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Privacy Policy

Effective Date: 9/1/2024
Practice Name: The Grappler’s PT & Pilates
Owner/Provider: Dr. Shelley Hardin, PT, DPT

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This Privacy Policy explains how we handle your personal and health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable privacy laws. We are committed to protecting your protected health information (PHI) and ensuring your privacy is respected while delivering physical therapy and Pilates reformer training in Austin, TX to our local community.

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1. HIPAA Compliance

As an Austin physical therapy and Pilates provider, The Grappler’s PT & Pilates follows HIPAA regulations to safeguard your PHI, which includes any information about your health, treatment, or payment that can be linked to you as an individual.
 

We are required by law to:

  • Maintain the privacy of your PHI

  • Provide you with this notice of our legal duties and privacy practices

  • Follow the terms of this Privacy Policy and our Notice of Privacy Practices

  • Notify you promptly if a breach occurs that may have compromised the privacy or security of your information

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2. What Information We Collect

We collect PHI and personal information when you:

  • Schedule or receive physical therapy, back pain treatment, Pilates reformer sessions, or sports injury recovery services in Austin

  • Complete health history or intake forms

  • Communicate with us via phone, email, text, or in person

  • Make payments or purchase packages
     

This may include:

  • Name, birthdate, address, phone, and email

  • Medical history, health conditions, and treatment notes

  • Session progress and recommendations

  • Billing and payment information

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3. How We Use and Disclose Your PHI

We may use and disclose your PHI for:

  • Treatment – To provide and coordinate your care, including manual therapy, therapeutic exercise, and injury prevention plans

  • Payment – To receive payment for services you receive (including receipts for HSA/FSA)

  • Healthcare Operations – To manage and improve our practice, quality of care, and business operations

  • Legal Requirements – If required by law (e.g., subpoena, public health authority)
     

We do not sell your information or use it for marketing without your explicit written authorization.

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4. Your Rights Under HIPAA

As a client, you have the right to:

  • Access your health records

  • Request corrections to your records

  • Receive an accounting of disclosures

  • Request confidential communications (e.g., using an alternate address or phone)

  • Request restrictions on certain uses or disclosures (though we are not always required to agree)

  • File a complaint if you believe your privacy rights have been violated
     

To exercise these rights, please contact us by mail or email at:
 

The Grappler’s PT & Pilates
Dr. Shelley Hardin, PT, DPT
1915 E. Martin Luther King Blvd., Suite 214
Austin, TX 78703

Email: info@thegrapplerspt.com

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5. Data Security

We take appropriate administrative, technical, and physical measures to protect your PHI, including:

  • Secure, password-protected devices and encrypted software

  • Limited access to PHI by authorized personnel only

  • HIPAA-compliant digital tools for documentation and scheduling (where applicable)

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6. Communication Preferences

By choosing to receive services from us, you may receive appointment reminders or wellness-related messages via text, email, or phone. While we strive to use HIPAA-compliant systems, you may always:

  • Request paper communications

  • Ask to limit or avoid digital communication

  • Opt out of non-essential messages by contacting us directly or replying “STOP”

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7. Retention and Recordkeeping

We retain your records for a minimum of six (6) years or as otherwise required by law. Your information may be securely archived even after you discontinue care.

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8. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted in our practice and/or on our website and made available upon request.

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9. Contact for Questions or Complaints

If you have any questions or concerns about this Privacy Policy — or believe that your privacy rights may have been violated — you may:

  • Contact our office and speak directly with Dr. Shelley Hardin about your concerns

  • Email: info@thegrapplerspt.com

  • Phone: (512) 693-7507

  • Send written correspondence to:
     

PRIVACY OFFICER
The Grappler’s PT & Pilates
Dr. Shelley Hardin, PT, DPT
1915 E. Martin Luther King Blvd., Suite 214
Austin, TX 78703
Email: info@thegrapplerspt.com
 

You also have the right to file a complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights at www.hhs.gov/ocr. You will not be penalized for filing a complaint.

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