Privacy Policy

At Spence Counseling Alliance, we are committed to protecting your privacy and ensuring that your personal and health information remains confidential, secure, and handled with care. This policy explains what information we collect, how we use it, and your rights as a client or site visitor.

Information We Collect

We may collect the following information from you:

a. Personal Information:

Name, email address, phone number
Mailing address and emergency contact
Insurance details (if applicable)
Payment or billing information (via secure processors)

b. Health Information (PHI):

Information you share during therapy sessions
Intake forms, clinical notes, and treatment records
Information related to diagnosis, treatment plans, and progress
Data shared via HIPAA-compliant telehealth or EHR platforms

c. Technical & Usage Data (via website):

IP address, browser type, time zone, pages viewed, and session duration
Collected via cookies or third-party analytics, if applicable

How We Use Your Information

Your data is used to:

Provide psychotherapy and counseling services
Process payments and manage billing
Schedule appointments and send reminders
Maintain legal and ethical documentation of care
Communicate with you securely via email, phone, or client portals
Improve our services and comply with professional standards
Meet legal obligations (e.g., court orders, reporting harm)

Confidentiality & HIPAA Compliance

As a licensed mental health provider, Spence Counseling Alliance is committed to protecting your Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

We do not share or disclose your PHI without your written consent, except:

When required by law (e.g., risk of harm to self or others, suspected abuse)
With your written authorization to coordinate care with other providers
For billing/insurance purposes, if applicable
For internal administrative, auditing, or record-keeping reasons

We use HIPAA-compliant tools and platforms (e.g., SimplePractice, secure telehealth portals, encrypted emails) to protect all client data.

How Your Information is Stored & Secured

All health records and client data are stored in a secure, encrypted Electronic Health Record (EHR) system.
Paper records (if any) are stored in locked, limited-access spaces.
Access to sensitive data is restricted to authorized personnel only.
Emails or messages that contain sensitive content are sent via secure, HIPAA-compliant platforms when possible.

We retain client records for at least 7 years after termination of services, or longer if required by state law.

Your Rights as a Client

Under HIPAA and applicable state laws, you have the right to:

Access and request copies of your records
Request corrections to your health information
Request limits on who we share your information with
Receive a list of disclosures of your PHI
Revoke authorizations you’ve previously given
File a complaint if you believe your rights have been violated

To exercise any of these rights, please contact us directly (see Section 9).

Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in law, technology, or our services. The latest version will always be available on our website.