Last updated June 4th, 2025

Privacy Policy

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

1. Who We Are

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

2. Information We Collect

a. Personal Information You Provide

We may collect the following information directly from you:

  • Name, email address, phone number

  • Health and demographic details submitted during intake

  • Payment information if paying out-of-pocket

  • Any personal information shared through contact forms, emails, or documentation

b. Automatically Collected Information

When you visit our website, we may automatically collect non-identifiable data such as:

  • IP address

  • Browser type and device used

  • Pages viewed and time spent on the site

This helps us improve user experience and site functionality.

3. How We Use Your Information

Your information is used to:

  • Schedule and deliver counseling services

  • Communicate about appointments, treatment, and administrative matters

  • Fulfill legal, licensing, and ethical obligations

  • Improve our website and service offerings

  • Process payments (if applicable)

We do not sell or rent your personal information to third parties.

4. 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.

5. Use of Third-Party Services

To facilitate service delivery, we may use secure third-party platforms such as:

  • Alma (insurance processing)

  • Stripe/Square (payment processing)

  • Zoom for Healthcare or Doxy.me (telehealth sessions)

  • SimplePractice or JotForm (documentation and form collection)

These platforms are expected to adhere to HIPAA privacy and security standards.

6. Cookies and Tracking Technologies

We may use cookies and analytics tools to track general website usage and improve functionality. This data does not include PHI and is not used to personally identify you. You may disable cookies in your browser settings, though this may affect your experience on the site.

7. Data Security

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

  • Encrypted communications

  • Secure password-protected systems

  • HIPAA-compliant platforms

Despite these efforts, no method of data transmission or storage is 100% secure.

8. Client Rights

You have the legal right to:

  • Request access to your records

  • Request corrections or amendments

  • Limit or restrict how your data is used or shared

  • Revoke previously given consent (where legally permitted)

  • File a complaint without fear of retaliation

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

9. 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.

10. Changes to This Policy

This Privacy Policy may be updated periodically. The "Effective Date" above will reflect the most recent revision. Continued use of the website or services implies acceptance of the updated terms.

11. 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.

12. 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.

13. Contact Us

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

Rachel Meirink Counseling Association
📞 737-300-6470