Privacy Policy

www.trinitasservices.com

Effective Date: September 1, 2026     |     Last Updated: September 1, 2026

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Trinitas Services ("Trinitas," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect through our website at www.trinitasservices.com, how we use and protect that information, and the choices available to you.

Please read this policy together with our Notice of Privacy Practices, which governs protected health information (PHI) created and maintained in the course of clinical care. Where the two documents differ with respect to PHI, the Notice of Privacy Practices controls.

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1. Who We Are

Trinitas Services is a group mental health practice located at 1777 Fordham Blvd., Suite 204, Chapel Hill, NC 27514. We provide outpatient counseling, psychiatric, and related behavioral health services.

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Some clinicians who see clients at our location are independent practitioners who maintain their own separate professional practices and their own client records. Those clinicians are responsible for their own privacy practices and will provide you with their own Notice of Privacy Practices. If you are unsure which practice holds your record, please ask your clinician or contact our office.

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2. Scope of This Policy

This Privacy Policy applies to information collected through our website. It does not apply to:

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• Protected health information governed by HIPAA and our Notice of Privacy Practices;

• Information you provide directly to an independent clinician who practices at our location; or

• Third-party websites or platforms that we link to, which maintain their own privacy policies.

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3. Information We Collect

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3.1 Information You Provide to Us

Our website includes a contact and appointment request form. When you use it, we collect the information you choose to enter, which typically includes your name, email address, telephone number, and the content of your message. We also collect information you send us by email, voicemail, or fax.

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Please do not include detailed health information in the website contact form. The form is intended only for general inquiries and requests to be contacted. Once you become a client, we will communicate with you about clinical matters through our secure client portal.

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3.2 Information Collected Automatically

Like most websites, our site and our web hosting provider automatically record limited technical information when you visit, which may include your IP address, browser type and settings, device type, referring page, the pages you view, and the date and time of your visit. This information is used to operate, secure, and maintain the site.

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3.3 Cookies

Our website uses cookies and similar technologies that are necessary for the site to function properly and to keep it secure. Most browsers allow you to refuse or delete cookies through your browser settings; doing so may affect how parts of the site work.

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3.4 Health Information

Health information you share with us as a client or prospective client is protected health information under the Health Insurance Portability and Accountability Act (HIPAA) and applicable North Carolina law. It is maintained in our clinical record system, not on our public website.

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4. How We Use Your Information

We use the information described above to:

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• Respond to your inquiry and, where applicable, schedule an appointment;

• Provide, coordinate, and document clinical care;

• Verify insurance benefits, obtain authorizations, and process billing and payment;

• Communicate with you about your appointments, account, or care;

• Operate, maintain, secure, and improve our website; and

• Comply with legal, regulatory, and professional obligations.

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We do not sell, rent, or trade your personal information, and we do not use your information for targeted advertising.

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5. Electronic Health Record and Client Portal

We use SimplePractice as our electronic health record (EHR) system and client portal. SimplePractice is a HIPAA-compliant practice management platform, and we maintain a Business Associate Agreement with SimplePractice as required by HIPAA.

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Through the SimplePractice client portal, clients may:

 

• Complete and sign intake paperwork and consent forms;

• Request, confirm, or reschedule appointments;

• Exchange secure messages with their clinician;

• View and pay invoices and store payment information; and

• Access telehealth sessions where offered.

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Information you enter into the portal is transmitted over an encrypted connection and stored by SimplePractice on our behalf. You are responsible for keeping your portal login credentials confidential and for using a device and network you reasonably believe to be secure. SimplePractice maintains its own privacy policy and terms of service, available at www.simplepractice.com.

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6. AI-Assisted Session Documentation

Some of our clinicians use Plaud, an AI-assisted note-taking tool, to record a session and generate a draft clinical note. Recording occurs only with your knowledge and consent, and you may decline or withdraw consent at any time without affecting your care. The recording is deleted immediately after the clinical note is created, and the resulting note is reviewed by your clinician and stored in your clinical record. Session recordings are not used to train artificial intelligence models and are not sold or shared for marketing purposes. If you have questions about this practice, or would like your clinician not to use it, please tell your clinician or contact our office.

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7. How We Share Information

We share information only as necessary and as permitted by law, including with:

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• Service providers and business associates — such as our EHR provider, billing and payment processors, and technology vendors, each of whom is contractually obligated to safeguard the information and to use it only for the services they provide to us.

• Health plans and payers — for eligibility verification, prior authorization, claims, and payment, where you have requested that we bill insurance.

• Other providers — for treatment and care coordination, consistent with HIPAA and, where required, your written authorization.

• Legal and safety disclosures — when required or permitted by law, including mandatory reporting of suspected abuse or neglect, response to a valid court order or subpoena, and disclosures necessary to prevent a serious and imminent threat to health or safety.

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Any other use or disclosure of your protected health information requires your written authorization, which you may revoke at any time in writing.

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8. Email, Text Message, and Voicemail

Standard email and text messaging are not fully secure and may be intercepted or viewed by others. If you choose to communicate with us by unencrypted email or text, you accept that risk. We encourage you to use the secure client portal for anything involving clinical or personal detail, and we will limit the information we include in email, text, and voicemail messages accordingly.

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9. How We Protect Your Information

We use administrative, physical, and technical safeguards designed to protect the information in our care, including encryption of data in transit and at rest within our EHR, access controls limiting staff access to what their role requires, password protection, workforce training on confidentiality and HIPAA, and Business Associate Agreements with vendors that handle protected health information. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

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10. How Long We Keep Information

Website inquiries are retained only as long as needed to respond to you and to maintain a record of the contact. Clinical records are retained for the period required by North Carolina law, applicable licensing board rules, and professional standards, and are then securely destroyed. Records held by an independent clinician practicing at our location are retained according to that clinician’s own policies.

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11. Your Rights and Choices

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11.1 With Respect to Your Health Information

Under HIPAA and North Carolina law, you generally have the right to:

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• Inspect and obtain a copy of your clinical record;

• Request an amendment to your record;

• Request an accounting of certain disclosures;

• Request restrictions on certain uses and disclosures;

• Request that we communicate with you by a particular method or at a particular address;

• Receive a paper copy of our Notice of Privacy Practices; and

• File a complaint with us or with the U.S. Department of Health and Human Services, Office for Civil Rights, without retaliation.

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Our Notice of Privacy Practices describes these rights and how to exercise them in full detail.

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11.2 With Respect to Website and Marketing Communications

You may ask us to delete an inquiry you submitted through our website, decline to provide information through the contact form, adjust your browser cookie settings, or unsubscribe from any non-clinical email we send by using the unsubscribe link or by contacting our office.

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12. Children and Minors

Our website is intended for adults and is not directed to children under 13, and we do not knowingly collect personal information from children through the website. We do provide clinical services to minors; consent for treatment, and a parent or guardian’s access to a minor’s record, are governed by North Carolina law and are addressed in our intake and consent documents.

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13. Links to Other Sites

Our website may link to third-party websites, directories, or platforms, including our client portal, insurance and directory listings, and educational resources. We are not responsible for the privacy practices or content of those sites, and we encourage you to review their privacy policies.

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14. Changes to This Policy

We may update this Privacy Policy from time to time. The revised policy will be posted on this page with an updated effective date, and material changes will take effect when posted. Please review this page periodically.

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15. How to Contact Us

If you have questions about this Privacy Policy, wish to exercise a privacy right, or want to file a privacy complaint, please contact:

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Trinitas Services

1777 Fordham Blvd., Suite 204

Chapel Hill, NC 27514

Phone: 919-275-2137

Fax: 919-882-1872

Email: info@trinitasservices.com

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You may also file a complaint with the U.S. 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 online at www.hhs.gov/ocr/privacy/hipaa/complaints. We will not retaliate against you for filing a complaint.