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Notice of Privacy practices

Hello Hearing Studios
Effective Date: August 2026

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.

Hello Hearing Group, Inc., doing business as Hello Hearing Studios ("we," "our," or "us"), is required by law to protect the privacy of your health information. This Notice applies to all of our Colorado studios and to all records of your care created or held by us.

"Protected health information," or PHI, means information about you that could reasonably be used to identify you and that relates to your past, present, or future health, your care, or payment for that care. Your hearing test results, hearing aid fittings, and appointment records are all PHI.

1. Our Responsibilities

We are required by law to:

  • Maintain the privacy and security of your protected health information.
  • Provide you with this Notice describing our legal duties and privacy practices.
  • Follow the terms of the Notice currently in effect.
  • Notify you promptly if a breach occurs that may have compromised the privacy or security of your PHI.
  • Obtain your written authorization for uses and disclosures not described in this Notice, and honor your revocation of that authorization.

2. How We May Use and Disclose Your Health Information

The following describes the ways we may use and disclose your PHI without your written authorization.

Treatment

We may use and share your information to provide, coordinate, or manage your hearing care. For example, we may share your audiogram with an ENT physician or your primary care provider, or with another Hello Hearing Studios location if you are seen there.

Payment

We may use and disclose your PHI to bill and collect payment for services. For example, we may provide information to your health insurance plan to obtain prior authorization or payment for a hearing aid.

Health Care Operations

We may use and disclose your PHI for business and operational purposes, such as quality assessment, staff training and evaluation, licensing, and improving our services.

Appointment Reminders and Treatment Alternatives

We may contact you by phone, text message, email, or mail to remind you of an appointment, to tell you that a device or service is ready, or to inform you of treatment options and health-related benefits that may be of interest to you. If you would prefer we not contact you by a particular method, tell us and we will accommodate reasonable requests.

Individuals Involved in Your Care

Unless you object, we may share information directly relevant to your care with a family member, friend, or other person you have identified as being involved in your hearing care or in payment for it. If you are not present or are unable to agree or object, we may use professional judgment to determine whether sharing is in your best interest.

When Required by Law

We may disclose PHI when federal, state, or local law requires it, or in response to a valid legal process.

Public Health Activities

We may disclose PHI for public health purposes, including preventing or controlling disease, reporting on the quality or safety of a product or device to the Food and Drug Administration, and notifying someone who may have been exposed to a communicable disease.

Victims of Abuse, Neglect, or Domestic Violence

We may disclose PHI to an appropriate government authority if we reasonably believe you are the victim of abuse, neglect, or domestic violence, as permitted or required by law.

Health Oversight Activities

We may disclose PHI to a health oversight agency for activities authorized by law, such as audits, investigations, inspections, and licensure.

Judicial and Administrative Proceedings

We may disclose PHI in response to a court or administrative order, and in certain circumstances in response to a subpoena, discovery request, or other lawful process.

Law Enforcement

We may disclose PHI to law enforcement officials for purposes permitted by law, such as responding to a court order or warrant, identifying or locating a suspect or missing person, or reporting a crime.

Coroners, Medical Examiners, and Funeral Directors

We may disclose PHI to a coroner, medical examiner, or funeral director as necessary to carry out their duties.

Organ and Tissue Donation

We may disclose PHI to organizations that handle organ, eye, or tissue procurement or transplantation.

Research

We may use or disclose PHI for research purposes when the research has been approved by an institutional review board or privacy board that has reviewed the research proposal and established protocols to protect your privacy.

To Prevent a Serious Threat to Health or Safety

We may use or disclose PHI when necessary to prevent or lessen a serious and imminent threat to the health or safety of you or the public.

Specialized Government Functions

If you are a member of the armed forces, we may disclose PHI as required by military command authorities. We may also disclose PHI for national security and intelligence activities, and to correctional institutions or law enforcement officials if you are an inmate or in custody.

Workers' Compensation

We may disclose PHI as authorized by and to the extent necessary to comply with workers' compensation laws and similar programs.

Business Associates

We may share PHI with business associates who perform services on our behalf, such as billing, scheduling, or IT support, under written contracts that require them to safeguard your information.

3. Uses and Disclosures Requiring Your Written Authorization

We will not use or share your PHI for the following purposes without your written authorization:

  • Marketing communications, where we receive payment from a third party in connection with the communication.
  • Sale of your protected health information.
  • Most sharing of psychotherapy notes.

Other uses and disclosures not described in this Notice will be made only with your written authorization. If you authorize us to use or disclose your PHI, you may revoke that authorization in writing at any time. Revoking your authorization stops any future use or disclosure, but does not affect any use or disclosure we already made while it was in effect.

4. Your Rights

You have the following rights regarding your health information. To exercise any of them, submit your request in writing to our Privacy Officer using the contact details in Section 6.

  • Right to Access: You may inspect and request a copy of your health records in paper or electronic form. We will provide a copy, or a summary if you agree to one, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
  • Right to Amend: You may ask us to correct information you believe is incorrect or incomplete. We may deny your request in certain circumstances, and if we do we will explain why in writing and you may submit a statement of disagreement.
  • Right to Request Restrictions: You may ask us to limit how we use or disclose your PHI for treatment, payment, or health care operations. We are not required to agree to most such requests.
  • Right to Restrict Disclosure to a Health Plan: If you pay for a service or item in full and out of pocket, you may ask us not to share that information with your health insurance plan for payment or operations purposes. We must honor that request unless the law requires the disclosure.
  • Right to Confidential Communications: You may ask us to contact you in a specific way, or at a different address or phone number. We will accommodate all reasonable requests and will not ask you why.
  • Right to an Accounting of Disclosures: You may request a list of certain disclosures we made of your PHI in the six years before your request. The first list in any 12-month period is free.
  • Right to a Paper Copy of This Notice: You may request a paper copy at any time, even if you agreed to receive it electronically.
  • Right to Be Notified of a Breach: We will notify you if a breach occurs that may have compromised the privacy or security of your information.
  • Right to 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 verify their authority before acting.
  • Right to File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. You will not be retaliated against for filing a complaint.

5. Changes to This Notice

We reserve the right to change this Notice at any time. Any revised Notice will apply to all protected health information we maintain, including information created or received before the change. When we make a material change, we will post the revised Notice on our website and make copies available in each of our studios. The effective date of the current Notice appears at the top of this page.

6. Complaints and Contact Information

If you have questions about this Notice, wish to exercise any of your rights, or believe your privacy rights have been violated, please contact:

Privacy Officer
Hello Hearing Studios
2000 S. Colorado Blvd., T1, Suite 7300
Denver, CO 80222
Email: riley.williams@hellohearingstudios.com
Phone: (720) 674-8647

You may also file a complaint with the Office for Civil Rights, U.S. Department of Health and Human Services, at hhs.gov/ocr/privacy/hipaa/complaints, by mail at 200 Independence Avenue SW, Washington, D.C. 20201, or by phone at 1-877-696-6775.

We will not retaliate against you in any way for filing a complaint.

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