Notice of Privacy Practices
Your Information. Your Rights. Our Responsibilities. 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.
Effective date: June 20, 2026
Who we are (ACE designation)
This notice describes the privacy practices of the entities participating in the VelThor Affiliated Covered Entity (ACE), including VelThor Affiliated Healthcare Partners PC, VelThor Affiliated Healthcare Partners California, PC, and Untitled Health PLLC. For purposes of complying with HIPAA, the above-designated entities, which are under common ownership and control, have designated themselves an ACE. ACE participants may share your protected health information (PHI) with each other as needed to carry out treatment, payment, and health care operations (TPO). These affiliated Covered Entities have a designated single Privacy Officer responsible for HIPAA compliance across all ACE participants.
Your rights
You have the right to: get a copy of your paper or electronic medical record; correct your paper or electronic medical record; request confidential communication; ask us to limit the information we share; get a list of those with whom we’ve shared your information; get a copy of this privacy notice; choose someone to act for you; and file a complaint if you believe your privacy rights have been violated.
Your choices
You have some choices in the way we use and share information as we: tell family and friends about your condition; provide disaster relief; include you in a hospital directory; provide mental health care; market our services and sell your information; and raise funds. We may contact you to support our fundraising efforts. You have the right to opt out of future fundraising communications at any time, and choosing not to receive them will not affect your care. To opt out, contact our Privacy Office by emailing support@velthor.com.
Our uses and disclosures
We may use and share your information without your permission as we: treat you; run our organization; bill for your services; help with public health and safety issues; do research; comply with the law; respond to organ and tissue donation requests; work with a medical examiner or funeral director; address workers’ compensation, law enforcement, and other government requests; and respond to lawsuits and legal actions.
Get an electronic or paper copy of your medical record
You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee. You can exercise this right by emailing support@velthor.com.
Ask us to correct your medical record
You can ask us to correct health information about you that you think is incorrect or incomplete. We may say “no” to your request, but we’ll tell you why in writing within 60 days.
Request confidential communications
You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address. We will say “yes” to all reasonable requests.
Ask us to limit what we use or share
You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” if it would affect your care. If you pay for a service or healthcare item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we’ve shared information
You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why. We will include all the disclosures except for those about treatment, payment, and healthcare operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
Get a copy of this privacy notice
You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
Choose someone to act for you
If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has this authority and can act for you before we take any action.
File a complaint if you feel your rights are violated
You can complain if you feel we have violated your rights by contacting us using the information below. You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201; calling 1-877-696-6775; or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.
Your choices in detail
For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information, tell us what you want us to do, and we will follow your instructions. You have the right and choice to tell us to: share information with your family, close friends, or others involved in your care; share information in a disaster relief situation; and include your information in a hospital directory. If you are not able to tell us your preference—for example, if you are unconscious—we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety. We never share your information for marketing, sale of your information, or psychotherapy notes (except where permitted by law) unless you give us written permission. We may contact you for fundraising efforts, but you can tell us not to contact you again.
Treat you
We can use your health information and share it with other professionals who are treating you. Example: a provider treating you for an injury asks another provider about your overall health condition.
Run our organization
We can use and share your health information to run our practice, improve your care, and contact you when necessary. We might send you appointment reminders by email or text, or leave messages on an answering machine. Electronic communications involve the risk of unauthorized access. By providing your contact information, you acknowledge and accept these risks. We use artificial intelligence (AI) and machine learning tools to analyze health information to identify ways to improve our services, enhance our clinical workflows, and refine our AI systems for better performance. These tools are used in compliance with HIPAA and other applicable laws. They do not replace a licensed clinician’s clinical judgment or decision making.
Bill for your services
We can use and share your health information to bill and get payment from health plans or other entities. Example: we give information about you to your health insurance plan so it will pay for your services.
Help with public health and safety issues
We can share health information about you for certain situations such as: preventing disease, helping with product recalls, reporting adverse reactions to medications, reporting suspected abuse, neglect, or domestic violence, and preventing or reducing a serious threat to anyone’s health or safety.
Do research
We can use or share your information for health research.
Comply with the law
We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
Respond to organ and tissue donation requests
We can share health information about you with organ procurement organizations.
Work with a medical examiner or funeral director
We can share health information with a coroner, medical examiner, or funeral director when an individual dies.
Address workers’ compensation, law enforcement, and other government requests
We can use or share health information about you for workers’ compensation claims; for law enforcement purposes or with a law enforcement official; with health oversight agencies for activities authorized by law; and for special government functions such as military, national security, and presidential protective services.
Respond to lawsuits and legal actions
We can share health information about you in response to a court or administrative order, or in response to a subpoena.
Our responsibilities
We are required by law to maintain the privacy and security of your protected health information. We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information. Notification will be provided without unreasonable delay, but no later than 60 days after discovery, as required by law. Where state laws require greater privacy protections than HIPAA, we will follow state law. We must follow the duties and privacy practices described in this notice and give you a copy of it. We will not use or share your information other than as described here unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know by sending a notice in writing to our Office of Privacy if you change your mind.
Changes to the terms of this notice
We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.
Contact
Privacy Officer: Justin Pingel. Phone: (844) 819-7956. Email: support@velthor.com.
Questions about this document?
The support team can clarify how a specific provision applies to you.