These privacy practices are effective from 2026-10-30. You can request a paper copy at any time.

INTELLIGENT BODY STUDIO

Notice of Privacy Practices

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.

Practice: Z-Lab LLC, doing business as Intelligent Body Studio.
Notice version: ibs-npp-2026-10-29-v1
Effective date: 2026-10-30

For a private request, use My notes & records in your participant account, or call the practice. Ask Ben for mailing details if you prefer a written request. You may request a paper copy or discuss your choices with Ben. Please keep health histories, insurance documents, and session notes in the private portal rather than ordinary email.

Your information and the portal

We keep information needed for your care, such as contact details, intake responses, appointments, SOAP notes, care plans, billing records, and workbook reflections you choose to save. Saved intake drafts and workbook reflections are visible to you and Ben. They are part of your record; the reflection area is not a private diary or an urgent-message service.

Each client has separate access to their own information. Other clients cannot see it. Your right to your own records is separate from payment, program enrollment, or workbook purchases. The portal shows selected shared records; you may request the rest of the records you are legally entitled to receive. Approved vendors may maintain encrypted information for the practice under appropriate agreements and safeguards.

Your rights and how to use them

• See or obtain your records. Request an electronic or paper copy through the portal, by phone, or in writing. We reasonably verify identity and respond promptly, generally within 30 calendar days. If a permitted extension is necessary, we explain it in writing within that period. Any copy fee must comply with applicable law; unpaid treatment bills do not block access.
• Ask for a correction. Tell us what is inaccurate or incomplete. We generally decide within 60 days, with a permitted written extension where needed. If we deny a request, we explain the reason and your right to submit a disagreement. Corrections preserve the original record and amendment history.
• Choose confidential contact. You may request a reasonable alternative phone number, mailing address, or contact method. Tell Ben what is safe for you; we accommodate reasonable requests.
• Request restrictions. You may ask us to limit use or disclosure for care, payment, or operations. We consider the request but do not have to accept every restriction. When you pay for a service fully out of pocket, we honor a request not to disclose information about that service to your health plan for payment or operations unless disclosure is required by law. Discuss this before a claim is submitted.
• Ask for an accounting. You may request a list of certain disclosures during the preceding six years. It does not ordinarily include treatment, payment, operations, disclosures to you, or disclosures you authorized. We respond within the applicable period, generally 60 days, and provide one accounting in a 12-month period without charge.
• Receive this notice on paper. A paper copy is available promptly on request, even if you use the online version. Receiving care does not depend on agreeing to electronic notice.
• Use a representative. A person with legally verified authority may exercise applicable rights for you. We confirm that authority and its limits before granting access; a family relationship alone does not create portal access.
• Complain without retaliation. Contact Benjamin Zimmerman through the phone number or participant account above. You can also complain directly to the U.S. Department of Health and Human Services Office for Civil Rights, 200 Independence Avenue SW, Washington, DC 20201, or 1-877-696-6775. We do not retaliate for a privacy complaint.

How information may be used or shared

Care: Ben uses your intake and session record to plan and provide appropriate care. Where permitted, information may be shared with another professional involved in your care—for example, relevant precautions for a coordinated treatment plan. We follow any additional consent or confidentiality requirements.

Payment: Information may be used for bills, receipts, and permitted insurance processing—for example, necessary service and diagnosis details for a claim you ask the practice to submit. Insurance participation and electronic claims are separate from portal access and are not implied by this notice.

Practice operations: Information may support record management, quality review, required audits, and necessary communications. For example, we review whether documentation is complete. Vendors that handle protected information for us must have the appropriate agreements and safeguards. Advertising systems and coding/AI assistants do not receive client records through the portal.

Other legally permitted or required disclosures: We may disclose information when applicable legal conditions are met for public health, product-safety reporting, abuse or neglect reports, preventing a serious and imminent threat, health oversight, workers’ compensation, organ donation, or a coroner, medical examiner, or funeral director. Law-enforcement requests, court proceedings, subpoenas, and specified government functions require their applicable legal conditions; a request alone is not automatic permission. We disclose to HHS when required for a compliance investigation.

Your choices: Tell us whether and how information may be discussed with family, friends, or another person involved in your care or payment. In a situation where you cannot communicate, limited disclosure may be permitted based on professional judgment, your interests, and applicable law. We do not maintain a hospital directory, sell client information, use health records for advertising, or use health information for fundraising.

Additional protections and your written permission

Uses outside this notice require your written authorization unless another legal permission or requirement applies. Most disclosures of psychotherapy notes, sale of health information, and marketing uses require specific authorization where applicable. Ordinary coaching reflections are not automatically excluded from your access rights by being called psychotherapy notes. You may revoke an authorization in writing, subject to information already relied on and legal limitations.

Oregon law or other applicable confidentiality rules may require more protection or specific permission for particular information. We apply the more protective requirements when they govern the disclosure. If we receive substance use disorder treatment records protected by 42 CFR Part 2, those records and testimony about them cannot be used or disclosed in civil, criminal, administrative, or legislative investigations or proceedings against you without your written consent or the required court order and subpoena or other legal mandate, following Part 2 procedures. Information lawfully disclosed to a recipient may sometimes be redisclosed and no longer protected by HIPAA; other laws may continue to protect it.

Joining a workbook program or expressing interest in n-of-1 research does not authorize research enrollment or record transfer. Research requires its separate reviewed permissions and safeguards. No automatic research, personal-calendar, clinical-email, or payment-provider transfer is activated by this notice.

Our responsibilities and updates

We safeguard your information, follow the notice in effect, and provide required notice if a breach of unsecured protected information occurs. We keep records and required documentation under applicable retention rules and legal holds; this notice does not authorize automatic deletion. We may revise this notice, including for records we already hold. The revised notice states its effective date and will be posted on the website and portal and made available on paper.

Acknowledging receipt confirms that a notice was offered or received. It does not waive your rights, consent to treatment, authorize research, or permit unrelated disclosure. You can decline to acknowledge receipt and still request care and your records.

Practice notice version ibs-npp-2026-10-29-v1. Learn about privacy notices from HHS.