Notice of Privacy Practices

This is a template. Cadence Agents, Inc. is a Business Associate of healthcare practices; we do not distribute Notices of Privacy Practices directly to patients. Each Cadence customer practice (the Covered Entity) adapts this template, fills in their contact details, and distributes it to their patients per 45 CFR §164.520.

Practices using Cadence can request the per-practice rendered version of this Notice (with the practice's name, address, and Privacy Contact filled in) by emailing privacy@cadenceagents.ai. Outside-counsel review is recommended before distribution.

Notice of Privacy Practices — [Practice Name]

Effective date: [Effective Date]

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.

Our pledge regarding your health information

[Practice Name] is committed to protecting the privacy of your health information. We are required by law to maintain the privacy and security of your protected health information (PHI), provide you with this Notice describing our legal duties and privacy practices regarding your PHI, notify you following a breach of unsecured PHI, and follow the privacy practices described in the Notice currently in effect.

How we may use and disclose your PHI

The following describes how we may use and disclose your PHI without your written authorization:

• For treatment — to provide, coordinate, or manage your healthcare.
• For payment — to bill and collect payment for services, including verifying insurance eligibility and submitting claims.
• For healthcare operations — quality improvement, training, licensing, business management. We use Cadence Agents — a HIPAA Business Associate — to help us answer phone calls, send appointment reminders, schedule appointments, manage clinical notes, and respond to patient inquiries.
• Appointment reminders + recall — by phone, SMS, or email. You can opt out by replying STOP to any SMS or contacting our office.
• As required or permitted by law — public health, judicial proceedings, law enforcement, coroners, organ donation, research with IRB approval, serious threat to health or safety, workers' compensation.
• To business associates — vendors who help us run the practice, each under a signed BAA. Cadence Agents' subprocessor list is at cadenceagents.ai/trust.

Uses + disclosures requiring your authorization

• Marketing communications (other than appointment reminders)
• Sale of PHI
• Psychotherapy notes (typically not applicable to this practice)
• Research not authorized by an IRB

You may revoke an authorization at any time in writing.

Your rights regarding your PHI

• Right to inspect + copy — request access to your PHI; we respond within 30 days.
• Right to amend — request correction of incorrect or incomplete PHI.
• Right to an accounting of disclosures — list of disclosures other than for treatment, payment, or operations. First request per 12-month period is free.
• Right to request restrictions — including the mandatory restriction for services paid out-of-pocket in full.
• Right to confidential communications — alternate phone, address, etc.
• Right to a paper copy of this Notice — upon request.
• Right to be notified of a breach — within 60 days of discovery.

How to file a complaint

File a complaint with us at the Privacy Contact below, or with the U.S. Department of Health and Human Services. There will be no retaliation for filing a complaint.

Contact

[Practice Name]
[Practice Address]
Privacy Contact: [Name]
Email: [privacy@practice-domain]
Phone: [Practice Phone]

Cadence Agents' own privacy practices (governing how we, as a Business Associate, handle PHI) are documented at /legal/privacy.