HIPAA Notice of Privacy Practices

Effective date: 7 August 2026  ·  Last updated: 7 August 2026

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

1. When this notice applies

This notice applies to protected health information (PHI) created during a consultation with a licensed clinician booked through OnlineCare AI. In that relationship the clinician is a HIPAA covered entity and OnlineCare AI acts as their business associate under a written Business Associate Agreement.

This notice does not apply to information you generate outside a consultation — AI conversations, symptom checks, self-recorded wallet items, wearable data or assessment scores. That information is generally not covered by HIPAA, and is governed by our Privacy Policy and by state health-privacy laws.

2. How your PHI may be used and disclosed without your authorisation

• Treatment — to provide, coordinate or manage your care, including sharing with pharmacies, laboratories and clinicians you are referred to.
• Payment — to bill and collect payment for services, including submitting claims to your insurer.
• Healthcare operations — quality assessment, clinician review, training, licensing, audits and business management.
• As required by law — including public-health reporting, reporting suspected abuse or neglect, health oversight activities, judicial and administrative proceedings, and law-enforcement purposes as HIPAA permits.
• To avert a serious threat — to prevent a serious and imminent threat to your health or safety or that of another person.
• Appointment reminders and follow-up relating to your care.

3. Uses that always require your written authorisation

• Most uses and disclosures of psychotherapy notes
• Any use or disclosure for marketing purposes
• Any sale of your protected health information
• Any other purpose not described in this notice

You may revoke an authorisation in writing at any time, except to the extent it has already been acted on.

4. Your rights regarding your PHI

• Inspect and copy — request a copy of your medical and billing records, including an electronic copy, normally within 30 days.
• Amend — ask for a correction if you believe information is incorrect or incomplete. We may deny the request but must tell you why in writing.
• Accounting of disclosures — request a list of certain disclosures made in the previous six years.
• Request restrictions — ask us to limit what we use or disclose. We are not always required to agree, but we must agree to withhold information from your health plan where you have paid in full out of pocket for that service.
• Confidential communications — ask us to contact you in a specific way or at a specific address.
• Paper copy — request a paper copy of this notice at any time.
• Breach notification — be notified if a breach compromises the privacy or security of your PHI.
• Choose someone to act for you — a personal representative with legal authority may exercise these rights on your behalf.

5. Our duties

We are required by law to maintain the privacy and security of your PHI, to notify you promptly following a breach affecting it, to follow the terms of the notice currently in effect, and not to use or share your information other than as described here unless you tell us in writing that we may.

We may change this notice, and any change applies to all information we hold. The current version is always available on this page and on request.

6. Complaints

If you believe your privacy rights have been violated, you may complain to us using the contacts below, or directly to the US Department of Health and Human Services, Office for Civil Rights, at 200 Independence Avenue SW, Washington DC 20201, by calling 1-877-696-6775, or at hhs.gov/ocr/privacy/hipaa/complaints. You will not be retaliated against for filing a complaint.

7. Contact

Privacy Officer, OnlineCare AI
Email: privacy@onlinecareai.com
[Registered company name, mailing address and telephone number to be inserted]

Questions about this document? Email legal@onlinecareai.com. For privacy requests use privacy@onlinecareai.com. For anything urgent about your health, contact a licensed clinician or your local emergency number.