Privacy Policy

Effective Date: February 5, 2025

At Renewed Roots Counseling, your privacy is of utmost importance to us. This Privacy Policy outlines how we collect, use, and protect your personal information in compliance with applicable laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA). This policy applies to all services provided through our virtual counseling platform.

  1. Information We Collect
    We may collect the following types of personal information:

    • Name, date of birth, and contact information (e.g., phone number, email address).

    • Health and medical history relevant to counseling services.

    • Billing and payment information.

    • Emergency contact details.

  2. How We Use Your Information
    We use the information collected to:

    • Provide counseling services tailored to your needs.

    • Schedule virtual appointments and send reminders.

    • Process payments and manage billing.

    • Ensure compliance with legal and regulatory requirements.

  3. Virtual Practice Considerations
    Given the nature of our virtual practice, additional safeguards are in place to protect your information during online sessions, including:

    • Secure, HIPAA-compliant telehealth platform Orchid Therapy for all video sessions.

    • Encrypted communication methods for sharing information electronically.

    • Recommendations for ensuring privacy on your end during sessions, such as using a private, secure location for your sessions (e.g., a quiet room, headphones, and ensuring no one else can overhear).

    • To further protect confidentiality, please ensure that your internet connection is secure and avoid using public Wi-Fi for sessions.

  4. How We Protect Your Information
    We take your privacy seriously and implement the following safeguards:

    • Secure storage of electronic records.

    • Encryption of sensitive data during transmission and storage.

    • Restricted access to your information by authorized personnel only.

  5. Your Rights
    You have the following rights regarding your personal information:

    • Access: Request a copy of your records.

    • Correction: Request corrections to your records.

    • Confidential Communications: Request how and where we communicate with you.

    • Restrictions: Request limitations on how your information is used or disclosed.

    For more information about your rights under HIPAA, visit the U.S. Department of Health and Human Services website.

  6. Information Sharing and Disclosure
    We do not sell or share your personal information for marketing purposes. We may disclose your information:

    • To other healthcare providers involved in your care.

    • As required by law (e.g., court orders, reporting abuse).

    • With your explicit written consent.

  7. Updates to This Policy
    This Privacy Policy may be updated from time to time. We encourage you to review it periodically.

  8. Contact Us
    If you have questions or concerns about this Privacy Policy, please contact us:

    • Email: cecilia.coleman@renewedrootcounseling.com

    • Phone: 713-322-8089

    • Address: Virtual, Texas

    If you believe your rights have been violated, you may file a complaint with us or directly with the Office for Civil Rights at the U.S. Department of Health and Human Services.