Privacy Policy
Effective Date: 01/01/2026Windmill Wellness Ranch ("Windmill," "we," "us," or "our") operates windmillwellnessranch.com (the "Site") and provides addiction and mental health treatment services. This Privacy Policy explains how we collect, use, disclose, and protect information — both the information you may submit through our website and the protected health information (PHI) we collect as part of your care, should you become a client. It also serves as our Notice of Privacy Practices under the Health Insurance Portability and Accountability Act (HIPAA).
Because we provide substance use disorder and mental health treatment, your information is protected under multiple layers of federal and state law, described below. Please read this policy carefully. If you have questions, contact us using the information at the bottom of this page.
1. Information We Collect
Website Information
When you visit our Site, contact us, or submit a form (such as an insurance verification or contact request), we may collect:
- Name, email address, and phone number
- Address, city, state, and ZIP code
- Insurance provider and related information you choose to submit
- IP address, browser type, device information, and pages visited
- Information collected automatically through cookies and similar tracking technologies
Protected Health Information (PHI)
If you become a client, we collect clinical, medical, and behavioral health information necessary to provide treatment. This may include your diagnosis, treatment history, medications, progress notes, and information related to substance use disorder treatment. This information is protected under HIPAA and, for substance use disorder records specifically, under the heightened federal confidentiality protections of 42 CFR Part 2.
2. Cookies and Tracking Technologies
Our Site uses cookies and similar tracking technologies (such as analytics scripts and tags) to operate the Site, remember your preferences, and understand how visitors use our Site. You can set your browser to refuse cookies, though some parts of the Site may not function properly if you do.
We may use third-party analytics providers, such as Google Analytics, to help us understand Site traffic and usage patterns. These providers may collect data about your visit through cookies. You can learn more about how Google handles this data by reviewing Google's own privacy policies, and you may opt out of Google Analytics tracking through tools Google provides.
3. How We Use Information
We use the information we collect to:
- Operate, maintain, and improve our Site and services
- Respond to inquiries and requests for information
- Verify insurance benefits when requested
- Communicate with current and prospective clients
- Comply with legal, regulatory, and accreditation requirements
- Detect, prevent, and address technical or security issues
We do not sell your personal information or PHI to third parties.
4. Mobile Information and Text Messaging
Mobile information — including your phone number and your SMS opt-in or consent — will not be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. We may share mobile information only with service providers that help us deliver text messages (for example, our messaging platform and telecommunications carriers), and those providers are prohibited from using it for any other purpose. You may opt out of text messages at any time by replying STOP.
Text Messaging Terms
By providing your mobile number and opting in, you consent to receive text messages from Windmill Wellness Ranch regarding your inquiry and admissions. Message frequency varies. Message and data rates may apply.
Reply STOP to unsubscribe at any time, or HELP for help. Carriers are not liable for delayed or undelivered messages.
See our Privacy Policy for how we handle your information.
5. How We Use and Disclose Protected Health Information (PHI)
As a HIPAA-covered provider, we may use or disclose your PHI for the following purposes. No PHI will be disclosed without your express written consent unless required by a medical emergency, a valid court order, or another circumstance described below.
Psychotherapy notes and any use of your PHI for marketing purposes will never be disclosed without your specific written authorization.
Substance Use Disorder Records (42 CFR Part 2). If you receive treatment for a substance use disorder, your treatment records receive additional protection beyond HIPAA under federal law (42 CFR Part 2). We may not acknowledge to a person outside the program that you attend our program, or disclose information identifying you as having a substance use disorder, except under the circumstances described in this policy or with your written consent.
Consent and Releases of Information. At admission, and any time during treatment when a new need arises, you will be asked to sign a release of information before we share your PHI with a specific outside party (such as a family member, referring provider, or emergency contact). You may revoke a release of information at any time, in writing or verbally, except to the extent we have already relied on it. Unless revoked sooner, authorizations to disclose PHI expire one (1) year from discharge.
6. Your Privacy Rights
You have the following rights regarding your PHI:
- Right to Access: Inspect and obtain a copy of your PHI, generally within 30 days of a written request
- Right to Request Amendment: Request a correction to PHI you believe is inaccurate or incomplete
- Right to an Accounting of Disclosures: Request a list of certain disclosures of your PHI made in the last six years
- Right to Request Restrictions: Ask us to limit how we use or disclose your PHI for treatment, payment, or operations
- Right to Confidential Communications: Request that we contact you by an alternative method or at an alternative location
- Right to a Paper Copy: Request a paper copy of this Notice of Privacy Practices at any time, even if you agreed to receive it electronically
- Right to Breach Notification: Be notified if a breach compromises the privacy or security of your PHI
To exercise any of these rights, contact our Privacy Officer using the information at the bottom of this page. Requests to access, amend, or receive an accounting of PHI must be submitted in writing.
7. Data Security
We use administrative, technical, and physical safeguards designed to protect your personal information and PHI from unauthorized access, use, or disclosure, consistent with HIPAA Security Rule requirements. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.
8. Service Providers and Third Parties
We may work with third-party vendors (such as electronic health record providers, IT services, or analytics platforms) who need limited access to information to perform services on our behalf. Where these vendors may access PHI, we require a Business Associate Agreement consistent with HIPAA, obligating them to protect that information and use it only for the purposes we've authorized.
9. Children's Privacy
Our website is not directed at children, and our Site is not intended for use by anyone under 18 to submit personal information. If you believe a child has provided us with personal information without appropriate consent, please contact us so we can address it.
10. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. The effective date at the top of this page will indicate when the policy was last revised. We encourage you to review this page periodically.
11. Accreditation and Licensure
Windmill Wellness Ranch is licensed by the Texas Health and Human Services Commission (HHSC) and is accredited by The Joint Commission. Our privacy and confidentiality practices are designed to meet or exceed the standards required by both.
12. Consumer Rights and Complaints
As a person receiving care at Windmill Wellness Ranch, you also have the right to:
- Be treated with dignity, respect, and courtesy at all times
- Receive care in the least restrictive setting appropriate to your needs
- Be free from discrimination based on race, color, ethnicity, national origin, religion, sex, gender identity, sexual orientation, age, or disability
- Be fully informed about your diagnosis, treatment plan, and the services you will receive, in language you can understand
- Give informed consent before any treatment, procedure, or service, and to refuse any treatment, medication, or procedure
- Participate in decisions about your care and treatment planning
- Be informed of the rules, expectations, and grievance procedures of the program before or at admission
- Voice a complaint or grievance without fear of retaliation, discrimination, or any negative impact on your care
- Access an interpreter or accommodations if you have a hearing, speech, or other disability
How to File a Complaint or Grievance
Most concerns can be resolved quickly and informally by speaking with your counselor, case manager, or their clinical supervisor. If your concern isn't resolved at that level, or if you believe your privacy or other rights have been violated, you may file a written complaint with any of the following:
You will not be penalized in any way, and your care will not be affected, for filing a complaint or grievance. Complaints related to substance use disorder treatment records are protected under 42 CFR Part 2 and HIPAA and will not be disclosed to unauthorized parties.
13. Contact Us
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or want to file a privacy-related concern, please contact us:
- Phone: (830) 214-1559
- Email: admin@windmillwellnessranch.com
- Mail: Windmill Wellness Ranch, Attn: Privacy Officer, 26229 N. Cranes Mill Rd, Canyon Lake, TX 78133