Privacy Policy
Effective Date: January 1, 2026
Last Updated: January 1, 2026
Sandefur Mental Health Counseling PLLC (“we,” “our,” or “us”) is committed to protecting your privacy and maintaining the confidentiality of your information. This Privacy Policy describes what data we collect, how we use it, and your rights under applicable privacy laws, including HIPAA.
Our Notice of Privacy Practices is provided at intake and available upon request.
Information We Collect
We may collect:
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Personal Information: Name, address, email, phone, date of birth, emergency contact, payment/insurance details.
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Protected Health Information (PHI): Mental health history, symptoms, treatment notes, diagnoses, and other health data shared during care.
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Website & Technical Data: IP address, browser type, device info, cookies, analytics, and usage patterns.
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Communication Preferences: Appointment requests, email or text interactions, or messages submitted via web forms.
How We Use Your Information
Your information is used to:
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Deliver mental health and counseling services.
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Communicate about scheduling, billing, and treatment.
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Send appointment reminders (via email, phone, or text, if consented).
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Improve our website, security, and user experience.
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Comply with legal, ethical, and licensing obligations.
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Conduct internal quality improvement or de-identified data analysis.
HIPAA Compliance
We comply with all federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA).
You will receive our Notice of Privacy Practices at intake, describing:
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How we use and disclose PHI.
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Your rights to access, amend, restrict, and receive an accounting of disclosures.
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How to file a complaint if you believe your privacy rights were violated.
Data Sharing & Third Parties
We will never sell your personal or health information. We may share data when:
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You authorize release of information in writing.
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Required by law (e.g., mandatory reporting, subpoena, imminent risk).
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With HIPAA-compliant third-party vendors who assist with scheduling, billing, or telehealth (e.g., SimplePractice).
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With professionals involved in your care, only with your consent.
Text Messaging, Email & Marketing
By providing your contact information, you consent to receive non-marketing communications related to scheduling, reminders, or billing.
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You may opt out of SMS or email communication at any time.
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We do not send marketing or promotional texts without prior consent.
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Standard data or message rates may apply.
Cookies, Analytics & Tracking
Our site may use cookies, analytics tools, and similar technologies for functionality and performance monitoring. You can disable cookies in your browser settings, though some features may be limited.
Data Retention & Destruction
Records are maintained according to HIPAA and state law.
When retention is no longer required, data is securely deleted or de-identified.
Children’s Privacy
This website is not directed toward children under 18.
We do not knowingly collect personal data from minors without appropriate consent.
Your Rights
You may:
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Request access to or copies of your records.
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Request correction or amendment of inaccurate information.
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Request restrictions on disclosures or revoke prior consent.
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File a privacy complaint with us or the U.S. Department of Health & Human Services.
Security
We maintain administrative, physical, and technical safeguards to protect your data.
No system is entirely secure; electronic communication (including email) carries inherent risk.
Third-Party Links
Our site may include links to other websites. We are not responsible for their privacy practices or content. Please review those sites’ privacy statements before sharing information.
Updates
We may revise this Privacy Policy periodically. Updates take effect when posted and are reflected in the “Last Updated” date above.
Contact Us
Questions or concerns about this policy may be sent to:
Sandefur Mental Health Counseling PLLC
212-655-4022