This notice describes how information about you may be used and disclosed and how you can get access to information related to Rally Point Coaching Services. Please read it carefully. Rally Point may, at any time, add, change, or rescind any Policy or Procedure described in this document in its sole and absolute discretion, without notice.

This document provides policy and information relevant to Coaching, and acts in addition to all policy, client rights, or privacy information detailed in Rally Point’s “Coaching Policy & Consent” Document. Feel free to discuss any item within this document with your coach. Please read and indicate that you have reviewed this information and agree to it by filling in the checkbox at the end of this document.

Confidentiality and Ethical Guidelines: 

While coaching is not legally governed by the same rules and regulations that mental health care and therapy is - at Rally Point, we believe that the same level of privacy and confidentiality should apply in coaching situations. Clients can expect confidentiality and privacy in both modalities, with the understanding that appropriate legal and ethical exceptions apply.

Please be aware that the Coach-Client relationship is not considered a legally confidential relationship (like the medical and legal professions) and thus communications are not subject to the protection of any legally recognized privilege.

Rally Point Coaches will not disclose any confidential information pertaining to the Client without the Client’s consent. Confidential Information does not include information that: 

1. Was in the Coach’s possession prior to its being furnished by the Client; 

2. Is generally known to the public or in the Client’s industry; 

3. Is obtained by the Coach from a third party, without breach of any obligation to the Client;

4. Is independently developed by the Coach without use of or reference to the Client’s confidential information; or 

5. The Coach is required by statute, lawfully issued subpoena, or by court order to disclose;

6. Iis disclosed to the Coach and as a result of such disclosure the Coach reasonably believes there to be an imminent or likely risk of danger or harm to the Client or others; and 

7. Involves illegal activity. The Client also acknowledges his or her continuing obligation to raise any confidentiality questions or concerns with the Coach in a timely manner. 

Occasionally the Coach may need to consult with other professionals in their areas of expertise in order to provide the best coaching for the Client. Information about the Client may be shared in this context without using the Client’s name and without prior consent.

How we may use and disclose confidential information about you:

Following is a list of categories in which Rally Point may use and disclose your confidential information. Not every use or disclosure in a category will be listed,  but all of the ways we are permitted to use and disclose information will fall within one of the categories. 

Payment. We may use and disclose confidential information so that we can receive payment for services provided to you. This will only be done with your authorization. Examples of payment related activities are processing appropriate identifying data for credit card utilization, or undertaking utilization review activities. If it becomes necessary to use collection processes due to lack of payment for services we will only disclose the minimum amount of confidential information necessary for purpose of collection, such as dates of services, attempts to secure payment. No personal history data would be shared.

Service Operations. We may use or disclose, as needed, your confidential information in order to support the running of our office including, but not limited to, quality assessment activities, employee review activities, licensing, and conducting or arranging for other business activities. For example, we may share your confidential information with third parties and perform various business activities (e.g. billing or administrative services) provided we have a written contract with the business that requires it to safeguard the privacy of your confidential information. For external training or teaching purposes confidential information will not be disclosed without your written authorization.

As Required by Law. We are permitted to disclose your confidential information when required to do so by federal, state or local law.

Victims of Abuse, Neglect, or Domestic Violence. We are authorized to notify the appropriate government authority if a coach believes a client has been the victim of abuse, neglect or domestic violence. We will only make this disclosure if you agree, or when required or authorized by law.

Disputes, Lawsuits, Administrative Proceedings. If you are involved in a lawsuit or dispute, we may disclose your confidential information in response to a court administrative order. We may also disclose your confidential information in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested if that is required by law.

Enforcement. We may disclose confidential information if asked to do so by a law enforcement official in the following circumstances:

• In response to a court order, subpoena, warrant, summons or similar process. To identify or locate a suspect, fugitive, material witness or missing person.

• About the victim of a crime if, under certain limited circumstances, Rally Point is unable to obtain the person’s agreement.

• About a death Rally Point believes may be the result of criminal conduct. About criminal conduct at Rally Point.

• In emergency circumstances to report a crime, the location of the crime or victims, or the identity, description or location of the person who committed the crime.

Serious Threats to Health or Safety: If you are working with a Rally Point Coach and you communicate to them a specific and immediate threat to cause serious bodily injury or death, to an identified or to an identifiable person, and they believe you have the intent and ability to carry out that threat immediately or imminently, they are legally required to take steps to protect third parties. These precautions may include warning the potential victim(s), or the parent or guardian of the potential victim(s), if under 18, notifying a law enforcement officer, or seeking your hospitalization. By our own policy, Rally Point and Rally Point Coaches may also use and disclose confidential information about you when necessary to prevent an immediate, serious threat to your own health and safety. If you become a party in a civil commitment hearing, Rally Point can be required to provide your records to the magistrate, your attorney or guardian ad litem, a CSB evaluator, or a law enforcement officer, whether you are a minor or an adult.

Child Abuse Reporting: If Rally Point or a Rally Point Coach has reason to suspect that a child is abused or neglected, they are required by Illinois law to report the matter immediately to DCFS.

Couples Coaching: If you and your partner decide to have individual sessions as a part of couples coaching, what you say in those individual sessions will be considered to be a part of the couples coaching, and can be discussed in joint sessions with a Rally Point Coach.

Disclosures to family, friends, or others. We may provide your confidential information to a family member, friend, or other person that you indicate is involved in your care or the payment for your coaching, unless you object in whole or in part. The opportunity to consent may be obtained retroactively in emergency situations.

Appointment Reminders. We may call, write or email to remind you of scheduled appointments, to inquire about your interest in continuing coaching or if you haven’t scheduled an appointment or have not notified us of the termination of your coaching. 

Marketing Communication. If you opt-in or subscribe to content produced by Rally Point, you may receive communications from us. Marketing communication of this nature is not made in connection with your status as a current or former client and is not considered professional advice. Your confidentiality is our priority, and we do not store your status as a past or current client in any non-secure systems. You may unsubscribe from all marketing communication from Rally Point at any time.

Sale of Information. Rally Point will not sell your confidential information in the normal course of business. 

Limitations of this notice:

If you are a client working with a Rally Point Counselor, or in the event your Coach receives, maintains, or otherwise is exposed to personally identifiable patient or other medical information defined as Protected Health Information ("PHI") in the Health Insurance Portability and Accountability Act of 1996 or its relevant regulations ("HIPAA"), that information will be subject to different regulations regarding confidentiality. In these instances, a separate privacy notice has been made available to you regarding personal healthcare information as it relates to Rally Point Counseling and policy relating to HIPAA/PHI privacy practices, and these separate notices supersede the terms written within this notice.

Acknowledgment

Acknowledging this document means you

• have read, understand, and agree to the above disclosures and policies;

• have had a chance to ask questions about anything in this document that is unclear;

Effective Date Of This Document

This document and the terms within went into effect on June 29th, 2023

For Questions Contact:

Rally Point - hello@rallypointcounseling.com