Last updated December 30th, 2025

Data Privacy & Privacy Policy

Effective Date: December 30th, 2025
Practice Name: Rachel Meirink Counseling Association

Email: conact@rachelmeirink.com
Phone Number: 737-300-6470

Who We Are

Rachel Meirink Counseling Association is a licensed professional counseling practice offering virtual and in-person therapy services to individuals physically located in Texas and Missouri. We specialize in trauma-informed, EMDR-based, faith-integrated, and evidence-based psychotherapy.

Your trust is important to us. This Data Privacy and Privacy Policy outlines how we collect, store, use, and protect your personal and health-related information when you use our website or engage in our services. We are committed to maintaining the confidentiality, integrity, and security of your data.

1. HIPAA Compliance

Rachel Meirink Counseling Association complies with the Health Insurance Portability and Accountability Act (HIPAA), which establishes national standards to protect your health information. All electronic systems and records used for scheduling, documentation, communication, and billing are HIPAA-compliant.

2. Information We Collect

We collect and store the following types of data:

a. Personal Identifiable Information (PII)

Name, email, phone number, address
Date of birth, gender, emergency contact
Insurance details (if applicable)
Payment or billing information (if applicable)

b. Protected Health Information (PHI)

Medical history and mental health assessments
Clinical notes, treatment plans, and progress documentation
Any information disclosed during therapy sessions

c. Website & Technical Data

IP address, browser type, and device info
Usage analytics (e.g., pages visited, session duration)
Cookies and third-party tracking tools (used only for website performance)

3. How Your Data Is Used

We use your data to:

Provide, manage, and coordinate counseling services
Maintain treatment records as required by law
Verify insurance and process payments
Communicate with you securely about scheduling, forms, and treatment
Improve website experience and performance (non-clinical data only)

We do not sell or share your personal information with advertisers or unrelated third parties.

4. Third-Party Services

We may use secure, HIPAA-compliant third-party platforms such as:

Alma for insurance processing and scheduling, clinical records, virtual sessions and private pay transactions

These services maintain their own privacy standards and comply with HIPAA requirements where applicable.

5. Data Storage and Retention

Clinical records are securely stored electronically in accordance with HIPAA regulations and applicable state laws (Texas and Missouri). Record retention typically lasts at least 7 years from the last date of service, or longer as required by state regulations.

6. Security Measures

We implement administrative, physical, and technical safeguards to protect your data, including:

Encrypted communication via secure platforms
Password-protected portals
Role-based access controls
Regular software updates and secure backups

Despite these precautions, no method of transmission or storage is 100% secure. We continuously monitor and improve our security practices to minimize risk.

7. Cookies and Website Analytics

Our website may use cookies and Google Analytics to better understand visitor behavior and enhance functionality. No PHI is collected via cookies. You may choose to disable cookies through your browser settings.

8. Data Breach Protocol

In the unlikely event of a data breach, we will notify affected clients as required by HIPAA and applicable state laws, and take all necessary steps to secure the system and prevent future incidents.

9. Policy Updates

This policy may be updated periodically to reflect changes in regulations or technology. The most recent version will always be available on our website with an updated effective date.

10. Confidentiality & Legal Exceptions

Clinical information shared in therapy is confidential and protected by federal and state laws. However, exceptions include:

Suspected abuse or neglect of a child, elder, or dependent adult
Risk of serious harm to yourself or others
Court orders or legal requirements
Mandatory reporting obligations under licensing regulations

We comply with HIPAA and applicable Texas and Missouri confidentiality statutes.

11. Minors

We do not knowingly collect personal data from individuals under the age of 13 without verified parental or guardian consent. Therapy for minors requires parental involvement and signed consent documentation.

12. Malware, Spyware, and Viruses

Rachel Meirink Counseling Association and this website do not knowingly permit or distribute malware, spyware, viruses, or similar malicious software. We use secure platforms and monitor for potential threats. Users are encouraged to maintain antivirus protection on their devices, as we are not liable for third-party threats outside of our control.

13. Links to External Websites

Our website may contain links to third-party sites for your convenience. We are not responsible for the content, practices, or privacy policies of external sites, and any information you share with those sites is at your own discretion. Please review each third party’s privacy policy before sharing any personal information.

14. Record Requests & Retention Requirements

We are required to retain your records for a minimum of 7 years, or 5 years after a former minor client turns 18, in compliance with state standards. You may request access to your records by email contact@rachelmeirink.com; administrative charges may apply.

15. License Violation Concerns

If you believe a clinician has violated their code of ethics and/or scope of their licensing regulations, please contact the licensing board.

Click here to access the Texas Code.

Texas Behavioral Health Executive Council

1801 Congress Ave., Ste. 7.300
Austin, Texas 78701
(512) 305-7700
Investigations/Complaints 24-hour, toll-free system- (800) 821-3205

https://bhec.texas.gov/contact-us/

Missouri Committee for Professional Counselors (LPC Board)

Mailing Address:
Committee for Professional Counselors
P.O. Box 1335
Jefferson City, MO 65102-1335

Physical/Overnight Address:
3605 Missouri Boulevard
Jefferson City, MO 65109

Phone: 573-751-0018
Fax: 573-751-0735
TTY: 800-735-2966
Email: profcounselor@pr.mo.gov

Website: https://pr.mo.gov/counselors.asp

16. Business Violation Concerns

If you believe you have been a victim fraudulent business practices in the State of Texas or the State of Missouri please contact the Attorney General's Office to file a consumer complaint.

Texas:

Click here to learn more about your consumer rights.

https://consumerprotection.texasattorneygeneral.gov/consumercomplaintportal/s/

Missouri: