Acceptable Use Policy

This Acceptable Use Policy (“Policy”) sets forth the general guidelines and acceptable and prohibited uses of the www.caringmindsllc.net website (“Website”), online patient portal, telehealth platform, messaging systems, scheduling tools, and any related products and services (collectively, “Services”). This Policy is a legally binding agreement between you (“User”, “you”, or “your”) and Caring Minds LLC (“Caring Minds LLC”, “we”, “us”, or “our”).

If you are entering into this Policy on behalf of a business, patient, minor child, or other legal entity, you confirm that you have the legal authority to do so. If you do not agree with this Policy, you may not use or access the Services.

Your use of our Services constitutes your acceptance of this Policy.

Prohibited Activities and Uses

You may not use the Website or Services to engage in conduct that violates laws, disrupts clinical operations, compromises patient privacy, or harms others. Prohibited activities include, but are not limited to:

1.1 Illegal or harmful use

Any activity in violation of federal, state, or local laws.

Threats, harassment, abuse, or harmful conduct toward staff, providers, or other users.

Uploading or transmitting content that is defamatory, fraudulent, harmful, or deceptive.

1.2 Violations of privacy laws (including HIPAA)

You may not:

Upload, disclose, or share another person’s protected health information (PHI) without legal authorization.

Attempt to access accounts or health information that does not belong to you.

Bypass or attempt to bypass authentication on the Website or patient portal.

1.3 Misuse of telehealth or messaging systems

You may not:

Use telehealth sessions while driving or in unsafe environments.

Record any telehealth session without explicit permission from all parties.

Use messaging systems for crises or emergencies.

If you are in crisis, call 911 or go to the nearest emergency room.

1.4 Misuse of scheduling or communication tools

You may not:

Harass or spam the scheduling system through repeated cancellations or no-shows.

Provide fraudulent or misleading personal, billing, or health information.

Use bots or automated tools to interact with scheduling or communication features.

1.5 Intellectual property violations

You may not:

Reproduce, republish, or distribute proprietary educational, clinical, or website content without permission.

Upload or share content that infringes on copyright or trademark rights.

Patient Portal Acceptable Use

The portal is intended exclusively for legitimate healthcare purposes.

You agree to:

Use the portal only for yourself or individuals you have legal authority to represent.

Keep your login credentials secure.

Provide accurate and up-to-date information.

Understand the portal is not monitored 24/7.

Improper use of the portal may result in suspension or termination of access.

Telehealth Platform Acceptable Use

By using the telehealth platform, you agree to:

Participate from a private, safe, and distraction-free location.

Ensure your device, camera, microphone, and internet connection function properly.

Avoid recording sessions without mutual written consent.

Protect your privacy by not inviting unauthorized persons to sessions.

We may terminate a telehealth session if safety or privacy is compromised.

System and Network Abuse

You may not:

Attempt unauthorized access to any systems or accounts.

Deploy malware, viruses, phishing attempts, or malicious scripts.

Conduct penetration testing or vulnerability scanning without authorization.

Interfere with website or portal performance (e.g., denial-of-service attacks).

Violations may result in legal action or reporting to authorities.

Resource Use Limitations

To ensure system stability, you may not:

Use automated tools that overload servers.

Circumvent bandwidth, storage, or usage limitations.

Perform actions that degrade telehealth, portal, or Website performance.

Medical Advice and Communication Limitations

You acknowledge:

Website content is for general informational purposes only.

Medical advice, diagnosis, or treatment is given only during formal clinical encounters.

Messaging systems are not for emergencies or urgent issues.

Attempting to obtain controlled substances or clinical decisions outside appointments is prohibited.

Enforcement and Consequences

We reserve the right to determine policy violations and may:

Suspend or revoke portal or telehealth access.

Cancel appointments or terminate clinical services when necessary.

Remove or restrict content.

Report illegal actions to authorities.

Seek damages in cases where misuse causes operational or security harm.

Reporting Violations

If you witness or experience misuse of the Website or Services, please contact:

Caring Minds LLC at 253-271-0839 or email info@caringmindsllc.net

Reports are reviewed promptly and confidentially.

Changes and Amendments

We may update this Policy at any time. When we do, the “Last Updated” date will be revised. Continued use of the Services after updates signifies acceptance of the changes.

Acceptance of This Policy

By using the Website, portal, telehealth system, or any Services, you acknowledge that you have read, understand, and agree to this Policy. If you do not agree, discontinue use immediately.

Contacting Us

If you have questions about this Policy, contact:

Caring Minds LLC at 253-271-0839 or email info@caringmindsllc.net.

Last Updated: 12/27/25