Introduction

Saffron & Sunflower Counseling values your trust. This document explains what information I collect when you use my counseling services, why I collect it, and how I protect it. As a licensed counselor, I follow strict confidentiality standards required by law and by my professional ethics.

Questions? Reach me at sneha@saffronandfunflowercounseling.com.

Who This Policy Covers

This policy applies to anyone who:

• Receives counseling services from me
• Uses my website or online scheduling
• Communicates with me electronically
• Uses telehealth or video session services

Information I Collect

To provide counseling services, I need certain information from you.

For Scheduling and Communication:

Your name, phone number, email, and mailing address allow me to contact you about appointments, send session reminders, and respond to your questions.

For Treatment:

Health history, mental health concerns, treatment goals, session notes, and our communications form part of your clinical record. This information helps me provide appropriate care tailored to your needs.

For Billing:

If you pay out of pocket, I collect payment information. If you use insurance, I collect your insurance details, policy numbers, and related information needed to submit claims.

For Telehealth:

When we meet by video, the platform may collect technical information like your device type and connection quality. Video sessions may involve temporary processing of audio and visual data.

Automatically Through My Website:

If you visit my website, standard technical information may be collected, such as your browser type, pages visited, and general location. This helps maintain website security and functionality.

Why I Use Your Information

Everything I collect serves a specific purpose:

Providing Care — Your clinical information enables me to understand your situation, develop treatment plans, track progress, and coordinate care if needed.

Running My Practice — Contact and scheduling information keeps appointments organized and allows me to reach you when necessary.

Getting Paid — Billing information allows me to process payments and submit insurance claims on your behalf.

Meeting Legal Obligations — Certain records must be maintained for specific time periods under state law and professional licensing requirements.

Improving Services — Anonymous, aggregate information about website usage helps me maintain and improve my online presence.

When I May Share Your Information

Your information stays confidential with limited exceptions:

Your Written Permission — If you sign a release authorizing me to share information with another provider, family member, or other party.

Legal Requirements — If compelled by court order, subpoena, or law. Certain situations require mandatory reporting, including suspected child abuse, elder abuse, or imminent danger to yourself or others.

Business Operations — I use software for scheduling, billing, and record-keeping. These vendors are contractually required to protect your information and use it only to provide services to my practice.

Emergencies — If necessary to prevent serious harm to you or others.

I do not sell your information. I do not share it for marketing purposes.

Protected Health Information and HIPAA

As a healthcare provider, I comply with the Health Insurance Portability and Accountability Act (HIPAA). Your health information receives special protections under this law.

You have a separate document called a Notice of Privacy Practices that explains your HIPAA rights in detail, including your right to:

• See and obtain copies of your health records
• Request corrections to your records
• Know who has received your information
• Request restrictions on certain uses
• Receive confidential communications

Ask me for a copy if you haven't received one.

How I Protect Your Information

I take reasonable steps to safeguard your information:

• Electronic records are stored in secure, encrypted systems
• Paper records are kept in locked storage
• I use secure platforms for telehealth sessions
• Access to your information is limited to those who need it

No system is perfectly secure. I cannot guarantee absolute security, but I take this responsibility seriously.

How Long I Keep Records

I retain clinical records as required by state law and professional standards. In Texas, this is typically 7 years after the last date of service, or longer for minor clients. After the retention period, records are securely destroyed.

Your Choices

You can:

• Request access to your records
• Ask me to correct inaccurate information
• Request a list of disclosures I've made
• Ask about restricting certain uses of your information
• Choose how I contact you

Some requests may be limited by legal requirements or clinical necessity.

For California Residents

California law provides additional rights:

• Know what personal information I collect and why
• Request deletion of your information (subject to legal retention requirements)
• Request correction of inaccurate information
• Not be discriminated against for exercising these rights

I do not sell personal information. Contact me at [email address] to make a request.

For Residents of Other States

Virginia, Colorado, Connecticut, Utah, and other states have enacted privacy laws with similar protections. If you live in one of these states, you may have rights to access, correct, or delete your information. Contact me to discuss your specific rights.

Minors

I provide services to minors with appropriate parental or guardian consent as required by law. Parents and guardians should contact me directly with questions about how I handle their child's information. Confidentiality for minors has specific legal considerations that I discuss during the intake process.

External Websites

My website may link to other sites. I'm not responsible for the privacy practices of other websites. Review their policies separately.

Updates to This Policy

I may revise this policy periodically. Significant changes will be communicated to active clients directly. The effective date at the top indicates when this version took effect.

Contact

Sneha Nayar-Bhalerao PhD, LPC
Saffron & Sunflower Counseling
sneha@saffronandfunflowercounseling.com