Electronics Policy & PHI Policy

Electronic Communications & PHI Policy

Effective Date: August 17, 2026

Stone River Advisory LLC uses electronic communications to provide responsive and convenient services while maintaining appropriate safeguards for Protected Health Information ("PHI").

Approved Communications:

Depending upon the circumstances, Stone River Advisory may communicate through approved:

• Client portal systems

• Email systems

• Telephone systems

• Text or messaging systems

• Videoconferencing platforms

• Electronic document systems

• Scheduling systems

Systems used to create, receive, maintain, or transmit electronic PHI ("ePHI") are evaluated according to applicable HIPAA requirements.

Electronic Safeguards:

Stone River Advisory maintains reasonable and appropriate administrative, physical, and technical safeguards designed to protect ePHI.

Access to systems containing ePHI is limited to authorized individuals based upon legitimate responsibilities.

Client Communication Preferences:

Clients may request that Stone River Advisory communicate with them by alternative means or at alternative locations.

Clients should inform us of privacy considerations such as:

• Shared telephone accounts

• Shared email accounts

• Shared computers or mobile devices

• Shared physical mailboxes

• Voicemail accessible to others

• Contact times that may compromise privacy

Stone River Advisory will accommodate reasonable confidential communication requests as required by applicable law.

Client Responsibility:

Clients should protect account credentials and devices used to communicate with Stone River Advisory.

A client who believes that another person has gained unauthorized access to communications or the Client Portal should notify Stone River Advisory promptly.

Unsecured Communication Requested by a Client:

In certain circumstances, an individual may request that information be transmitted using a communication method that presents additional security risks.

Where applicable, Stone River Advisory may explain those risks before honoring such a request.

Videoconferencing:

Clients are encouraged to participate in virtual meetings from a location where they can maintain the level of privacy they desire.

No Emergency Monitoring

Electronic messages, portal communications, email, voicemail, and text messaging are not continuously monitored.

These methods should not be used for emergencies or situations requiring an immediate response.