HIPAA Compliance & Privacy

Protecting your health information is our priority

Last Updated: December 5, 2025
Contents
Our Commitment HIPAA Overview Related Pages Regulatory Authorities FAQ Contact Us

Our Commitment to Privacy

At Texas Service Animals, we are fully committed to protecting the privacy and security of your health information. As a provider of Emotional Support Animal (ESA) and Psychiatric Service Animal (PSA) documentation services, we handle sensitive health information with the utmost care and in full compliance with the Health Insurance Portability and Accountability Act (HIPAA).

Your Privacy Matters

All health information you share with us during the evaluation process is treated as Protected Health Information (PHI) and is subject to strict confidentiality protections under federal law.

Our commitment includes:

  • Confidentiality: Your health information is never shared without your explicit written authorization
  • Security: We employ industry-leading security measures to protect your data
  • Transparency: We clearly communicate how your information is used and protected
  • Access: You have the right to access and request corrections to your health records
  • Compliance: Our licensed mental health professionals are trained in HIPAA requirements

HIPAA Regulations Overview

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law enacted in 1996 that establishes national standards for protecting sensitive patient health information. HIPAA ensures that your health information is properly safeguarded while allowing the flow of health information needed to provide high-quality health care.

What HIPAA Protects

HIPAA protects all "individually identifiable health information" held or transmitted by a covered entity or its business associate. This includes information about your past, present, or future physical or mental health, the provision of health care, and payment for health care services.

Key HIPAA Rules
Privacy Rule

Establishes national standards for protection of health information

Security Rule

Sets standards for protecting electronic health information

Breach Notification Rule

Requires notification following a breach of health information

Enforcement Rule

Establishes investigation procedures and penalties for violations

Regulatory Authorities

The following government agencies oversee healthcare privacy and professional standards:

HHS Office for Civil Rights (OCR)

Federal agency that enforces HIPAA regulations

HIPAA Official Website

Official information about HIPAA requirements

Texas Medical Board

Regulates physicians and medical professionals in Texas

Texas Health and Human Services

State agency overseeing health services in Texas

Frequently Asked Questions

Common questions about HIPAA compliance and your privacy:

What is Protected Health Information (PHI)?
Protected Health Information (PHI) includes any individually identifiable health information that is created, received, maintained, or transmitted by a healthcare provider. This includes your name, address, date of birth, Social Security number, medical history, mental health conditions, and any other information related to your health or treatment.
Who can access my health information?
Only authorized personnel directly involved in your care can access your health information. This includes the licensed mental health professional conducting your evaluation and essential administrative staff. We never share your information with landlords, employers, or other third parties without your explicit written consent.
Will my landlord know about my mental health condition?
No. Under HIPAA and the Fair Housing Act, your landlord is only entitled to see the ESA letter, which confirms you have a disability-related need for an emotional support animal. The letter does not disclose your specific diagnosis, medical history, or treatment details. Your privacy is fully protected.
How is my information stored and protected?
We use industry-leading security measures including SSL/TLS encryption for all data transmission, encrypted storage at rest, multi-factor authentication, and regular security audits. Our systems are designed to meet or exceed HIPAA security requirements for protecting electronic health information.
Can I request a copy of my health records?
Yes. Under HIPAA, you have the right to access your health records. You can request a copy of your records at any time by contacting our privacy officer. We will provide your records within 30 days of your request, as required by law.
What happens if there's a data breach?
In the unlikely event of a data breach involving your health information, we are required by HIPAA's Breach Notification Rule to notify you within 60 days. We would also report the breach to the Department of Health and Human Services and take immediate steps to mitigate any harm and prevent future incidents.
How long do you retain my health information?
We retain your health information for a minimum of 6 years as required by HIPAA, or longer if required by state law. This ensures we can provide you with copies of your records if needed and comply with legal requirements. You may request deletion of your records after the mandatory retention period.

Contact Our Privacy Officer

If you have questions about our HIPAA compliance, wish to exercise your privacy rights, or have concerns about your health information, please contact our Privacy Officer:

File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with us or directly with the HHS Office for Civil Rights. We will not retaliate against you for filing a complaint.

Texas Service Animals is committed to maintaining the highest standards of privacy and security for all protected health information.

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