Privacy Policy

At Williamsville Wellness, we are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, protect, and share information about you when you use our services, including our website, SMS/text messaging services, and mental health services.

We understand the importance of your privacy and are dedicated to maintaining the confidentiality and security of your personal information in accordance with applicable laws and regulations.

By using our services, you consent to the collection and use of your information as described in this Privacy Policy.

We may collect the following types of information:

• Personal Information: Name, address, phone number, email address, date of birth, and other identifying information
• Mental Health Information: Session notes, treatment history, insurance information, and other mental health-related data
• Communication Information: Phone numbers provided for SMS/text messaging services, communication preferences, and message history
• Technical Information: IP address, browser type, device information, and website usage data
• Payment Information: Billing address, payment method details, and transaction history
• Emergency Contact Information: Names and contact details of emergency contacts or authorized representatives

We collect information through various methods:

• Direct Collection: Information you provide directly when filling out forms, scheduling appointments, or communicating with us
• SMS/Text Messaging Opt-in: Phone numbers and consent collected when you voluntarily opt-in to receive text messages from us
• Website Interactions: Information collected through cookies, web beacons, and other tracking technologies when you visit our website
• Mental Health Services: Information collected during therapy sessions, consultations, and mental health service delivery
• Third-Party Sources: Information from other mental health providers, insurance companies, or other authorized sources as permitted by law
• Automatic Collection: Technical information automatically collected when you use our digital services

We collect and use your information for the following purposes:

• Mental Health Services: To provide therapy, counseling, treatment, and mental health-related services
• Communication: To send appointment reminders, health information, and service updates via SMS/text messaging (with your consent)
• Administrative: To schedule appointments, process payments, and manage your mental health records
• Legal Compliance: To comply with applicable laws, regulations, and legal obligations
• Service Improvement: To improve our services, website functionality, and client experience
• Emergency Situations: To contact you or your emergency contacts in case of mental health emergencies
• Quality Assurance: To monitor and improve the quality of our mental health services

We implement comprehensive security measures to protect your personal information:

• Technical Safeguards: Encryption, secure servers, firewalls, and access controls to protect digital information
• Physical Safeguards: Secure facilities, locked filing systems, and restricted access to physical records
• Administrative Safeguards: Staff training, privacy policies, and regular security assessments
• Data Transmission: Secure transmission protocols for all electronic communications and data transfers
• Access Controls: Limited access to personal information on a need-to-know basis for authorized personnel only
• Regular Monitoring: Continuous monitoring of our systems for potential security threats and vulnerabilities
• Incident Response: Established procedures for responding to and reporting any security breaches

Despite our security measures, no system is completely secure. We cannot guarantee the absolute security of your information, but we are committed to protecting it to the best of our ability.

IMPORTANT SMS/TEXT MESSAGING POLICY:

We may share your information in the following limited circumstances:

• Mental Health Operations: With other mental health providers involved in your care, as permitted by applicable privacy laws
• Legal Requirements: When required by law, court order, or government regulations
• Emergency Situations: To prevent serious harm to you or others in emergency situations
• Business Associates: With trusted service providers who assist us in operations (under strict confidentiality agreements)
• Insurance and Payment: With insurance companies and payment processors for billing and claims processing
• Quality Assurance: With accreditation organizations for quality improvement purposes

We do NOT:

• Sell your personal information to third parties
• Share SMS/text messaging information for marketing purposes
• Use your information for purposes other than those described in this policy without your consent
• Share information with affiliates for marketing purposes

You have the following rights regarding your personal information:

SMS/Text Messaging Rights:

• Opt-out at any time: You can stop receiving text messages by replying "STOP" to any message or contacting us directly
• Update your preferences: You can change your communication preferences at any time
• No marketing sharing: Your phone number and SMS consent will never be shared for marketing purposes

General Privacy Rights:

• Access your information: Request a copy of the personal information we have about you
• Correct your information: Ask us to correct any inaccurate or incomplete information
• Delete your information: Request deletion of your personal information (subject to legal and medical record retention requirements)
• Restrict processing: Ask us to limit how we use your information
• Data portability: Request your information in a portable format
• Object to processing: Object to certain uses of your information

Mental Health-Specific Rights:

• Get a copy of your mental health and medical records
  • You can ask to see or get an electronic or paper copy of your mental health record and other health information we have about you.
  • We will provide a copy or a summary of your mental health record, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
• Correct your mental health records: Request corrections to mental health information you believe is incorrect or incomplete
• Request confidential communications
  • You can ask us to contact you in a specific way (for example, home or office phone) or to send mail to a different address.
  • We will say "yes" to all reasonable requests.
• Limit information sharing: Request restrictions on how we use or share your mental health information
• Get an accounting of disclosures: Request a list of when and why we shared your mental health information
• Choose a personal representative: Designate someone to act on your behalf regarding your mental health information

How to Exercise Your Rights:

• Contact us at info@williamsvillewellness.com
• Submit a written request to our office
• For SMS opt-out, reply "STOP" to any text message

File a complaint if you feel your rights are violated

• You can complain if you feel we have violated your rights by contacting us using the information on page 1.
• 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 www.hhs.gov/ocr/privacy/hipaa/complaints/.
• We will not retaliate against you for filing a complaint.

For certain health information, you can tell us your choices about what we share. 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:

• Tell family and friends about your condition
• Provide disaster relief
• Include you in a hospital directory
• Provide mental health care
• Market our services and sell your information
• Raise funds

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.

In these cases we never share your information unless you give us written permission:

• Marketing purposes
• Sale of your information
• Most sharing of psychotherapy notes

In the case of fundraising:

• We may contact you for fundraising efforts, but you can tell us not to contact you again.

We may use and share your information as we:

• Treat you
  • We can use your mental health information and share it with other professionals who are treating you.
  • Example: A therapist treating you may consult with another mental health professional about your overall treatment plan.
• Run our organization
  • We can use and share your mental health information to run our practice, improve your care, and contact you when necessary.
  • Example: We use mental health information about you to manage your treatment and services.
• Bill for your services
  • We can use and share your mental health information to bill and get payment from health plans or other entities.
  • Example: We give information about you to your insurance plan so it will pay for your services.
• Help with public health and safety issues
  • We can share mental health information about you for certain situations such as:
  • Preventing harm to yourself or others
  • Reporting suspected abuse, neglect, or domestic violence
  • Preventing or reducing a serious threat to anyone's health or safety
• Do research
  • We can use or share your information for mental health research (with proper authorization).
• Comply with the law
  • We will share information about you if state or federal laws require it, including with relevant regulatory bodies.
• Address workers' compensation, law enforcement, and other government requests
• Respond to lawsuits and legal actions
  • We can share mental health information about you in response to a court or administrative order, or in response to a subpoena.

• We are required by law to maintain the privacy and security of your personal and mental health information.
• We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
• We must follow the duties and privacy practices described in this notice and give you a copy of it.
• We will not use or share your information other than as described here 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.

For more information about privacy practices, you can contact us directly using the information provided below.