Privacy Policy

Effective Date: February 1, 2026  |  Last Updated: February 1, 2026

MHD Helpline (“we,” “us,” or “our”) is committed to protecting your privacy and safeguarding the personal and health information you entrust to us. This Privacy Policy explains how our addiction treatment center located at 5466 Holiday Terrace, Kalamazoo, MI 49009 collects, uses, shares, and protects your information when you visit our website, contact us by phone, or receive treatment services at our facility. By using our website or engaging with our services, you acknowledge and agree to the practices described in this policy.

Information Collection

Personal Information We Collect

When you contact MHD Helpline or seek treatment at our Kalamazoo facility, we may collect the following types of personal information:

• Identifying Information: Full name, date of birth, Social Security number, government-issued identification, and photographs.
• Contact Information: Mailing address, email address, phone number, and emergency contact details.
• Health and Medical Information: Medical history, current medications, substance use history, mental health diagnoses, treatment records, lab results, and clinical assessments.
• Insurance and Financial Information: Health insurance policy details, group numbers, subscriber information, billing address, and payment method details.
• Demographic Information: Gender, marital status, employment status, and referral source.

How We Collect Information

MHD Helpline collects personal information through a variety of methods, including:

• Phone Calls: When you call our admissions line at (231) 405-5559, we may collect information to assess your treatment needs and verify insurance coverage.
• Online Forms: Information submitted through our website contact forms, insurance verification forms, and appointment request forms.
• In-Person Intake: During your admission to our Kalamazoo treatment facility, we collect detailed medical, personal, and insurance information as part of the intake process.
• Treatment Documentation: Clinical staff document information throughout the course of your treatment, including therapy notes, medical observations, and progress reports.
• Referral Sources: Information provided by referring physicians, hospitals, or other healthcare providers with your consent.

Automatic Data Collection

When you visit the MHD Helpline website, we may automatically collect certain technical information, including:

• Cookies: Small data files stored on your device that help us improve your browsing experience and remember your preferences.
• Analytics Data: Information collected through Google Analytics and similar tools, including pages visited, time spent on each page, referring websites, and navigation patterns.
• Device and Browser Information: IP address, browser type and version, operating system, screen resolution, and device type.
• Log Data: Server logs that record the date, time, and duration of your visits to our website.

Use of Information

MHD Helpline uses the information we collect for the following purposes:

• Treatment Planning and Coordination: To develop individualized treatment plans, coordinate care among members of your clinical team at our Kalamazoo facility, and monitor your progress throughout the recovery process.
• Insurance Verification and Billing: To verify your insurance benefits, submit claims to your insurance provider, process payments, and manage your account.
• Communication About Services: To respond to your inquiries, provide information about our treatment programs, send appointment reminders, and share aftercare resources.
• Quality Improvement: To evaluate and improve the quality of our addiction treatment programs, train our staff, and enhance the patient experience at MHD Helpline.
• Compliance and Legal Obligations: To comply with applicable federal and state laws, including HIPAA, 42 CFR Part 2 (federal regulations governing the confidentiality of substance use disorder patient records), and Michigan state healthcare regulations.
• Website Improvement: To analyze website usage patterns, optimize site performance, and improve the content and functionality of our online resources.
• Safety and Security: To protect the health and safety of our patients, staff, and visitors at our Kalamazoo treatment center.

HIPAA Compliance Note: MHD Helpline is a HIPAA-covered entity. We adhere to the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and Security Rule in all aspects of handling your Protected Health Information (PHI). Our use and disclosure of your health information is governed by HIPAA and the additional protections afforded under 42 CFR Part 2 for substance use disorder treatment records.

Information Sharing

MHD Helpline takes the confidentiality of your information seriously. We share your personal and health information only under the following circumstances:

• Treatment Team Members: Your information is shared among authorized members of your treatment team at our Kalamazoo facility, including physicians, therapists, counselors, nurses, and case managers, as necessary to provide coordinated care.
• Insurance Companies: We share relevant information with your health insurance provider for the purposes of verifying benefits, obtaining pre-authorization for treatment, and submitting claims for billing and reimbursement.
• Legal Requirements: We may disclose your information when required by federal, state, or local law, including court orders, subpoenas, or mandatory reporting obligations such as suspected child abuse or neglect.
• Emergency Situations: In the event of a medical emergency that poses an immediate threat to your life or the safety of others, we may disclose necessary information to emergency medical personnel, law enforcement, or other first responders.
• With Your Written Consent: We may share your information with outside parties, such as family members, other healthcare providers, or community organizations, only when you have provided explicit written authorization.
• Business Associates: We may share information with trusted third-party service providers who assist us in operating our facility or website, provided they have signed a HIPAA-compliant Business Associate Agreement and are contractually bound to protect your information.

We never sell, rent, or trade your personal or health information to third parties for marketing, advertising, or any other commercial purpose.

HIPAA Notice of Privacy Practices

Protected Health Information (PHI)

Protected Health Information (PHI) includes any individually identifiable health information created, received, maintained, or transmitted by MHD Helpline in connection with your treatment. This includes your medical records, treatment plans, billing records, insurance information, and any other information that can be linked to your identity and relates to your past, present, or future physical or mental health condition, the provision of healthcare, or payment for healthcare services.

Uses and Disclosures of PHI

MHD Helpline may use and disclose your PHI without your written authorization for the following purposes, as permitted by HIPAA:

• Treatment: To provide, coordinate, and manage your addiction treatment and related services at our Kalamazoo facility.
• Payment: To bill and collect payment for the treatment and services we provide, including submitting claims to your health insurance plan.
• Healthcare Operations: To support the day-to-day operations of our treatment center, including quality assurance, staff training, compliance auditing, and business planning.

Important Note Regarding Substance Use Disorder Records: Federal law (42 CFR Part 2) provides additional protections for information related to substance use disorder treatment. Under these regulations, MHD Helpline generally cannot disclose information that identifies you as having a substance use disorder without your specific written consent, except in limited circumstances as defined by law.

Your Rights Regarding PHI

Under HIPAA, you have the following rights with respect to your Protected Health Information held by MHD Helpline:

• Right to Access Records: You have the right to inspect and obtain a copy of your medical records and other PHI maintained by MHD Helpline. To request access, submit a written request to our Privacy Officer. We will respond within 30 days. A reasonable fee may be charged for copying and mailing costs.
• Right to Request Restrictions: You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or healthcare operations. While we will consider your request, we are not required to agree to all restrictions. However, we must comply with any restriction you request regarding disclosures to a health plan if you have paid for the service in full out of pocket.
• Right to Amend Information: If you believe that information in your medical records is inaccurate or incomplete, you have the right to request an amendment. Submit your request in writing to our Privacy Officer, including the reason for the requested amendment. We may deny the request under certain circumstances, but we will provide a written explanation.
• Right to an Accounting of Disclosures: You have the right to receive a list of certain disclosures of your PHI that MHD Helpline has made during the six years prior to your request (or a shorter period if requested). This accounting does not include disclosures made for treatment, payment, healthcare operations, or disclosures you authorized in writing.
• Right to Request Confidential Communications: You may request that MHD Helpline communicate with you about your health information in a specific way or at a specific location. For example, you may ask that we contact you only by mail or at a specific phone number.
• Right to Receive a Copy of This Notice: You have the right to receive a paper copy of this Privacy Policy and our Notice of Privacy Practices at any time by contacting our Privacy Officer.

How to File a Complaint

If you believe that MHD Helpline has violated your privacy rights, you have the right to file a complaint. You may file a complaint directly with our Privacy Officer by contacting us at (231) 405-5559 or by writing to us at 5466 Holiday Terrace, Kalamazoo, MI 49009. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. MHD Helpline will not retaliate against you for filing a complaint.

Cookies & Tracking Technologies

Essential Cookies

MHD Helpline uses essential cookies that are strictly necessary for the operation of our website. These cookies enable core functionality such as page navigation, access to secure areas, and form submissions. The website cannot function properly without these cookies, and they cannot be disabled.

Analytics Cookies

We may use analytics cookies, including Google Analytics, to collect aggregated, anonymized data about how visitors use our website. This information helps us understand which pages are most popular, how visitors navigate the site, and where we can make improvements. Analytics cookies collect information such as the number of visitors, the pages visited, and the time spent on each page. This data is used solely for statistical purposes and does not identify individual visitors.

How to Manage Cookies

You can control and manage cookies through your web browser settings. Most browsers allow you to view, delete, and block cookies from websites. Please note that disabling or blocking certain cookies may affect the functionality of the MHD Helpline website and limit your ability to use certain features, such as contact forms and insurance verification tools. For instructions on managing cookies, consult your browser’s help documentation.

Do Not Track Signals

Some web browsers transmit “Do Not Track” (DNT) signals to websites. At this time, there is no universally accepted standard for how websites should respond to DNT signals. MHD Helpline currently does not respond to DNT signals. However, you can manage your tracking preferences through your browser’s cookie settings as described above.

Data Security

MHD Helpline takes the security of your personal and health information seriously. We have implemented a comprehensive set of administrative, technical, and physical safeguards to protect your data from unauthorized access, disclosure, alteration, or destruction.

Encryption and Secure Systems

• All data transmitted through our website is protected by SSL/TLS encryption technology.
• Electronic health records are stored in HIPAA-compliant, encrypted systems with role-based access controls.
• Our network infrastructure is protected by firewalls, intrusion detection systems, and regular vulnerability assessments.
• Secure, encrypted communication channels are used for all electronic transmission of patient health information.

Staff Training on Privacy

• All MHD Helpline employees and contractors receive comprehensive HIPAA privacy and security training upon hire and on an annual basis.
• Staff members are trained on proper handling of Protected Health Information, including secure data storage, transmission, and disposal procedures.
• Ongoing education ensures that our team remains current with evolving privacy regulations and best practices in healthcare information security.

Physical Security Measures

• Our Kalamazoo treatment facility at 5466 Holiday Terrace maintains physical access controls, including secure entry points and visitor management protocols.
• Paper records containing patient information are stored in locked, access-controlled areas within our facility.
• Workstations and devices used to access patient information are physically secured and require authentication for access.
• Proper disposal methods, including shredding and secure electronic deletion, are used for all documents and data containing personal or health information.

Breach Notification Procedures

In the unlikely event of a breach of unsecured Protected Health Information, MHD Helpline will comply with all HIPAA Breach Notification Rule requirements. This includes:

• Notifying affected individuals in writing within 60 days of discovering the breach.
• Notifying the U.S. Department of Health and Human Services as required by law.
• If the breach affects 500 or more individuals, providing notice to prominent media outlets in the Kalamazoo area.
• Conducting a thorough investigation, implementing corrective actions, and documenting all response activities.

Your Rights

In addition to your HIPAA rights described above, you have the following rights regarding the personal information MHD Helpline collects and maintains:

• Access Your Data: You may request a copy of the personal information we hold about you, including information collected through our website and during the course of treatment at our Kalamazoo facility.
• Request Corrections: If any personal information we have about you is inaccurate, outdated, or incomplete, you may request that we correct or update it.
• Request Deletion: You may request that we delete your personal information, subject to legal and regulatory retention requirements. Please note that we are required by law to retain certain medical records for a minimum period as mandated by Michigan and federal regulations.
• Opt Out of Marketing: You have the right to opt out of receiving marketing communications from MHD Helpline at any time. You can do so by contacting us at (231) 405-5559, emailing [email protected], or using the unsubscribe link included in any marketing email.
• File Complaints: If you are dissatisfied with how MHD Helpline handles your personal information, you have the right to file a complaint with our Privacy Officer or with the appropriate regulatory authority, including the U.S. Department of Health and Human Services Office for Civil Rights.

To exercise any of these rights, please contact our Privacy Officer using the contact information provided at the bottom of this policy. We will respond to all legitimate requests within 30 days.

Children’s Privacy

MHD Helpline primarily provides addiction treatment services to adults aged 18 and older at our Kalamazoo facility. We do not knowingly collect personal information from individuals under the age of 18 through our website without parental or guardian consent.

In cases where treatment services are provided to minors (individuals under 18), all intake, treatment, and data collection activities require the written consent of a parent or legal guardian, except as otherwise permitted by Michigan state law. The privacy of minor patients is given the highest level of protection, and additional safeguards are implemented in accordance with applicable federal and state regulations, including the Children’s Online Privacy Protection Act (COPPA) for any information collected online.

If you are a parent or guardian and believe that your child has provided personal information to MHD Helpline without your consent, please contact us immediately at (231) 405-5559 so that we can take appropriate steps to remove such information.

Changes to This Policy

MHD Helpline reserves the right to update, modify, or replace this Privacy Policy at any time to reflect changes in our information practices, legal requirements, or operational needs. When we make material changes to this policy, we will:

• Update the “Last Updated” date at the top of this page.
• Post the revised policy prominently on our website.
• For significant changes that affect how we handle your Protected Health Information, we will make reasonable efforts to notify affected individuals through direct communication, such as email or written notice.

We encourage you to review this Privacy Policy periodically to stay informed about how MHD Helpline protects your personal and health information. Your continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.

Contact Us About Privacy

If you have questions, concerns, or requests regarding this Privacy Policy, your personal information, or our privacy practices, please contact the MHD Helpline Privacy Officer:

You may also file a privacy complaint with the U.S. Department of Health and Human Services Office for Civil Rights by visiting www.hhs.gov/ocr or by calling 1-877-696-6775.

This Privacy Policy applies to MHD Helpline, a physical addiction treatment center located at 5466 Holiday Terrace, Kalamazoo, Michigan 49009. MHD Helpline is committed to providing the highest standard of care and the strictest protection of patient privacy in full compliance with HIPAA, 42 CFR Part 2, and all applicable federal and state regulations.