PRIVACY NOTICE
- Visit our website at freedomtohealcounseling.com, or any website of ours that links to this privacy notice
- Engage with us in other related ways, including any sales, marketing, or events
- names
- phone numbers
- email addresses
- contact preferences
- Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
- Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
- Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
- To deliver targeted advertising to you. We may process your information to develop and display personalized content and advertising tailored to your interests, location, and more.
- To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
- Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
| Category | Examples | Collected |
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A. Identifiers
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Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name
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YES
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B. Personal information categories listed in the California Customer Records statute
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Name, contact information, education, employment, employment history, and financial information
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YES
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C. Protected classification characteristics under California or federal law
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Gender and date of birth
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NO
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D. Commercial information
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Transaction information, purchase history, financial details, and payment information
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NO
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E. Biometric information
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Fingerprints and voiceprints
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NO
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F. Internet or other similar network activity
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Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements
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NO
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G. Geolocation data
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Device location
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YES
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H. Audio, electronic, visual, thermal, olfactory, or similar information
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Images and audio, video or call recordings created in connection with our business activities
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NO
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I. Professional or employment-related information
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Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us
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NO
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J. Education Information
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Student records and directory information
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NO
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K. Inferences drawn from other personal information
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Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics
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NO
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- Receiving help through our customer support channels;
- Participation in customer surveys or contests; and
- Facilitation in the delivery of our Services and to respond to your inquiries.
- whether we collect and use your personal information;
- the categories of personal information that we collect;
- the purposes for which the collected personal information is used;
- whether we sell your personal information to third parties;
- the categories of personal information that we sold or disclosed for a business purpose;
- the categories of third parties to whom the personal information was sold or disclosed for a business purpose; and
- the business or commercial purpose for collecting or selling personal information.
- You may object to the processing of your personal information.
- You may request correction of your personal data if it is incorrect or no longer relevant, or ask to restrict the processing of the information.
- You can designate an authorized agent to make a request under the CCPA on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with the CCPA.
- You may request to opt out from future selling of your personal information to third parties. Upon receiving an opt-out request, we will act upon the request as soon as feasibly possible, but no later than fifteen (15) days from the date of the request submission.
Notice of Privacy Practices
NOTICE OF PRIVACY PRACTICES
At Freedom to Heal Counseling LLC, we are committed to protecting the privacy and confidentiality of Protected Health Information (PHI) in accordance with the Health Insurance Portability Accountability Act (HIPAA). PHI includes any information that can be used to identify you and is related to your physical, mental health, or healthcare. We are committed
Your Information. Your Rights. Our Responsibilities.
This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
Your Rights
When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
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You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.
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We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your medical record
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You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
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We may say “no” to your request, but we’ll tell you why in writing within 60 days.
Request confidential communications
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You can ask us to contact you in a specific way (for example, home, office, or cell phone) or to send mail to a different address.
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We will say “yes” to all reasonable requests.
Ask us to limit what we use or share
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You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no,” for example, if it could affect your care. If we agree to your request, we may still share this information in the event that you need emergency treatment.
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If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we’ve shared information
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You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.
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We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
Get a copy of this privacy notice
You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
Choose someone to act for you
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If someone has authority to act as your personal representative, such as if someone has your medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
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We will make sure the person has this authority and can act for you before we take any action.
File a complaint if you feel your rights are violated
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You can complain if you feel we have violated your rights by contacting us using the information on page 1.
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You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html.
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We will not retaliate against you for filing a complaint.
Your Choices
For certain health information, you can tell us your choices about what we share.
You have the right to request and authorize the release of your PHI. When you make such a request, we will provided you with a release of information (ROI) form to specify the information to be disclosed, the recipient, and the purpose of the disclosure. We will seek your written authorization before releasing your PHI, except in situations where disclosure is required by law. You may revoke authorization at any time, but this revocation may not apply to actions taken prior to receiving your authorization.
If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions. In these cases, you have both the right and choice to tell us to:
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Share information with your family, close friends, or others involved in your care or payment for your care (with valid ROI)
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Share information in a disaster relief situation
If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.
You have the right to request access to your PHI (Medical Records). When you make such a request the following will apply: We will provide you with a copy of your PHI within 7 business days from time of written notice. Your records will be released to you via the secure client portal.
There are times, however, when we withhold these documents, such as limited legal or emergency circumstances or when they believe that releasing such information might be harmful in any way. In such a case we may provide the records to an appropriate and legitimate professional of your choice. Taking the above-mentioned circumstances into consideration, if appropriate, upon your request we will release information or a treatment summary to any agency/person you specify once written consent has been given, within 7 business days from the date a signed ROI form is received.
In these cases below we never share your information:
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Marketing purposes. As a psychotherapy practice, we will not use or disclose your PHI for marketing purposes.
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Sale of your information. As a psychotherapy practice, we will not sell your PHI.
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We never market or sell personal information.
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Most sharing of psychotherapy notes.
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We will not contact you for fundraising efforts.
If we have your substance use disorder patient records, subject to 42 CFR part 2, we will give you clear and obvious notice in advance and a choice about whether to receive fundraising communications that use your Part 2 information.
Our Uses and Disclosures
How do we typically use or share your health information? We typically use or share your health information in the following ways.
Treat you
We can use your health information and share it with other professionals who are treating you.
Example: A doctor treating you for an injury asks another doctor about your overall health condition.
Run our organization
We can use and share your health information to run our practice, improve your care, and contact you when necessary.
Example: We use health information about you to manage your treatment and services.
Bill for your services
We can use and share your health information to bill and get payment from health plans or other entities.
Example: We give information about you to your health insurance plan so it will pay for your services.
How else can we use or share your health information?
We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.
In all cases, including those listed below, if we have substance use disorder patient records about you, subject to 42 CFR part 2, we cannot use or share information in those records in civil, criminal, administrative, or legislative investigations or proceedings against you without (1) your consent or (2) a court order and a subpoena.
Help with public health and safety issues
We can share health information about you for certain situations such as:
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Preventing disease
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Helping with product recalls
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Reporting adverse reactions to medications
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Reporting suspected abuse, neglect, or domestic violence
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Preventing or reducing a serious threat to anyone’s health or safety
Do research
We can use or share your information for health research.
Comply with the law
We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.
Respond to organ and tissue donation requests
We can share health information about you with organ procurement organizations.
Work with a medical examiner or funeral director
We can share health information with a coroner, medical examiner, or funeral director when an individual dies.
Address workers’ compensation, law enforcement, and other government requests
We can use or share health information about you:
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For workers’ compensation claims
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For law enforcement purposes or with a law enforcement official
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With health oversight agencies for activities authorized by law
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For special government functions such as military, national security, and presidential protective services
Respond to lawsuits and legal actions
- We can share health information about you in response to a court or administrative order, or in response to a subpoena.
Special Treatment of Certain Records
- HIV-related information, genetic information, adverse reactions to medications, alcohol and substance abuse records, and other specially protected health information may require certain special confidentiality protections under applicable state and federal law. Any disclosures of these types of records will be subject to these special protections.
Records Subject to Additional Federal Protections
We may receive records from other providers that are protected by a federal law called 42 CFR Part 2, which applies to certain substance use disorder treatment records. When we receive such records, their use and disclosure may be subject to stricter federal requirements than those that apply to other health information under HIPAA.
Limits on Use and Disclosure Unlike other protected health information, records subject to 42 CFR Part 2 generally may not be used or disclosed for treatment, payment, or health care operations without the individual’s written consent, except as permitted by law.
Restrictions on Legal Use
Records protected by 42 CFR Part 2, and any testimony relaying the content of such records, may not be used or disclosed in civil, criminal, administrative, or legislative proceedings against the individual without written consent or a court order that meets federal requirements.
Redisclosure
Information disclosed to us that is subject to 42 CFR Part 2 may carry restrictions on further use or disclosure. We will comply with those restrictions as required by law.
Our Responsibilities
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We are required by law to maintain the privacy and security of your protected health information.
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We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
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We must follow the duties and privacy practices described in this notice and give you a copy of it.
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We will not use or share your information other than as described in this notice unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.
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To the extent that we have your substance use disorder patient records, subject to 42 CFR part 2, we will not share that information for investigations or legal proceedings against you without (1) your written consent or (2) a court order and a subpoena.
For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.html.
You have access to most of your health information using the online Simple Practice client portal. Your records are maintained in an Electronic Medical Records (EMR). What this means is your records are stored online in a secure, encrypted, HIPAA compliant system that is backed up to ensure records are not lost due to technical problems. This system may provide certain benefits to clients including online payment, online scheduling, and secure messaging to your therapist. Please ask any questions or report any concerns you have regarding online record keeping. As with any record-keeping method, foreseeable precautions have been taken to protect privacy, but there are no guarantees. Here is an up-to-date list of all the ways your information remains secure: https://www.simplepractice.com/security
Treatment records will be maintained for a period of 6 years from the date of your last clinical contact. After this time has elapsed, records may be destroyed.
Changes to the Terms of this Notice
We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.
Effective Date of this Notice 2/18/2026
Privacy Official: Cordell Pearson, Cordell@freedomtohealcounseling.com, 480-256-9799