Privacy Policy

Clara Counseling & Psychological Services (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any way.

1. Information We Collect

Personal Information

When you contact us, begin the intake process, or become a client, we may collect:

• Name, address, phone number, and email address
• Date of birth and emergency contact information
• Insurance information and billing details
• Employment and educational history (as relevant to treatment)

Protected Health Information (PHI)

As healthcare providers, we collect health-related information including:

• Medical and mental health history
• Current symptoms and concerns
• Treatment notes and progress documentation
• Diagnoses and treatment plans

This information is protected under the Health Insurance Portability and Accountability Act (HIPAA) and is subject to additional protections outlined in our Notice of Privacy Practices.

Website Information

When you visit our website, we may automatically collect:

• Device and browser information
• IP address and general location data
• Pages visited and time spent on our site
• Referring website information

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our mental health services
• Schedule appointments and send appointment reminders
• Process payments and insurance claims
• Communicate with you about your treatment
• Comply with legal and regulatory requirements
• Improve our website and user experience
• Send relevant information about our services (with your consent)

3. How We Protect Your Information

We implement appropriate security measures to protect your personal and health information:

• Encrypted electronic health records and secure data storage
• HIPAA-compliant communication tools for telehealth
• Restricted access to client records on a need-to-know basis
• Staff training on privacy and security practices
• Physical security measures for paper records
• Regular security assessments and updates

4. When We May Disclose Information

We do not sell, trade, or rent your personal information. We may disclose your information in the following circumstances:

With Your Consent

We will share information with others (such as other healthcare providers or family members) only when you have provided written authorization.

For Treatment, Payment, and Operations

As permitted by HIPAA, we may use and disclose your health information for:

• Coordinating your care with other providers
• Obtaining payment from your insurance company
• Conducting normal healthcare operations

As Required by Law

We may disclose information when required by law, including situations involving:

• Imminent danger to yourself or others
• Suspected child abuse or neglect
• Suspected elder abuse or abuse of disabled adults
• Valid court orders or subpoenas
• Public health emergencies

5. Your Rights

You have the right to:

• Access and obtain copies of your health records
• Request corrections to your health information
• Request restrictions on certain uses of your information
• Request confidential communications
• Receive an accounting of disclosures
• File a complaint if you believe your privacy rights have been violated

6. Cookies and Website Tracking

Our website may use cookies and similar technologies to enhance your browsing experience. These may include:

• Essential cookies: Necessary for the website to function properly
• Analytics cookies: Help us understand how visitors use our site
• Preference cookies: Remember your settings and preferences

You can control cookies through your browser settings. Note that disabling cookies may affect some website functionality.

7. Third-Party Services

We may use third-party services for scheduling, payment processing, or telehealth. These services have their own privacy policies, and we ensure they meet HIPAA requirements where applicable. We are not responsible for the privacy practices of third-party websites linked from our site.

8. Children’s Privacy

We provide services to minors only with parental/guardian consent. Parents or guardians of minor clients have specific rights regarding their child’s health information, which we discuss during the intake process. We do not knowingly collect personal information from children under 13 through our website without parental consent.

9. Data Retention

We retain client records in accordance with Illinois state law and professional licensing requirements, which generally require maintaining records for at least 7 years after the last date of service (longer for minor clients). Website usage data is retained for a shorter period as needed for analytics purposes.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the “Last updated” date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: