Willow Grace Counseling Privacy Policy

Last Updated: 17 February 2025

1. Introduction

Welcome to Willow Grace Counseling (hereafter “Willow Grace,” “we,” “us,” or “our”). We are committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:

  • Visit our website and/or fill out any forms on our website,

  • Interact with our social media accounts (e.g., Facebook Lead Forms),

  • Contact us to request a consultation or appointment, or

  • Otherwise engage with Willow Grace Counseling’s services.

This policy is designed to comply with applicable privacy and confidentiality laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA) and North Carolina state laws governing mental health services.

Please read this Privacy Policy carefully. By accessing or using any of our services, you agree to be bound by the terms set forth herein.

2. Scope & Purpose

  • This Privacy Policy applies to all current and prospective clients, as well as visitors to our website or social media platforms who may provide personal information for the purpose of learning about our services or scheduling an appointment.

  • No Emergency or Crisis Intervention Services: Willow Grace Counseling does not provide emergency or crisis services. If you or someone you know is experiencing a mental health crisis or an emergency, please call 911, go to your nearest emergency room, or call 988 (the Suicide & Crisis Lifeline) in the United States.

3. Information We Collect

We may collect various types of information, including:

  1. Personal Information:

    • Name

    • Email address

    • Phone number

    • Address (if provided)

    • Insurance information (if applicable)

  2. Scheduling Details:

    • Preferred appointment times or days

    • Type of service requested (e.g., individual counseling)

  3. Intake Details:

    • Basic mental health concerns (as voluntarily provided in contact or intake forms)

    • Additional comments or details about why you’re seeking counseling

  4. Website Usage Information:

    • IP address, browser type, device information, and pages visited (if you consent to cookies or other tracking technologies)

    • This helps us optimize our website and improve user experience.

  5. Social Media Interaction:

    • If you engage with our Lead Forms or message us on platforms like Facebook, we may collect the information you voluntarily provide (e.g., name, email, reason for inquiry).

We only collect information that is necessary to provide our services, respond to your inquiries, or improve your experience with Willow Grace Counseling.

4. How We Use Your Information

  1. To Schedule and Provide Services:

    • We use your contact and scheduling information to arrange appointments and coordinate counseling services.

  2. To Communicate with You:

    • We may use your email address or phone number to respond to inquiries, send appointment reminders, or provide updates about your care.

  3. For Administrative Purposes:

    • We may use your personal and insurance information for billing, record-keeping, and other administrative tasks related to the provision of mental health services.

  4. Marketing & Outreach (Limited):

    • We may use your contact information, with your consent, to send newsletters or updates about our services, but you can opt out at any time.

    • We do not sell your information to third parties.

  5. Compliance with Legal Obligations:

    • We may use or disclose your information to comply with applicable laws, regulations, or court orders, and to respond to lawful requests.

5. Confidentiality & HIPAA Compliance

Willow Grace Counseling takes the privacy of your personal health information very seriously and complies with HIPAA guidelines:

  • Protected Health Information (PHI): We handle your PHI in accordance with HIPAA and relevant state laws.

  • Limits of Confidentiality: We only release information about you in accordance with HIPAA rules or as required by law (e.g., if there is a threat of harm to self or others, child/elder abuse, or a valid court order).

6. Data Storage & Security

  1. Secure Systems:

    • We use HIPAA-compliant electronic health record systems and secure servers to store any data collected.

  2. Access Controls:

    • Only authorized Willow Grace Counseling staff and clinicians have access to your information for legitimate business or treatment purposes.

  3. Retention:

    • We retain your information as long as necessary to fulfill the purposes outlined in this policy or as required by law (e.g., to maintain client records in accordance with state board guidelines).

7. Sharing & Disclosure of Your Information

We do not share your personal information with third parties except in the following circumstances:

  1. With Your Explicit Consent:

    • We may share information with family members, other healthcare providers, or relevant parties, but only if you provide written permission.

  2. Insurance Companies:

    • If applicable, we share required details with your insurance provider for billing or coverage purposes.

  3. Service Providers:

    • We may share information with third-party vendors that help us operate (e.g., a secure scheduling platform or billing software), but they are contractually obligated to keep your information confidential.

  4. Legal Requirements:

    • If mandated by law (e.g., court order, mandatory reporting), we may disclose information to the appropriate authorities.

8. User Rights & Choices

  1. Access & Correction:

    • You have the right to request access to or correction of your personal information at any time.

  2. Restrict or Object to Processing:

    • You can request that we restrict or cease processing your information in certain circumstances.

  3. Withdraw Consent:

    • If you previously consented to certain uses of your information, you can withdraw this consent at any time, subject to any legal or contractual restrictions.

  4. Opt-Out of Marketing Communications:

    • You can unsubscribe from our emails or newsletters by clicking the “unsubscribe” link or contacting us directly.

9. Not an Emergency or Crisis Service

Willow Grace Counseling is not an emergency or crisis intervention service. If you are experiencing a life-threatening or urgent mental health crisis, please call 911 immediately, go to your nearest emergency room, or contact the Suicide & Crisis Lifeline by dialing 988 in the United States.

10. Third-Party Links & Social Media

Our website may contain links to third-party websites (e.g., resources, articles, or insurance providers). We do not control and are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

11. Children’s Privacy

Willow Grace Counseling’s services may include counseling for minors with parental or guardian consent in accordance with North Carolina law. We do not knowingly collect personal information from children without appropriate consent. If you believe a child has provided us with their information without proper authorization, please contact us so we can take appropriate steps.

12. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, applicable laws, or other factors. When we make material changes, we will revise the “Last Updated” date at the top of this page. We encourage you to review this policy regularly to stay informed of any updates.

13. Contact Us

If you have questions about this Privacy Policy, your rights, or our data practices, please contact us at admin@willowgracecounseling.com.

We take your privacy seriously and will respond to inquiries or concerns as promptly as possible.

By using our website, scheduling services, or otherwise providing information to Willow Grace Counseling, you acknowledge that you have read and agree to this Privacy Policy.