Privacy policy.

Effective Date: October 15, 2025

1. Overview

At Seasons of Change Wellness and Counseling, PLLC (“we,” “our,” or “the Practice”), your privacy and trust are of the utmost importance. This Privacy Policy explains how we collect, use, store, and protect information obtained through our website, forms, and clinical systems. It applies to all visitors, prospective clients, and current clients receiving psychotherapy or wellness services.

Submitting information through this website or any online form does not create a therapist–client relationship.
If you are experiencing a mental-health emergency, please call 911, 988 (Suicide and Crisis Lifeline), or go to your nearest emergency department.

2. Platforms and Security Standards

  • HIPAA-secure systems: All clinical information is stored within HIPAA-compliant systems that maintain Business Associate Agreements (BAAs) with the Practice. These include our Google Workspace for Business (HIPAA-enabled), electronic health record (EHR), and any integrated scheduling or billing tools.

  • Non-secure systems: Our Squarespace website and contact form are not HIPAA-secure and should be used only for general inquiries (e.g., service questions or availability). Please do not include personal health or trauma details there.

  • Email: Email communication is not fully secure. By emailing us, you acknowledge and accept these inherent risks.

3. Information We Collect

We collect only the information you voluntarily provide, such as:

  • Name, phone number, and email address

  • State of residence or general location

  • Details submitted via waitlist, contact, or intake forms

  • Limited information about therapy interests or scheduling preferences

Please avoid including trauma history, diagnoses, or medication lists outside of our secure EHR unless explicitly requested.

4. How We Use Your Information

Your information is used solely for professional or administrative purposes, including:

  • Contacting you regarding availability or scheduling

  • Assessing therapist fit and service eligibility

  • Conducting intake coordination and documentation

  • Processing billing and insurance claims

  • Maintaining required administrative records under HIPAA

We never sell, rent, or trade your personal information for marketing or advertising purposes.

5. Data Storage, Retention, and Deletion

  • Website and Waitlist Data: Information collected through contact or waitlist forms is retained only as long as necessary to process your request, then deleted or securely archived.

  • Clinical Records: Client health information (PHI) is retained in accordance with HIPAA and New York State Social Work regulations—generally for at least six (6) years after services end (or longer if the client was a minor at the time of service).

  • Deletion Requests: You may request deletion of non-clinical data (e.g., waitlist entries) by emailing the Practice. Clinical records cannot be deleted before the legally mandated retention period.

6. Confidentiality and Legal Limits

Information shared within therapy sessions is confidential and protected by law. However, confidentiality may be broken under the following legally required or ethical circumstances:

  1. If there is an imminent risk of serious harm to yourself or others

  2. If there is known or suspected abuse, neglect, or maltreatment of a child, elder, or vulnerable adult

  3. If disclosure is required by a valid court order, subpoena, or other applicable law

We strictly comply with all federal and state confidentiality laws, including the Health Insurance Portability and Accountability Act (HIPAA) and relevant New York State statutes.

Mandated Reporting

As a licensed clinical social worker in the State of New York, the Practice and its clinicians are legally mandated reporters. This means we are required to report suspected abuse, neglect, or maltreatment of children, elders, or vulnerable adults, and any imminent risk of serious harm to self or others.
When clinically appropriate, clients will be informed before a mandated report is made. However, disclosure without consent may occur if legally required or necessary to prevent serious harm.
All reports are made to the appropriate protective or emergency authorities, in accordance with New York law and the NASW Code of Ethics.

7. Notice of Privacy Practices (NPP)

Clients receiving clinical services will be provided with a separate, formal Notice of Privacy Practices (NPP) describing, in detail, how their Protected Health Information (PHI) may be used or disclosed.
This website Privacy Policy does not replace the NPP.

8. Cookies, Analytics, and Embedded Services

Our website may use analytics or functional tools (e.g., Squarespace Analytics, Google Analytics, reCAPTCHA, or embedded scheduling platforms). These collect non-identifiable information—such as browser type, device, or page visits—to improve user experience and website security.
No personal or clinical information is collected through cookies.
You can adjust your browser settings to block cookies if preferred.

9. Your Rights Under HIPAA and Applicable Law

You have the right to:

  • Access and request copies of your clinical record

  • Request corrections or amendments to your information

  • Request limits on how your information is used or shared

  • Revoke consent to communication at any time

  • Receive an accounting of certain disclosures made by the Practice

Requests should be made in writing to:
📧 [Insert practice email here]
📍 Seasons of Change Wellness and Counseling, PLLC
[Insert mailing address, if applicable]

10. Third-Party Links and External Websites

Our site may contain links to third-party platforms (e.g., scheduling, payment, or resource links). We are not responsible for the privacy, security, or content of those external sites. Please review their policies before submitting personal information.

11. Children’s Privacy

This website is not intended for children under 13. We do not knowingly collect information from minors without verified parental or guardian consent, in compliance with the Children’s Online Privacy Protection Act (COPPA).

12. Accessibility and Alternate Formats

We are committed to making our privacy practices accessible to all users.
If you require this policy in an alternate or plain-language format, please contact us at [Insert email].

13. Policy Updates

This policy may be updated periodically to reflect changes in laws, technology, or clinical procedures. All updates will be posted on our website with a revised effective date.
The most recent version supersedes any prior version.
Effective as of October 15, 2025.

14. Governing Law and Jurisdiction

This policy is governed by the laws of the State of New York and applicable federal laws including HIPAA. Any disputes or claims shall be handled within the jurisdiction of New York State.

15. Contact Information

For privacy concerns, legal inquiries, or requests regarding this policy, please contact:

Seasons of Change Wellness and Counseling, PLLC

hello@seasonsofchangewellness.com
https://www.seasonsofchangewellness.com/