI for a given purpose whenever possible.

As a trauma‑informed manual therapy and somatic practice, we recognize that privacy and a sense of control over your information are crucial to safety and healing, and we will discuss with you, when clinically appropriate, how and when your information is shared with other providers.

We may change the terms of this Notice at any time. Any new Notice will apply to all PHI that we maintain at that time and will be posted on our website and made available upon request.

 

2. How we may use and disclose your PHI

We may use and disclose your PHI for treatment, payment, and health care operations (“TPO”) with your consent, as well as through certain contractors and business associates who support our operations.

Treatment

“Treatment” means providing, coordinating, or managing your care and related services. Examples include:

• Consulting with another health care provider (such as your primary care physician, physical therapist, or mental health provider) to coordinate your somatic or manual therapy care.

• Creating personalized practice materials, corrective movement plans, or nervous‑system‑supportive sequences for you.

Payment

“Payment” means obtaining or facilitating reimbursement or payment for services. Examples include:

• Processing your payment via card or electronic methods.

• Providing limited information necessary to process transactions or verify eligibility for benefits, where applicable.

Health care operations

“Health care operations” are activities related to running our practice. Examples include:

• Quality assessment and improvement activities, internal case review, and training.

• Business functions such as audits, accounting, practice management, and client communications.

• Coordination of services and care planning within our scope of practice.

Contractors, vendor partners, and business associates

We use certain vendors and service providers (for example, scheduling, documentation, AI‑assisted transcription and note‑taking, secure cloud storage, client portal platforms, and communication tools) who may have access to PHI as part of their services.

These entities are our “business associates” (including certain contractors and vendor partners). They and their subcontractors are required by law and by written Business Associate Agreements to:

• Protect your PHI and use it only as permitted to perform services for us.

• Implement appropriate safeguards.

• Report any breaches to us.

We currently use HIPAA‑aligned, AI‑assisted platforms for scheduling, documentation, secure storage, telehealth, and client portals (such as Acuity/Squarespace, Upheal, Zoom, Dropbox, and Kajabi, or other comparable platforms). Session recordings, transcripts, and AI‑generated notes are treated as part of your health record and protected under this Notice.

“Use” vs. “disclosure”

• “Use” means activities within our practice, such as sharing or analyzing information among staff.

• “Disclosure” means releasing information to, or allowing information to be accessed by, someone outside our practice.

We share the minimum necessary PHI for the purpose at hand and, whenever clinically and legally appropriate, we will discuss external disclosures with you.

 

3. Uses and disclosures requiring your written authorization

Certain uses and disclosures of your PHI will be made only with your written authorization, which you may revoke at any time in writing, except to the extent we have already relied on it.

Examples include:

• Disclosures to third parties that are not related to treatment, payment, or health care operations.

• Most uses of your PHI for marketing or external teaching purposes.

• Certain disclosures of specially protected information under state law.

Provider notes and internal recordings

We maintain clinical records and, in some cases, separate “provider notes” and internal session recordings.

• Provider notes are personal notes or reflections kept separate from your main record and used primarily for our own clinical reflection and supervision; these are treated similarly to “psychotherapy notes” under HIPAA and receive additional protection.

• Internal audio/video recordings and AI‑generated transcripts or notes may be used to support your care, documentation, treatment planning, and quality improvement; they are stored securely and handled as PHI.

We will generally not disclose provider notes or internal session recordings to third parties without your written authorization, except as required or permitted by law (for example, mandated reporting or legal process).

Use of client stories, images, or recordings in marketing or external educational content is always optional and requires separate, explicit written authorization, as described in our Provider Services Agreement and testimonial consent options.

 

4. Uses and disclosures that do not require your authorization

Subject to certain limits, we may use or disclose your PHI without your written authorization for the following purposes:

1. When required by law

   • When a state or federal law requires the use or disclosure and we comply with the relevant requirements.

2. Public health and safety; mandated reporting

   • Reporting suspected child abuse, elder abuse, or dependent adult abuse as required by California law.

   • Preventing or reducing a serious and imminent threat to the health or safety of you or others, consistent with applicable law and professional standards.

3. Health oversight activities

   • For activities authorized by law such as audits, investigations, inspections, and licensure actions.

4. Judicial and administrative proceedings

   • Responding to a court or administrative order, or in some cases a lawful subpoena or discovery request, consistent with legal requirements. Our preference is to obtain your authorization when possible.

5. Our own legal defense

   • Using or disclosing PHI as needed to defend ourselves in a legal or administrative proceeding initiated by you.

6. Law enforcement

   • For limited law‑enforcement purposes, such as reporting crimes occurring on our premises, or as otherwise required by law.

7. Coroners and medical examiners

   • To a coroner or medical examiner to carry out duties authorized by law.

8. Research and training

   • For research or internal training and quality improvement. Whenever possible, we use de‑identified information (information that does not identify you). If identifiable PHI is needed, we will obtain your authorization or ensure that the use is otherwise permitted by law and appropriate ethics safeguards.

9. Workers’ compensation

   • To comply with workers’ compensation or similar programs that provide benefits for work‑related injuries or illness.

10. Appointment reminders and service information

    • To contact you with appointment reminders, scheduling or portal messages, and to tell you about services or benefits we offer that may support your care.

 

5. Uses and disclosures where you have an opportunity to object

We may share limited PHI with a family member, friend, or other person you identify as involved in your care or helping to pay for your care, unless you object in whole or in part.

Because many clients are trauma survivors or navigating complex relational histories, we generally seek your explicit consent before sharing information with family or friends, except in emergencies when you are incapacitated and we determine that sharing limited information is in your best interest and permitted by law.

If you are not present, or if you are incapacitated, we may exercise professional judgment to determine whether a disclosure is in your best interest, and we will share only the minimum necessary information.

 

6. Your rights regarding your PHI

You have the following rights concerning your PHI. To exercise these rights, please submit a written request to the email or mailing address listed at the end of this Notice.

1. Right to request limits on use and disclosure
   You may ask us not to use or disclose certain PHI for treatment, payment, or health care operations. We are not required to agree to every request, and we may say “no” if we believe it would affect your care or our legal obligations.

2. Right to restrict disclosures to health plans for fully out‑of‑pocket services
   If you pay for a service in full out‑of‑pocket and ask us not to disclose information about that service to a health plan, we will honor your request unless we are legally required to share it.

3. Right to request confidential communications
   You may request that we contact you in a specific way (for example, only via email or to a particular mailing address). We will accommodate reasonable requests and may ask how you prefer to be contacted.

4. Right to see and get copies of your record
   Other than provider notes, you may request an electronic or paper copy of your health record and other information we have about you, including telehealth records and internal session documentation. We will provide a copy or summary (if you agree to a summary) within 30 days of your written request, with one possible extension as allowed by law, and may charge a reasonable, cost‑based fee.

5. Right to an accounting of disclosures
   You may request a list (“accounting”) of certain disclosures of your PHI made in the six years prior to your request, excluding those for treatment, payment, health care operations, or disclosures you authorized. We will respond within 60 days (with one possible extension as allowed by law). The first accounting in a 12‑month period is free; we may charge a reasonable fee for additional requests.

6. Right to correct or update your PHI
   If you believe there is a mistake in your PHI, or that important information is missing, you may request that we correct or add information. We may say “no” to your request, but we will respond in writing within 60 days and explain our decision and your options.

7. Right to request information about storage, use, and deletion of recordings
   You may request information about how your data, including session recordings and AI‑generated materials, is stored and used, and you may request deletion of recordings or files to the extent permitted by law and clinical record‑keeping requirements. We generally retain client records for up to five (5) years from the date of creation or receipt, unless a longer period is required by law.

8. Right to a paper or electronic copy of this Notice
   You may request a paper copy of this Notice at any time, even if you received it electronically, and you may request that a copy be sent by email.

 

7. Complaints, questions, and contact information

If you have questions, concerns, or complaints about how we handle your privacy or your rights, please contact:

The Body Intuitive LLC – Privacy Officer
Email: support@thebodyintuitive.com
Mailing address: 1011 Camino del Mar, Suite 252, Del Mar, 92014
Phone: 480-999-6087 

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. Contact information for that office is available at www.hhs.gov/ocr.

We will not retaliate against you for filing a complaint or for exercising any of your privacy rights.

 

8. Acknowledgment of receipt of this Notice

Under HIPAA, you have certain rights regarding the use and disclosure of your PHI. By checking the acknowledgment box on your waiver or intake forms, or by signing electronically, you confirm that you have received, read, or been offered a copy of this HIPAA Notice of Privacy Practices.

Last Revised/Effective date of this Notice: March 29, 2026