Privacy Policy (HIPAA-Compliant)

Effective Date: April 15, 2025

Embracing Change Counseling Services, LLC (“we,” “our,” or “us”) is committed to protecting your privacy and safeguarding any Protected Health Information (PHI) you may share with us. This Privacy Policy outlines how we collect, use, disclose, and protect information obtained through our website www.embracingchangecounseling.net , in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable laws.

1. Information We Collect

a. Personal and Health Information (PHI)

If you contact us through our website or online forms, you may provide information that is considered PHI under HIPAA. This may include:

  • Your name

  • Contact information (email, phone number)

  • Reason for seeking services or other personal health details

Important: Please avoid including sensitive health information in any contact forms or emails, as these are not always secure.

b. Non-PHI Information

We may also collect non-identifying information such as:

  • IP address

  • Browser and device type

  • Date/time of visit

  • Pages visited

This is used for general website analytics and improving user experience.

2. How We Use Your Information

We use the information you provide for purposes such as:

  • Responding to your inquiries

  • Scheduling or managing appointments

  • Providing you with requested services

  • Operating and improving our website

PHI is used and disclosed only in ways permitted by HIPAA, such as for treatment, payment, and healthcare operations, or with your written authorization.

3. Confidentiality & HIPAA Compliance

We are required by law to:

  • Maintain the privacy of your PHI

  • Provide you with this notice of our legal duties and privacy practices

  • Abide by the terms of this policy

If you become a client, you will receive a HIPAA Notice of Privacy Practices during the intake process. That document provides more detailed information about how we handle your health information.

4. Electronic Communication Disclaimer

Please note:

  • Communications via email, website forms, or text messaging are not encrypted and may not be fully secure.

  • Use of such communication is at your own risk.

  • For your privacy, please limit any personal health information shared through these methods.

We encourage clients to use our secure client portal (if available) for sensitive communications.

5. Third-Party Services

We may use third-party services to manage appointments, process forms, or send newsletters. These third parties are either:

  • HIPAA-compliant business associates, or

  • Do not handle PHI

Examples may include:

  • Scheduling software (e.g., SimplePractice)

  • Billing providers (e.g., Headway)

  • Email marketing platforms (e.g., Flodesk, Mailchimp, with consent)

  • Web analytics tools (e.g., Google Analytics)

We do not sell or share your personal or health information with third parties for marketing purposes.

6. Cookies & Website Tracking

Our website may use cookies or other tracking tools for basic analytics and functionality. These do not collect PHI.

You can disable cookies in your browser settings.

7. Your Rights

You may have rights under HIPAA and applicable privacy laws, including:

  • The right to access and request a copy of your health information

  • The right to request corrections

  • The right to request restrictions on use or disclosure

  • The right to file a complaint if you believe your privacy rights have been violated

  • To exercise any of these rights, please contact us at the information below.

8. Data Security

We implement reasonable safeguards to protect your information. However, no system is 100% secure. We encourage use of secure communication methods when discussing sensitive matters.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The revised version will be posted on this page with an updated effective date.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, or about how your PHI is handled, please contact:

Embracing Change Counseling Services, LLC

📧 info@embracingchangecounseling.net

📞 623-377-9998

If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health & Human Services, Office for Civil Rights.