Transform Mental Health Management Privacy Policy

Effective date: 02/24/2026

This Privacy Policy describes how Transform Mental Health Management ("we," "us," or "our"), a healthcare organization based in Tampa, Florida, collects, uses, shares, and protects personal information when you visit our website, www.transformmentalhealth.org, or use our mobile apps, receive services from us, or otherwise interact with us. By using our services or providing us information, you agree to the practices described in this policy.

Information we collect

  • Personal identification: name, date of birth, address, phone, email, insurance information, emergency contact.

  • Protected health information (PHI): medical history, diagnoses, treatment records, prescriptions, lab and imaging results, clinical notes, and other health information necessary to provide care.

  • Financial and billing: payment method, insurance details, billing history.

  • Account and usage data: usernames, passwords, appointment history, portal activity.

  • Device and technical data: IP address, browser type, device identifiers, log files, cookies, and analytics about site and app usage.

  • Communications: messages, emails, phone calls, and feedback you provide to us.

  • Information from third parties: referrals, insurance companies, healthcare providers, public records, and business partners when applicable.

How we use your information

We use information to:

  • Provide, coordinate, and manage healthcare services and treatment.

  • Process billing, insurance claims, and payments.

  • Communicate with you about appointments, care, reminders, and administrative matters.

  • Manage patient portals and user accounts.

  • Improve our services, website, and apps through analytics.

  • Comply with legal, regulatory, and public health obligations.

  • Conduct quality assurance, training, and internal business operations.

Legal bases for processing (where required) 

For EU/UK users or other regions requiring legal bases: we process personal data based on your consent, to perform a contract (treatment and services), to comply with legal obligations, and for our legitimate interests (security, operations, fraud prevention), where applicable.

Sharing and disclosure of information 

We may share information with:

  • Healthcare providers and clinical staff involved in your care.

  • Health plans, insurers, and billing agents to process claims and payments.

  • Business associates and vendors who perform services on our behalf (e.g., IT providers, cloud hosts, analytics, telehealth platforms) under contractual confidentiality and security obligations.

  • Legal and regulatory authorities when required by law, court order, or public health reporting.

  • Public health authorities for reporting and disease control as required by law.

  • Law enforcement or other government entities as required. We do not sell your personal health information for commercial marketing. Where allowed by law and with your consent, we may share de-identified or aggregated data that does not identify you.

Your rights and choices

  • Access and correction: You may request access to or correction of your personal and medical information maintained by us.

  • Accounting of disclosures: You may request a record of certain disclosures of your PHI.

  • Restriction requests: You may request restrictions on certain uses or disclosures; we will comply where required by law or as feasible.

  • Communications preferences: You may opt out of certain marketing communications.

  • Data portability: To the extent required by law, you may request a copy of your information in a structured, machine-readable format. We may need to verify your identity and may charge a reasonable fee for certain requests as permitted by law.

Cookies, tracking, and analytics 

We and our service providers use cookies and similar technologies to operate and improve our website and apps, remember preferences, and deliver analytics. You can control cookie preferences through your browser or device settings; declining cookies may limit certain features.

Security 

We maintain administrative, technical, and physical safeguards designed to protect personal information and PHI from unauthorized access, use, or disclosure. While we use reasonable measures to protect data, no system is completely secure; we cannot guarantee absolute security.

  1. Data retention: We retain personal information and PHI as necessary to provide care, fulfill legal and regulatory obligations, resolve disputes, and enforce agreements. Retention periods follow applicable federal and state laws and professional standards.

  2. International transfers: If your data is transferred or stored outside your country, we will take steps to provide appropriate safeguards and comply with applicable cross-border data transfer laws.

  3. Children and minors: We do not intentionally collect personal information from children under 13 (or the age required by local law). For minors receiving care, parents or legal guardians may manage portal access and communications as permitted by law.

  4. Changes to this policy: We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will post the updated policy with a new effective date on our website and, where appropriate, notify you.

  5. Contact us: For questions, to exercise your rights, or to file a complaint, contact: Transform Mental Health Management Address: 26650 Wesley Chapel Blvd, Lutz FL 33559. Email: hello@transformmentalhealth.org. Phone: (813) 948-4230. If you believe your privacy rights under applicable law have been violated, you may also file a complaint with the relevant state or federal regulator.

Note: This privacy policy is a general summary and does not create any contractual rights. Specific notices (e.g., Notice of Privacy Practices for HIPAA) or agreements may govern certain aspects of the relationship; you will be provided those as required.