Email Policy

Effective Date: July 18, 2026
Last Updated: July 18, 2026
Version: 1.1 (cleaned from November 12, 2024 version — typo fixes and structural cleanup)

USERS MUST USE A UNIQUE, PRIVATE EMAIL ADDRESS AND MUST CONSENT TO RECEIVE UNENCRYPTED EMAILS FROM EMOTILINK CONTAINING HIPAA-PROTECTED INFORMATION.

1. Why this Policy Exists

The Health Insurance Portability and Accountability Act (“HIPAA“) generally requires that Protected Health Information (“PHI“) not be transmitted by unencrypted email unless the recipient has first authorized and consented to receive such emails and has acknowledged the security risks inherent to unencrypted email communication.

The information emotilink sends to you by email in connection with your use of the platform — including appointment confirmations and reminders, billing estimates and payment receipts, legal notices, security alerts, and account updates — may include information protected by HIPAA, such as the fact that you have requested or received a session with a particular provider.

For emotilink to deliver these communications to you, HIPAA requires emotilink to obtain your authorization and consent. This Policy describes that authorization, what you are consenting to, and the risks involved.

2. Your Email Address

Access to and use of the platform is conditioned on your provision to emotilink of a unique email address to which you have secure, private access, and at which you are comfortable receiving unencrypted emails from emotilink about your use of the platform.

You should select an email address that is private to you, that you check regularly, and that is not shared with others (including family members, employers, or roommates). Do not provide an email address controlled by another person or jointly used.

By creating an emotilink account and using the platform, you consent to receive unencrypted emails from emotilink that may contain information regarding your use of the platform, including information protected by HIPAA. The categories of email you may receive include:

(a) Appointment requests and scheduling confirmations. Confirming your submission of a request for, or successful scheduling of, an appointment with a provider. These emails typically include the provider’s name, hourly rate, the requested or scheduled date and time, projected cost, and (for scheduling confirmations) the provider’s HIPAA Notice of Privacy Practices and Informed Consent attached as PDFs.

(b) Cancellation confirmations. Confirming cancellation of a previously scheduled appointment, typically including the provider’s name and the previously scheduled date and time.

(c) Payment confirmations. Confirming successful processing of payment for a session or, in the case of a late cancellation or missed appointment, the date and amount of the charge.

(d) Account status updates and notifications. Confirming creation of your account, changes to your account status, or notifications that require your action (such as a problem processing payment).

(e) Security alerts. Notifying you of suspected unauthorized activity on your account, security incidents, or steps you should take to protect your account.

(f) Legal notices. Any notice required by law, regulation, or our Terms of Service, including changes to our policies.

(g) Responses to your emails to us. Replies to emails you send to info@emotilink.com.

4. Acknowledgment of Security Risks

You acknowledge that unencrypted email carries security risks, including the risk that:

(a) a third party could intercept the email in transit;
(b) a third party could gain unauthorized access to your email account or to emotilink’s email systems;
(c) the email could be forwarded, archived, or otherwise made accessible to persons other than yourself; or
(d) the email could be read by anyone with physical access to your device or your email account.

By consenting to receive unencrypted emails from emotilink, you accept these risks. If you do not accept these risks, you should not use the platform.

5. Limitations on Email Communication

emotilink will not respond to your emails containing detailed clinical or sensitive health information. emotilink is a technology platform and not a mental health service provider. We will not relay sensitive clinical information between you and your provider.

If you email emotilink with content indicating a mental health emergency or crisis, our automated or stock response will direct you to contact the 988 Suicide and Crisis Lifeline (call or text 988) and to dial 9-1-1 in the event of an emergency.

When emailing emotilink, you should refrain from including:

(a) sensitive details about your confidential counseling sessions;
(b) detailed information about your physical or mental health;
(c) information about other Users; or
(d) any content you would not want to be associated permanently with your account.

You may update the email address associated with your account at any time through the platform’s account settings.

You may revoke your consent to receive unencrypted emails from emotilink by closing your account. Because emotilink’s ability to communicate with you about appointments, payments, and security depends on your continued consent to receive these emails, revocation of consent will result in the termination of your access to the platform.

To close your account, follow the instructions in the platform’s account settings or email info@emotilink.com with the subject line “Account Closure Request” from the email address associated with your account.

7. Changes to This Policy

emotilink may update this Policy from time to time. Material changes will be communicated through the platform or by other reasonable means, and the “Effective Date” and “Last Updated” dates above will be revised. Your continued use of the platform after the effective date of any modification constitutes your acceptance of the modified Policy.

8. Contact

Questions about this Policy should be directed to:

emotilink, LLC
222 W Merchandise Mart Plaza, Suite 1230
Chicago, IL 60654
info@emotilink.com
312-554-5812