Our Commitment to Your Privacy

Willow Counseling LLC (“we,” “us,” or “our”) is committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

HIPAA Compliance

As a healthcare provider, we comply with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and state privacy laws. We are required to maintain the privacy of your protected health information (PHI) and provide you with a Notice of Privacy Practices that describes how we may use and disclose your health information.

Information We Collect

Personal Information

When you contact us or schedule services, we may collect:

• Name, address, phone number, and email address
• Date of birth and demographic information
• Insurance information (if applicable)
• Emergency contact information

Protected Health Information (PHI)

During the course of treatment, we collect and maintain:

• Clinical assessments and diagnoses
• Treatment plans and progress notes
• Medication information (if applicable)
• Records of communications related to your care
• Billing and payment records

Website Usage Information

When you visit our website, we may automatically collect:

• IP address and browser type
• Pages visited and time spent on our site
• Referring website addresses
• Device information and operating system

How We Use Your Information

Treatment, Payment, and Healthcare Operations

We use your information to:

• Provide, coordinate, and manage your mental health treatment
• Communicate with you about appointments, treatment plans, and clinical matters
• Process insurance claims and billing
• Maintain accurate medical and business records
• Improve the quality of care we provide
• Comply with legal and regulatory requirements

Website Functionality

We use website usage information to:

• Improve our website’s functionality and user experience
• Understand how visitors use our site
• Identify and fix technical issues
• Ensure website security

How We Protect Your Information

Security Measures

We implement appropriate technical, physical, and administrative safeguards to protect your information, including:

• Secure, encrypted telehealth platform (HIPAA-compliant)
• Encrypted electronic health records system
• Secure file storage and backup systems
• Password-protected systems and role-based access controls
• Regular security assessments and updates
• Staff training on privacy and security procedures

Physical Security

• Locked filing cabinets for physical records
• Secure office premises with controlled access
• Proper disposal of documents containing PHI

When We May Disclose Your Information

With Your Authorization

We will share your protected health information with third parties only with your written authorization, except as described below.

Without Your Authorization (As Required or Permitted by Law)

We may disclose your information without your authorization in the following situations:

• Treatment Coordination: To other healthcare providers involved in your care
• Insurance and Billing: To insurance companies for payment processing
• Legal Requirements: When required by federal, state, or local law
• Public Health: To public health authorities as required by law
• Health Oversight: To health oversight agencies for audits and investigations
• Legal Proceedings: In response to court orders or subpoenas
• Law Enforcement: When required by law or court order
• Serious Threats: To prevent or lessen a serious threat to health or safety
• Abuse or Neglect: To report suspected child, elder, or dependent adult abuse
• Military and Veterans: If you are a member of the armed forces, as required by military authorities

Your Rights Regarding Your Information

You have the following rights regarding your protected health information:

Right to Access

You have the right to inspect and obtain copies of your health records. We may charge a reasonable fee for copying and mailing costs.

Right to Amend

You may request that we amend your health information if you believe it is incorrect or incomplete.

Right to an Accounting

You have the right to receive a list of certain disclosures we have made of your health information.

Right to Request Restrictions

You may request restrictions on how we use or disclose your health information. We are not required to agree to your request but will consider it carefully.

Right to Request Confidential Communications

You may request that we communicate with you in a specific way or at a specific location (e.g., only at your work phone number).

Right to a Paper Copy

You have the right to receive a paper copy of this Privacy Policy at any time.

Telehealth Privacy

We use a HIPAA-compliant telehealth platform for virtual sessions. To protect your privacy during telehealth sessions:

• Ensure you are in a private location where you cannot be overheard
• Use a secure internet connection (avoid public Wi-Fi)
• Close unnecessary applications and browser tabs
• Keep your device’s software and security features up to date

Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience. Cookies are small files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Improve website functionality

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

Third-Party Services

We may use third-party service providers to assist with:

• Website hosting and maintenance
• Electronic health records management
• Insurance billing and claims processing
• Telehealth platform services

These providers are required to maintain the confidentiality and security of your information and may only use it for the specific purposes for which we engage them.

Newsletter & Blog Subscription

We offer an optional email newsletter for visitors who wish to receive updates when new articles are published on our blog. This subscription service is separate from any clinical or healthcare services we provide.

What We Collect

When you subscribe to our blog newsletter, we collect:

• Email address (required)
• First name (optional, used for personalization)
• The date and time of your subscription confirmation

How We Use This Information

Your email address and name are used solely to send you new blog articles and occasional wellness-related updates from Willow Counseling. We will never use your newsletter subscription information for clinical or healthcare purposes.

Email Service Provider

Our newsletter is managed through Mailchimp (The Rocket Science Group, LLC). Your subscription data is stored and processed by Mailchimp in accordance with their Privacy Policy. Mailchimp is not a HIPAA Business Associate and is not used to communicate any protected health information.

Double Opt-In & Consent

We use a double opt-in process for newsletter subscriptions. After submitting your email address, you will receive a confirmation email and must click the link to activate your subscription. This ensures we only send email to people who have actively consented to receive it.

Separation from Clinical Records

Important: Your newsletter subscription is completely separate from any clinical relationship with Willow Counseling. If you are a current or former client, subscribing to the newsletter does not affect your clinical records and your newsletter data is not part of your healthcare record. We do not cross-reference our newsletter subscriber list with our client records.

Unsubscribing

You may unsubscribe from our newsletter at any time by clicking the “Unsubscribe” link included in every newsletter email, or by contacting us at danette@willowcounseling.us. Upon unsubscribing, your email address will be removed from our active subscriber list.

RSS Feed

We also offer an RSS feed at https://willowcounseling.us/feed/ as an alternative way to follow our blog. Using an RSS reader does not require you to provide any personal information to us.

Children’s Privacy

Our website is not directed to children under 13. We do not knowingly collect personal information from children under 13 through our website. If we become aware that we have collected such information, we will take steps to delete it.

When providing counseling services to minors, we obtain appropriate consent from parents or legal guardians as required by law.

Data Retention

We retain your health records and other information as required by federal and state laws, typically for a minimum of:

• 7 years for adult clients
• Until age 19 or longer for minor clients (varies by state)
• Longer periods when required by law or regulation

Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Changes will be effective immediately upon posting to our website. We will notify you of material changes by:

• Posting a notice on our website
• Updating the “Last Updated” date at the top of this policy
• Providing notice at your next appointment (for existing clients)

State-Specific Privacy Rights

Washington State Residents

Washington residents have additional rights under Washington state law regarding the use and disclosure of health information.

South Dakota Residents

South Dakota residents have rights under South Dakota state law regarding the confidentiality of health records.

Notice of Privacy Practices

As required by HIPAA, we provide all clients with a Notice of Privacy Practices that describes in detail how we may use and disclose your protected health information. You will receive this notice:

• At your first appointment
• Upon request at any time
• Posted on our website

Questions and Complaints

Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Filing a Complaint

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

Willow Counseling:

Contact us using the information above.

U.S. Department of Health and Human Services:

You will not be retaliated against for filing a complaint.

Consent

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.