Privacy Policy

Our Commitment to Your Privacy

At Compassion Heals Counseling, we are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, safeguard, and share your data when you visit our website compassionhealscounseling.com and use our therapy services.

We understand that your privacy is important, especially when it comes to sensitive mental health information. We are dedicated to handling your information with the utmost care and in compliance with applicable privacy laws and professional ethical standards.

Information We Collect

We may collect different types of information depending on how you interact with our website and services:

Personal Information

When you contact us to schedule consultations or therapy sessions, we may collect:

• Name and contact information (email address, phone number, mailing address)
• Date of birth and age
• Emergency contact information
• Insurance information (if applicable)
• Payment and billing information

Health Information

During the intake process and therapy sessions, we collect:

• Mental health history and current symptoms
• Medical history relevant to treatment
• Family history and social background
• Treatment goals and progress notes
• Information necessary for diagnosis and treatment planning

Website Usage Information

When you visit our website, we may automatically collect:

• IP address and browser type
• Device information and operating system
• Pages visited and time spent on our site
• Referring website or search terms
• General location information (city/state level)

How We Use Your Information

Your personal and health information is used solely for the following purposes:

• Providing Therapy Services: To deliver mental health care, create treatment plans, and track your progress
• Administrative Purposes: To schedule appointments, send reminders, and maintain accurate records
• Billing & Insurance: To process payments and communicate with insurance providers (with your authorization)
• Communication: To respond to your inquiries and provide important updates regarding your care
• Legal Compliance: To fulfill mandatory reporting requirements as required by Texas law
• Website Improvement: To analyze usage patterns and improve our website functionality and user experience

We do not use your health information for marketing purposes. Website analytics data is used only to improve site performance and is not linked to your clinical records.

Data Security

We take the security of your information seriously and implement appropriate physical, electronic, and procedural safeguards to protect it. Our security measures include:

• Encrypted electronic health records systems
• Secure, password-protected storage for digital files
• Locked filing cabinets for physical documents
• Limited access to information (only authorized personnel)
• Regular security audits and updates
• Secure website connections (SSL/TLS encryption)

However, while we make every effort to ensure security, no online platform or electronic communication is completely risk-free. We cannot guarantee absolute security but are committed to using industry-standard practices to protect your information.

Sharing of Information

We do not sell, rent, or trade your personal or health information to third parties. We may only share your information in the following limited circumstances:

With Your Consent

We may share your information with other healthcare providers, family members, or others when you provide explicit written authorization.

Legal Requirements

We may be required to disclose information without your consent when:

• There is a serious and imminent threat to your safety or the safety of others
• We suspect child abuse, neglect, or exploitation
• We suspect abuse or neglect of an elderly or disabled person
• A court order or subpoena requires disclosure
• Required by Texas state law or federal regulations

Business Associates

We may share limited information with trusted service providers who assist with:

• Electronic health records management
• Billing and payment processing
• Appointment scheduling systems
• Website hosting and technical support

These providers are contractually obligated to protect your information and may only use it for the specific services they provide.

Your Rights

Depending on your jurisdiction and applicable laws, you have the following rights regarding your personal information:

• Right to Access: You can request to review your clinical records (subject to certain legal limitations)
• Right to Amend: You can request corrections to inaccurate information in your records
• Right to Accounting: You can request a list of certain disclosures we have made of your health information
• Right to Request Restrictions: You can request limitations on how we use or disclose your information
• Right to Confidential Communications: You can request that we communicate with you in a specific way or at a specific location
• Right to Withdraw Consent: You can revoke previously granted authorization (except where action has already been taken)

To exercise these rights, please contact us using the information provided at the end of this policy. We will respond to your request within 30 days.

Cookies & Tracking Technologies

We may use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Analyze website traffic and performance
• Provide relevant content

You can manage your cookie preferences through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

Note: We do not use cookies or tracking technologies in connection with your clinical records or therapy sessions.

Children's Privacy

While we provide therapy services to adolescents (ages 7-18) with appropriate parental or guardian consent, our website itself is not intended for unsupervised use by children under 13. We do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.

For minor clients receiving therapy services, we obtain appropriate consent from parents or legal guardians as required by Texas law. We also discuss confidentiality boundaries with adolescent clients and their families during the intake process.

Email Communication

Please be aware that email communication is not completely secure or confidential. We recommend that you do not include sensitive clinical information in emails. If you need to discuss sensitive matters, please:

• Schedule a phone call or therapy session
• Use our secure client portal (if available)
• Keep emails limited to administrative matters (scheduling, billing, etc.)

Data Retention

We retain your clinical records for a minimum of seven (7) years from the date of your last therapy session, or longer if required by Texas law or if you were a minor at the time of treatment. Website usage data is typically retained for up to two (2) years for analytics purposes.

After the retention period, records are securely destroyed in accordance with professional standards and legal requirements.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Any changes will be posted on this page with an updated "Last updated" date.

If we make significant changes that materially affect how we handle your information, we will notify you by email or through a notice on our website prior to the changes taking effect.

Third-Party Services

Our website may use third-party services for analytics, payment processing, or scheduling. These services have their own privacy policies, and we encourage you to review them. Common third-party services we may use include:

• Google Analytics (for website analytics)
• Calendly or similar scheduling tools
• Payment processors for secure billing

Contact Information

If you have questions or concerns about this Privacy Policy, wish to exercise your rights, or need to file a complaint, please contact us at:

If you believe your privacy rights have been violated, you also have the right to file a complaint with:

• Texas State Board of Examiners of Professional Counselors
• U.S. Department of Health and Human Services Office for Civil Rights (if applicable)

We will not retaliate against you for filing a complaint.