Counseling Privacy Policy

Privacy Policy for Abide in the Vine Counseling, PLLC

Effective Date: 5/7/2025

At Abide in the Vine Counseling, PLLC, your privacy is a top priority. We are committed to protecting your personal health information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA), professional ethical standards, and applicable laws. This Privacy Policy explains how your information may be collected, used, and safeguarded when you receive counseling services through our practice.

⸻

1. Information We Collect

a. Health Information (Protected Health Information – PHI)

When you engage in counseling services, we collect information that may include your name, contact details, date of birth, insurance information, mental health history, treatment plans, and session notes. This information is necessary for clinical care, coordination of treatment, and billing.

b. Website & Communication Data

If you interact with our website or submit forms online, we may collect limited personal information such as your name, email address, phone number, and IP address. Additionally, we may use analytics tools that gather non-identifiable information like browser type, referral source, and usage patterns.

⸻

2. How Your Information is Used

Your personal and health information is used for the following:

• To provide appropriate therapeutic services

• To develop and review treatment plans

• For scheduling and administrative purposes

• To communicate with you via email, phone, or secure messaging

• For billing, insurance, or legal documentation if applicable

• To meet legal, ethical, and regulatory obligations

We only use the minimum necessary information for these purposes.

⸻

3. Confidentiality & HIPAA Compliance

We maintain the confidentiality of your records in compliance with HIPAA, and your records will not be shared without your written consent except where permitted or required by law (e.g., court order, risk of harm to self/others, mandated reporting of abuse).

All electronic records are stored in secure, HIPAA-compliant systems. Any communication (email, online forms, virtual sessions) is handled using secure platforms whenever possible. While we strive to protect all data, no system can guarantee 100% security.

⸻

4. Client Rights Under HIPAA

As a client, you have the right to:

• Access your health records

• Request amendments to your records

• Receive a copy of this privacy notice

• Restrict certain disclosures

• Request confidential communications

• File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us at:

abideinthevinecounseling@gmail.com

⸻

5. Limits of Confidentiality

Confidentiality may be breached without consent under the following conditions:

• If there is risk of imminent harm to yourself or others

• If there is suspected abuse of a child, elderly person, or vulnerable adult

• If records are subpoenaed by a court of law

• If required for oversight by a health oversight agency or licensing board

⸻

6. Third-Party Services & Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of external sites. We encourage you to review the privacy policies of those websites if you choose to visit them.

⸻

7. Retention & Disposal of Records

Records are retained in accordance with federal and state laws (typically 7 years for adults and longer for minors). After the required period, records are securely disposed of or deleted.

⸻

8. Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in practice or law. Updates will be posted on our website, and the effective date will be revised accordingly.

⸻

9. Contact Information

For questions, concerns, or to request more information about this policy, contact:

Ashlyn Wall, MS, LPC-Associate

Under the Supervision of Juan Hernandez, LPC-S

Abide in the Vine Counseling, PLLC

Email: abideinthevinecounseling@gmail.com