Notice of privacy practices

Effective October 21, 2026.

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.

Who gives this notice

This notice is given by NicoCares by Totality ("NicoCares", "we", "us") together with the independent physicians who review and treat you through NicoCares, and the licensed pharmacies that fill the prescriptions those physicians write. It covers the health information any of us creates or receives about you while arranging and providing your care: your eligibility answers, your medical intake, your refill check-ins, your prescriptions, your messages with your care team, and the records of your treatment and of payment for it.

NicoCares coordinates care; it does not practice medicine. The physicians make every clinical decision. How we handle the rest of your personal information, such as how you use the website, is set out in our privacy policy.

Our duties

We are required by law to keep your health information private and to give you this notice of our legal duties and privacy practices.
We follow the notice that is in effect at the time.
We tell you if a breach puts your unsecured health information at risk.
We use or share no more of your health information than a purpose needs.

For your treatment

Your physician reviews your eligibility answers, medical intake and check-ins to decide whether treatment is appropriate for you, and sends any prescription to the pharmacy you chose. Your care team reads and answers the messages you send it.

For payment

We use the details of your plan and your treatment to take payment for the care you signed up for and to manage your plan.

For our operations

We use your information to run the service: to keep it safe and secure, to review the quality of the care it arranges, to train the staff who support you, to answer your questions and complaints, and to meet our legal and compliance duties. The service providers that host our systems and deliver our email and messages may receive what their work needs, under agreements that require them to protect it.

With people involved in your care

We may share information with a relative, friend or caregiver you name, limited to what is relevant to their part in your care. You can tell us not to. In an emergency, or if you cannot tell us, we may share it if we believe it is in your best interest.

Other uses and disclosures the law permits or requires

We may share your information in the following cases, only as far as the law allows:

When the law requires it, including to the Department of Health and Human Services when it checks that we are complying with privacy law.
For public health, such as preventing disease, reporting a problem with a medication or a product, or helping with a recall.
To report abuse, neglect or domestic violence to the authority that receives such reports.
For health oversight, such as audits, inspections and licensing by the agencies that oversee health care.
For a lawsuit or legal dispute, in response to a court or administrative order, or to a subpoena or other lawful request.
For law enforcement, as the law requires or in response to a valid legal request.
To prevent a serious threat to the health or safety of you, another person or the public.
For research, when a review board has approved it under the rules that protect your privacy.
After death, to a coroner, medical examiner or funeral director.
For special government functions, such as military, national security and protective services.
For workers' compensation claims, as the law allows.

When we need your written permission

Marketing. We do not use your health information for marketing, and we would need your written permission to do so.
Sale. We do not sell your health information, and we would need your written permission to do so.
Psychotherapy notes. Most uses of psychotherapy notes, if any exist, need your written permission.
Anything else. Any use or disclosure this notice does not describe, such as sending your records to an insurer that asks for them, needs your written permission.

Some kinds of health information have extra protection under federal or state law, such as records of mental health care, substance use treatment, HIV testing, sexually transmitted infections and genetic testing. Where that law is stricter than this notice, we follow it.

You can take back a permission at any time by writing to us, except for what we have already done in reliance on it.

Your rights

See and get a copy of your records. You can ask to see or get an electronic or paper copy of your health and payment records. We may charge a reasonable, cost-based fee. In a few cases the law lets us refuse, and we tell you why in writing.
Ask us to correct your records. If you think information is wrong or incomplete, you can ask us to correct it. We may say no, and we tell you why in writing.
Get a list of the disclosures we made. You can ask for a list of the times we shared your health information in the six years before your request, who received it and why. The list leaves out disclosures for treatment, payment and operations, and those you asked for. One list a year is free.
Ask us to limit what we use or share. You can ask us not to use or share certain information for treatment, payment or operations. We are not required to agree, except that if you pay for a service in full yourself and ask us not to share it with your health plan for payment or operations, we agree unless the law requires us to share it.
Ask us to contact you in confidence. You can ask us to contact you in a specific way or at a different address, and we agree to every reasonable request.
Get a copy of this notice. You can read it on this page at any time, and ask us for a paper or electronic copy.
Choose someone to act for you. A person with your medical power of attorney, or your legal guardian, can use these rights for you. We check that they have that authority first.

To use any of these rights, email [email protected] from the address on your account, or name that address in your message, and we confirm your identity before acting.

Changes to this notice

We may change this notice, and a change can apply to the health information we already hold about you. When we change it, we post the new version on this page with its effective date.

Questions and complaints

If you have a question about this notice, or think your privacy rights have been violated, contact our Privacy Officer at [email protected]. You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.

Privacy Officer, NicoCares by Totality · [email protected]

How your health information is used and shared.