Privacy Policy
NW Psychotherapy PLLC
Effective Date: August 3, 2025
Last Updated: August 3, 2025
Introduction
NW Psychotherapy PLLC ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our telehealth services.
This Privacy Policy applies to our website and all related services. By using our website or services, you consent to the practices described in this policy.
Information We Collect
Personal Information You Provide
We may collect the following types of personal information that you voluntarily provide:
Contact Information: Name, email address, phone number, mailing address
Health Information: Medical history, mental health information, treatment records, and other protected health information (PHI) as defined by HIPAA
Appointment Information: Scheduling preferences, session notes, treatment plans
Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
Communication Records: Emails, messages, and other communications between you and our practice
Information Automatically Collected
When you visit our website, we may automatically collect:
Technical Information: IP address, browser type, operating system, device information
Usage Data: Pages visited, time spent on pages, links clicked, referring websites
Cookies and Similar Technologies: Small data files stored on your device to enhance your browsing experience
How We Use Your Information
We use your information for the following purposes:
Treatment and Care
Providing mental health services and telehealth therapy
Maintaining treatment records and clinical documentation
Coordinating care with other healthcare providers (with your consent)
Conducting treatment planning and case consultation
Practice Operations
Scheduling and managing appointments
Processing payments and billing
Communicating about your care and appointments
Improving our services and website functionality
Maintaining security and preventing fraud
Legal and Compliance
Complying with applicable laws and regulations
Responding to legal requests and court orders
Protecting our rights and the rights of others
Meeting professional licensing requirements
Information Sharing and Disclosure
We do not sell, trade, or rent your personal information. We may share your information only in the following limited circumstances:
With Your Consent
When you provide explicit written consent
For referrals to other healthcare providers
For insurance claims processing (if applicable)
Required by Law
To comply with legal obligations
In response to court orders or subpoenas
To report suspected abuse or neglect as required by law
To prevent imminent harm to you or others
Business Operations
With HIPAA-compliant third-party service providers who assist with our operations
With our professional liability insurance carrier
During business transfers (with appropriate patient notification)
Data Security
We implement comprehensive security measures to protect your information:
Technical Safeguards
Encrypted data transmission (SSL/TLS)
Secure data storage with encryption at rest
Regular security assessments and updates
Access controls and authentication systems
Administrative Safeguards
Staff training on privacy and security
Written policies and procedures
Designated privacy officers
Regular compliance audits
Physical Safeguards
Secure facilities and equipment
Controlled access to physical records
Proper disposal of confidential information
Telehealth Privacy Considerations
For our telehealth services:
We use HIPAA-compliant video conferencing platforms
Sessions are not recorded unless explicitly agreed upon
You are responsible for ensuring privacy on your end (private location, secure internet)
We recommend using headphones and ensuring no one else can overhear sessions
Your Rights and Choices
Under HIPAA and Washington State law, you have the following rights:
Access Rights
Request a copy of your health records
Request amendments to your records
Receive an accounting of disclosures
Control Rights
Request restrictions on how your information is used
Request alternative communication methods
File complaints about privacy practices
Website-Specific Rights
Opt out of non-essential cookies
Unsubscribe from marketing communications
Request deletion of non-clinical data (subject to legal requirements)
Cookies and Tracking Technologies
Our website may use:
Essential Cookies
Required for website functionality
Cannot be disabled without affecting site performance
Analytics Cookies
Google Analytics (anonymized data)
Help us understand website usage
Can be disabled through browser settings
Preference Cookies
Remember your choices and settings
Enhance your user experience
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
Third-Party Services
We may use third-party services that have their own privacy policies:
Payment Processors: Secure payment processing (data not stored by us)
Email Services: HIPAA-compliant email providers
Scheduling Systems: Encrypted appointment scheduling
Website Analytics: Anonymized usage statistics
Children's Privacy
Our services are intended for adults (18+). We do not knowingly collect information from minors without parental consent. If you believe we have inadvertently collected information from a minor, please contact us immediately.
Washington State Specific Rights
Under Washington State privacy laws, you may have additional rights including:
Right to know what personal information is collected
Right to delete personal information (subject to legal and clinical requirements)
Right to opt out of certain data sharing
Right to non-discrimination for exercising privacy rights
Data Retention
We retain your information for:
Clinical Records: As required by Washington State law and professional standards (typically 7-10 years after last contact)
Billing Records: As required for tax and regulatory purposes
Website Data: Only as long as necessary for operational purposes
International Data Transfers
Your information is stored and processed in the United States. By using our services, you consent to the transfer of your information to the United States.
Changes to This Privacy Policy
We may update this Privacy Policy periodically. We will:
Post the updated policy on our website
Notify you of significant changes
Indicate the effective date of changes
Your continued use of our services after changes constitutes acceptance of the updated policy.
Contact Information
For questions about this Privacy Policy or to exercise your rights, contact:
NW Psychotherapy PLLC
Anne Rochon, LMHC
Phone: (206) 210-2850
Email: nw.psychotherapy.pllc@gmail.com
Privacy Officer: Anne Rochon, LMHC
Complaints
If you believe your privacy rights have been violated, you may:
Contact us using the information above
File a complaint with the Washington State Department of Health
File a complaint with the U.S. Department of Health and Human Services
You will not be retaliated against for filing a complaint.