Last updated June 4th, 2025

Data Privacy Policy

Effective Date: June 4th, 2025
Practice Name: Rachel Meirink Counseling Association
Phone Number: 737-300-6470

Your trust is important to us. This Data 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

  • SimplePractice/TherapyNotes (or other EHR) for clinical records

  • Zoom for Healthcare or Doxy.me for virtual sessions

  • Stripe or Square for 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. Your Rights

As a client, you have the right to:

  • Access your health records upon request

  • Request corrections to your records

  • Receive an accounting of disclosures

  • Request confidential communications

  • File a complaint if you believe your privacy rights have been violated

To exercise these rights, please contact us using the details below.

7. 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.

8. 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.

9. 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.

10. 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.

11. Contact Information

If you have questions about this Data Privacy Policy, or wish to make a data-related request, please contact:

Rachel Meirink Counseling Association
📞 737-300-6470