SMS and text messaging privacy policy

Overview

This SMS Privacy Policy governs the collection, use, and protection of your personal information when you opt-in to receive text messages from Alo.ha Psychological Associates. This policy applies specifically to our SMS communication services and supplements our general Privacy Policy.

SMS Program Description

Our SMS program is designed to provide customer care and administrative support to individuals seeking mental health services. We use text messaging to:

• Send links to intake paperwork and appointment applications

• Provide information about next steps in the appointment process

• Send appointment scheduling reminders and confirmations

• Share administrative information related to your care coordination

Important: Our SMS communications are NOT secure and should not be used for protected health information (PHI). Any sensitive medical information will be communicated through secure, HIPAA-compliant channels.

Consent and Opt-In

How We Obtain Consent

You may consent to receive SMS communications from us through:

1. Online Consent: Checking the SMS opt-in box on our appointment request form on our website

2. Phone Consent: Pressing "1" when prompted during our phone routing system to receive text links for intake paperwork

3. Written Consent: Providing written authorization during in-person interactions

What Your Consent Means

By providing consent, you:

• Acknowledge that SMS communications are not secure

• Understand that standard message and data rates may apply

• Agree to receive administrative messages related to appointment scheduling and care coordination

• Confirm that you are the authorized user of the mobile phone number provided

Information We Collect

When you opt-in to our SMS program, we may collect:

• Your mobile phone number

• Your name and contact preferences

• Appointment scheduling information

• Administrative notes related to your care coordination

• Message delivery and response data

How We Use Your Information

We use your mobile phone number and related information solely for:

• Sending appointment-related communications

• Providing links to intake forms and paperwork

• Sending appointment reminders and confirmations

• Administrative coordination of your mental health services

• Ensuring compliance with our customer care protocols

Data Storage and Security

Storage Systems

Your SMS data is stored in the following HIPAA-compliant systems:

• JustCall: Our primary SMS platform for message delivery

• Monday: Our administrative coordination system

• TherapyNotes: Our practice management system

Security Measures

• All storage systems maintain HIPAA compliance standards

• Access is limited to authorized administrative staff

• No integrations between systems that could compromise data security

• Regular security audits and compliance monitoring

Data Retention

• Phone numbers are retained for as long as legally permitted and necessary for business purposes

• SMS message logs are maintained according to healthcare record retention requirements

• You may request deletion of your information subject to legal and regulatory requirements

Message Frequency and Content

Frequency

• Message frequency varies based on your appointment scheduling needs

• Typically 1-3 messages per appointment scheduling cycle

• No promotional or marketing messages

Content Guidelines

• Messages contain only administrative information

• No protected health information (PHI) is transmitted via SMS

• All messages include clear identification of our practice

• Templates are pre-approved to ensure compliance

Your Rights and Choices

Opt-Out Instructions

You can stop receiving SMS messages at any time by:

• Replying "STOP" to any message

• Calling our office at (619) 996-3195

• Emailing us at admin@alohapsych.com

Help and Support

For assistance with SMS services, reply "HELP" to any message or contact us using the information above.

Data Rights

You have the right to:

• Request information about data we collect

• Request correction of inaccurate information

• Request deletion of your SMS data (subject to legal requirements)

• Opt-out of SMS communications at any time

Compliance and Regulatory Information

HIPAA Compliance

• SMS communications are not considered secure under HIPAA

• No PHI is transmitted via SMS

• All sensitive medical information is communicated through secure, encrypted channels

• Staff are trained on HIPAA requirements and SMS limitations

Telecommunications Compliance

• We comply with all applicable federal and state regulations regarding SMS communications

• We maintain proper registration with telecommunications authorities

• We follow industry best practices for SMS marketing and customer communications

California and Hawaii Regulations

As a practice licensed in California and Hawaii, we comply with all applicable state privacy laws and regulations.

Third-Party Service Providers

We use JustCall as our SMS service provider. JustCall:

• Maintains HIPAA compliance standards

• Provides secure message delivery

• Does not share your information with unauthorized third parties

• Follows industry-standard data protection practices

Contact Information

For questions about this SMS Privacy Policy or our text messaging practices:

Alo.ha Psychological Associates
3517 Camino del Rio S Suite 302
San Diego, CA 92108
Phone: (619) 996-3195
Email: admin@alohapsych.com

Policy Updates

We may update this SMS Privacy Policy periodically. We will notify you of significant changes through:

• Updated posting on our website

• SMS notification to current subscribers

• Email notification where applicable

Continued use of our SMS services after policy updates constitutes acceptance of the revised terms.

Effective Date

This policy is effective as of July 28, 2025 and applies to all SMS communications from Alo.ha Psychological Associates.

This SMS Privacy Policy is part of our comprehensive privacy practices and should be read in conjunction with our general Privacy Policy available on our website.