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Terms Of Service

MindCentered Therapy: Retreat Terms of Service

These Terms of Service (“Terms”) govern your registration for and participation in the EMDR therapy retreats and related digital services (collectively, the “MindCentered Services”) offered by MindCentered Therapy (“we,” “our,” or “us”).

By registering for a retreat or using our website, you (“Client,” “Participant,” or “you”) agree to these legally binding Terms. Please read them carefully, as they include an arbitration agreement and important disclosures regarding your health information.

  1. CLINICAL SERVICES & LICENSURE

MindCentered Therapy provides specialized EMDR (Eye Movement Desensitization and Reprocessing) therapy in a retreat format.

  • Professional Licensure: All therapy is provided by licensed mental health professionals. We represent that our practitioners are licensed in good standing in the jurisdictions where the retreats are held or where they are legally authorized to practice.
  • Scope of Service: The retreat is an intensive therapeutic experience and is not a substitute for emergency psychiatric care. If you are experiencing a mental health crisis, you should contact 911 or your local emergency services immediately.

  1. PRIVACY & HIPAA COMPLIANCE

Your privacy is our highest priority. Unlike standard business platforms, MindCentered Therapy operates as a Covered Entity under the Health Insurance Portability and Accountability Act (HIPAA).

  • Protected Health Information (PHI): We are committed to protecting your PHI. We will only use or disclose your health information as permitted by HIPAA and described in our Notice of Privacy Practices (NPP), which is provided to you during the intake process.
  • Business Associates: Any third-party tools we use to process your data (e.g., scheduling software, encrypted email) are required to have a Business Associate Agreement (BAA) on file with us to ensure they maintain the same high standards of HIPAA-compliant security.
  • Confidentiality in Group Settings: While our staff is bound by professional ethics and law to maintain confidentiality, you acknowledge that in a retreat setting, other participants may hear or see information you share. By participating, you agree to respect the privacy of fellow participants and maintain the confidentiality of the group.

  1. PAYMENTS & CANCELLATIONS

PAYMENT TERMS & PRIVATE PAY POLICY

  • Fees: All retreat fees, including non-refundable deposits and final balances, are due according to the schedule provided at registration.
  • No Insurance Accepted: MindCentered Therapy is a private-pay facility and does not participate in any health insurance networks, including Medicare or Medicaid. We do not accept insurance as a form of payment, nor do we bill insurance companies directly for services rendered.
  • Reimbursement: Responsibility for payment rests solely with the Participant. While we may, upon request, provide a “Superbill” (a coded statement of services) that you may submit to your insurance for potential out-of-network reimbursement, MindCentered Therapy makes no representations or guarantees that your insurance provider will provide any coverage or reimbursement for our specialized EMDR retreats.
  • No Refunds: Due to the intensive nature and limited capacity of our retreats, all fees paid to MindCentered Therapy are non-refundable and non-transferable, except as explicitly provided for in a separate written agreement signed by both parties.

  1. PARTICIPANT RESPONSIBILITIES

  • Eligibility: You must provide accurate health history and clinical information during the intake process. MindCentered Therapy reserves the right to determine if a retreat is clinically appropriate for you.
  • Code of Conduct: To maintain a safe therapeutic environment, we reserve the right to remove any participant whose behavior is disruptive, threatening, or illegal. In such cases, no refunds will be issued.

  1. COMMUNICATIONS

By providing your contact information, you consent to receive communications from us regarding your retreat (e.g., scheduling, intake forms, follow-up care).

  • Secure Messaging: We prioritize secure, HIPAA-compliant platforms for all clinical communications.
  • SMS/Email: Standard email and SMS may not be fully secure. By choosing to communicate via these channels for non-clinical updates, you acknowledge the inherent privacy risks of unencrypted digital communication.

  1. INTELLECTUAL PROPERTY

All materials provided during the retreat, including workbooks, guided meditations, and EMDR protocols, are the property of MindCentered Therapy or its licensors. You are granted a personal, non-exclusive license to use these materials for your own healing journey, but you may not record sessions or redistribute materials for commercial use.

  1. LIMITATION OF LIABILITY

While EMDR is an evidence-based practice, results are not guaranteed. Therapy can involve the processing of difficult emotions and memories. To the fullest extent permitted by law, MindCentered Therapy’s liability is limited to the total amount paid for the retreat. We are not liable for the actions of third-party vendors (e.g., retreat venues or catering).

  1. DISPUTE RESOLUTION & ARBITRATION

Any disputes arising from these Terms or your participation in a retreat will be resolved through binding individual arbitration. You waive your right to a jury trial or to participate in a class-action lawsuit. This agreement is governed by the laws of the state in which MindCentered Therapy is headquartered.

  1. CHANGES TO TERMS

MindCentered Therapy reserves the right to modify these Terms. We will notify you of any material changes via the email address provided during registration. Your continued participation in our services constitutes acceptance of the revised Terms.

Questions? If you have questions regarding these Terms or our privacy practices, please contact our Privacy Officer at: Email: Support@mindcenteredtherapy.com

Notice of Privacy Practices (NPP)

MindCentered Therapy

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.

  1. Our Commitment to Your Privacy

At MindCentered Therapy, we are dedicated to maintaining the confidentiality of your personal health information (PHI). We are required by the Health Insurance Portability and Accountability Accountability Act (HIPAA) to maintain the privacy of your PHI and to provide you with this notice of our legal duties and privacy practices.

  1. How We May Use and Disclose Your PHI

We may use and disclose your health information for the following purposes:

  • For Treatment: We may use your PHI to provide, coordinate, or manage your EMDR therapy and related services. For example, your therapist may consult with another clinician within MindCentered Therapy to better support your treatment plan.
  • For Health Care Operations: We may use your PHI to run our practice and ensure you receive quality care. This includes internal audits, quality assessments, and business planning.
  • For Payment: While we do not accept insurance, we may use your PHI to process your credit card payments or to provide you with a Superbill if you request one.
  • As Required by Law: We will disclose PHI when required to do so by federal, state, or local law.
  • To Avert a Serious Threat to Health or Safety: We may use and disclose PHI when necessary to prevent a serious threat to your health and safety or the health and safety of the public or another person. (e.g., “Duty to Warn”).

III. Disclosures Requiring Your Authorization

For any purpose not listed above, we will only disclose your PHI with your written authorization. You may revoke this authorization at any time in writing. Specific examples requiring authorization include:

  • Most uses and disclosures of Psychotherapy Notes.
  • Uses and disclosures of PHI for marketing purposes.
  • Disclosures that constitute a sale of your PHI.
  1. Your Rights Regarding Your PHI

You have the following rights regarding the health information we maintain about you:

  • Right to Inspect and Copy: You have the right to inspect and receive a copy of your medical and billing records.
  • Right to Amend: If you feel the PHI we have is incorrect or incomplete, you may ask us to amend the information.
  • Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we made of your PHI for purposes other than treatment, payment, or healthcare operations.
  • Right to Request Restrictions: You have the right to request a restriction on the PHI we use or disclose. While we will consider all requests, we are not legally required to agree to every restriction unless it involves a disclosure to a health plan for payment and the service was paid 100% out-of-pocket.
  • Right to Confidential Communications: You have the right to request that we communicate with you in a certain way or at a certain location (e.g., only via a specific email or phone number).
  • Right to a Paper Copy: You have the right to a paper copy of this notice at any time.
  1. Breach Notification

In the event of a breach of your unsecured PHI, MindCentered Therapy will notify you as required by law.

  1. Complaints

If you believe your privacy rights have been violated, you may file a complaint with MindCentered Therapy or with the Secretary of the Department of Health and Human Services. You will not be penalized or retaliated against for filing a complaint.

Contact Information: For questions or to exercise your rights, please contact the MindCentered Therapy Privacy Officer at: Support@Mindcenteredtherapy.com

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