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Privacy Policy

Safe Mind Counseling

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Effective Date: 09/09/2025

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At Safe Mind Counseling, your privacy is our priority. This document explains how we collect, use, and protect information through our website and virtual counseling services. It also serves as our Notice of Privacy Practices under the Health Insurance Portability and Accountability Act (HIPAA).

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1. Information We Collect

  • Personal Information: Name, email address, phone number, and information provided when you schedule sessions, complete forms, or contact us.

  • Health Information (Protected Health Information, “PHI”): Any information you share in counseling sessions, intake forms, or through our telehealth platform.

  • Technical Information: Non-identifiable data (such as IP address, browser type, and device information) collected through cookies or analytics tools.

2. How We Collect Information

  • Directly from You: When you fill out forms, request services, or participate in virtual counseling sessions.

  • Automatically: When you browse our website, through cookies or analytics technologies.

3. Why We Collect Information

We collect information to:

  • Provide and manage counseling services.

  • Communicate with you about appointments and care.

  • Maintain secure and compliant health records.

  • Improve our website and telehealth experience.

  • Comply with legal, ethical, and regulatory requirements.

4. How We Use and Share Information

We do not sell or rent your personal information. Information may be shared only in the following cases:

  • With Your Consent: If you authorize us in writing.

  • With Service Providers: Such as secure telehealth, scheduling, and billing platforms. These providers are HIPAA-compliant and bound by confidentiality.

  • As Required by Law: To comply with legal obligations, prevent serious harm, or respond to lawful requests.

5. Your HIPAA Privacy Rights

Under HIPAA, you have the right to:

  • Access Your Records: Request to see or get a copy of your health information.

  • Request Corrections: Ask us to correct health information you believe is inaccurate.

  • Request Restrictions: Ask us to limit how we use or disclose your health information.

  • Confidential Communications: Request that we contact you in a specific way (e.g., only by email).

  • Receive an Accounting of Disclosures: See when your information was shared, other than for treatment, payment, or healthcare operations.

  • Get a Paper Copy: You may request a paper copy of this notice at any time.

  • File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with Safe Mind Counseling or with the U.S. Department of Health and Human Services (HHS). We will not retaliate against you for filing a complaint.

6. Data Protection & Security

  • We use secure, HIPAA-compliant telehealth platforms.

  • We implement administrative, technical, and physical safeguards to protect your PHI.

  • While no system is 100% secure, we are committed to the highest standards of confidentiality.

7. Children’s Privacy

Our services are not directed to children under 13 without verified parental consent. We do not knowingly collect information from children under 13 through our website.

8. Cookies and Analytics

Our website may use cookies or similar technologies to enhance user experience. You may adjust your browser settings to refuse cookies.

9. Changes to This Policy

We may update this Privacy Policy and Notice of Privacy Practices from time to time. Updates will be posted here with a revised “Effective Date.” Continued use of our website or services after changes means you accept the updated terms.

10. Contact Us

If you have any questions, requests, or privacy concerns, please contact us:

If you believe your HIPAA privacy rights have been violated, you may also file a complaint with:

U.S. Department of Health & Human Services (HHS), Office for Civil Rights (OCR)
Website: https://www.hhs.gov/ocr/privacy/hipaa/complaints/

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