Privacy Policy

 
 

Privacy Policy, Terms & Conditions, and SMS Terms of Service

Effective date: August 12, 2025
Applies to: MHMR Authority of Brazos Valley (“MHMR, we, us, our”) website(s), forms, and digital services.

1) Introduction & Scope

This document explains how we collect, use, disclose, and protect information when you visit our website, contact us, receive services, or opt in to SMS messages. It also sets the rules for using our website and our texting program. By using our site or opting in to SMS, you agree to this policy.

Not emergency care. Website content and messages are informational and not medical advice. In an emergency, call 911 or 988 (Suicide & Crisis Lifeline), or 24/7 MENTAL HEALTH AND SUBSTANCE ABUSE CRISIS HOTLINE: 888.522.8262

2) Who We Are & How to Contact Us

MHMR Authority of Brazos Valley
Mailing address: PO Box 4588, Bryan, TX 77805
Phone: 979-822-6467 or 1-800-282-6467 • Email: clientrights@mhmrabv.org • Website: https://www.mhmrabv.org

Our Privacy Officer can be reached at clientrights@mhmrabv.org for privacy rights requests, questions, or complaints.

3) Key Definitions

  • Personal Data: Information that identifies or can reasonably identify you (e.g., name, contact details, IP address).

  • Protected Health Information (PHI): Individually identifiable health information created or received by a HIPAA covered entity or business associate in connection with care, payment, or operations. (45 CFR 160, 164.)

  • Sensitive Data (Texas): May include precise geolocation, biometric data, children’s data, etc., under the Texas Data Privacy and Security Act (TDPSA)

4) Information We Collect 

A. You provide directly: name, address, email, phone, preferred contact method, appointment details, forms and messages, portal inquiries, billing information.
B. Health/Service context: scheduling info, service coordination notes, and other PHI as necessary to deliver care.
C. Automatically: IP address, device/browser data, pages viewed, and cookies/analytics signals.
D. From others: authorized representatives, referral sources, payors, or service partners (consistent with HIPAA and applicable law).

5) How We Use Information

  • Provide, coordinate, schedule, and support services

  • Send appointment reminders, service updates, and account notifications (email/SMS/phone)

  • Respond to inquiries and provide customer support

  • Billing, payments, audits, quality improvement

  • Operate, secure, and improve our website and systems

  • Meet legal, regulatory, and reporting obligations (including HIPAA)

Uses/disclosures of PHI follow HIPAA’s treatment, payment, and health care operations rules and the HIPAA Notice of Privacy Practices elements summarized in Section 11 below.

6) How We Share Information

We do not sell personal data and we do not share SMS consent with third parties or affiliates.
We may disclose information:

  • To our workforce and service providers who must access data to help us deliver services and who are bound by confidentiality/BAA or contract

  • To health care providers, payors, or agencies involved in your care

  • As required by law, court order, or to protect health/safety

  • In de-identified/aggregated form for quality, reporting, or research (no individual identification)

Texas biometrics. If we ever capture biometric identifiers (e.g., face/voice scan for authentication), we will first provide notice and obtain consent, protect them with reasonable care, and destroy them within the statutory timeframes; we will not sell or disclose them except as permitted by law.

7) Cookies, Analytics & “Do Not Track”

We use cookies and similar technologies for site functionality, security, and analytics. You can manage cookies via your browser. Some features may not work without them.

8) Your Privacy Rights

8.1 HIPAA Rights (PHI)

For PHI, you have rights to access, amend, receive an accounting, request restrictions, request confidential communications, and obtain a copy of this policy. We will provide our formal Notice of Privacy Practices on request and at service intake; it will include an effective date and how to file complaints

9) Children’s Privacy

Our website is not directed to children under 13. We do not knowingly collect personal information online from children under 13 without parental consent (COPPA). Clinical services for minors are handled through appropriate consent processes and privacy laws.

10) Data Security & Retention

We use administrative, technical, and physical safeguards proportional to the sensitivity of data (including PHI) to protect against unauthorized access, alteration, or loss. Data is retained only as long as necessary for the purposes described or as required by law and our records schedules.

Texas breach notice. If a breach of system security involving sensitive personal information occurs, we will notify affected individuals and the Texas Attorney General consistent with Texas law.

11) HIPAA Notice of Privacy Practices (Summary)

Under HIPAA, you have a right to an adequate notice of our privacy practices for PHI. Our formal NPP describes:

  • Permitted uses/disclosures (e.g., treatment, payment, operations; certain public health/safety; law enforcement)

  • Your PHI rights and how to exercise them

  • Our duties to protect PHI and mitigate breaches

  • How to file complaints (with us or with HHS)

  • Effective date and how updates will be communicated
    We will provide the full NPP at service intake or upon request.

12) SMS/Text Messaging Terms (TCR-Compliant)

When you provide your mobile number and opt in, you consent to receive SMS messages from MHMR related to your services (e.g., appointment reminders, account notifications, customer care).

  • Message frequency may vary.

  • Message and data rates may apply.

  • Opt-out: Reply STOP to any message to unsubscribe.

  • Help: Reply HELP or visit https://www.mhmrabv.org.

  • Privacy: SMS consent is not shared with third parties or affiliates.

Placement: A link to this policy will appear near any SMS consent checkbox/opt-in language and in the footer of every page.

13) Site Use Terms (Terms & Conditions)

13.1 Acceptable Use

You agree not to misuse the site, attempt unauthorized access, introduce malware, scrape without permission, or disrupt service.

13.2 Intellectual Property

All site content is owned by MHMR or licensed to us. You may view and print for personal, non-commercial use. No reproduction, distribution, or derivative works without permission.

13.3 Third-Party Links

Links to third-party sites are provided for convenience. We are not responsible for their content or privacy practices. Review their policies before providing information.

13.4 No Medical Advice

Website content is educational. It does not replace advice from your clinician. Always seek professional care; call 911/988 for emergencies/crises. 24/7 MENTAL HEALTH AND SUBSTANCE ABUSE CRISIS HOTLINE: 888.522.8262

13.5 Disclaimer & Limitation of Liability

The site is provided “as is.” To the fullest extent allowed by law, we disclaim warranties and are not liable for indirect or consequential damages arising from your use of the site or SMS program.

13.6 Governing Law & Venue

These terms are governed by the laws of the State of Texas. Venue for disputes lies in the appropriate courts within Brazos County, Texas.

13.7 Accessibility & Language Assistance

We strive to make our website accessible. Auxiliary aids/services and language assistance are available at no cost when interacting with our programs.

13.8 Nondiscrimination Statement

We do not discriminate on the basis of race, color, national origin, age, disability, sex, gender identity, religion, or other protected status. Assistance and accommodations are available upon request.

14) Changes to This Policy

We may update this policy periodically. We will post the revised version with an updated effective date and, where material, provide additional notice consistent with HIPAA and Texas law.

15) How to Exercise Rights or File a Complaint