Privacy Policy

Effective Date: September 2022

Last Updated: September 2025

Singuardian LLC we are committed to safeguarding the privacy and security of the personal and health information of the individuals we serve. As a care provider for individuals with disabilities in the Commonwealth of Virginia, we comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HIPAA Privacy Rule, the Americans with Disabilities Act (ADA), and applicable Virginia privacy and healthcare laws.

This Privacy Policy describes how we collect, use, and disclose protected health information (PHI) and your rights regarding your information.

Our Commitment to Privacy

We understand that your health information is personal and confidential. Singuardian LLC is dedicated to protecting your privacy and complying with all applicable laws, including those that specifically protect the rights of individuals with disabilities.

What is Protected Health Information (PHI)?

Protected Health Information (PHI) includes any individually identifiable information about your:

Examples of PHI include: name, address, date of birth, disability status, medical diagnoses, treatment records, Medicaid or insurance information.

How We Collect PHI

We may collect PHI from you or your authorized representative in the following ways:

During intake or enrollment for services
Through service documentation and care coordination
Through communications via phone, email, or our website
From medical or care providers (with authorization)
From state agencies (e.g., Department for Aging and Rehabilitative Services, Department of Behavioral Health and Developmental Services)

How We Use Your PHI

We may use your PHI to:

Provide direct care and support services
Coordinate with healthcare and disability service providers
Bill Medicaid or insurance providers
Maintain service records in compliance with regulatory requirements
Communicate with you or your authorized representative
Improve our services and comply with legal obligations

We will only use your PHI for purposes permitted or required by law.

How We Disclose Your PHI

We may share your PHI under the following conditions:

With your written consent or authorization
With healthcare providers, case managers, or care coordinators involved in your care
To government agencies involved in Medicaid, disability, or protective services
To business associates (e.g., billing or IT providers) under signed agreements to protect your data
When required by law (e.g., court order, health oversight, mandated reporting)
In emergencies, to protect your safety or the safety of others

All disclosures are made in accordance with HIPAA’s “minimum necessary” standard.

Your Rights Under HIPAA and Virginia Law

As a client of Singuardian LLC, you have the right to:

Access your health records - You may request copies of your records.
Request amendments - You can ask us to correct incorrect or incomplete information.
Request restrictions - You may request limitations on how your PHI is used or disclosed.
Receive confidential communications - You may ask us to contact you in specific ways or places.
Receive an accounting of disclosures - You can request a record of how your PHI has been shared (excluding some exceptions).
Revoke authorization - You may withdraw your written consent for future uses/disclosures, in writing.
File a complaint - If you believe your rights have been violated, you can contact us or the U.S. Department of Health and Human Services.

Under Virginia Law:

Virginia’s Health Records Privacy Act (Va. Code § 32.1-127.1:03) further protects your rights. In many cases, Virginia law provides additional protections beyond HIPAA. Where Virginia law is more protective, we follow it.

How We Protect Your PHI

Singuardian LLC employs a combination of physical, administrative, and technical safeguards to protect your PHI:

Secure electronic health records (EHR) systems
Access controls and encryption
Confidentiality training for staff and contractors
Policies for secure data transmission and storage
Internal audits and compliance reviews

However, no system is entirely immune to risks. While we strive to protect your data, we cannot guarantee absolute security.

Use of Our Website

If you submit information through our website or online forms, that information may be transmitted over secure servers. However, you should avoid sharing sensitive personal or health information via unsecured email or forms unless otherwise instructed.

We may use cookies or analytics tools to improve our website, but we do not use them to collect PHI or track users in a way that compromises confidentiality.

Retention of Records

In compliance with Virginia and federal law, we retain health records for a minimum of six (6) years from the date of last service, or longer if required under Medicaid, licensing, or regulatory guidelines.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted on our website and reflected with an updated “Last Updated” date above. You are encouraged to review this policy periodically.

Contact Us

If you have any questions about this policy or your rights, or if you wish to file a privacy-related complaint, please contact:

Singuardian LLC – HIPAA Privacy Officer

Address: 4445 Corporation Lane, Suite 264
Virginia Beach, VA 23462

Email: info@singuardian.com

Phone: 571-667-6361

Website: www.singuardian.com

You may also contact:

U.S. Department of Health and Human Services

Office for Civil Rights

Website: https://www.hhs.gov/ocr/privacy/

Legal Disclaimer

This Privacy Policy is provided for informational purposes and does not constitute legal advice. You should consult with legal counsel to ensure full compliance with HIPAA, Virginia law, and any other applicable regulations specific to your operations.

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