1) Scope of this policy

This Privacy Policy explains how we collect, use, and share information when you use our website, forms, email newsletter, and social media, and when you contact us about services. It does not replace our HIPAA Notice of Privacy Practices that governs how we use and disclose Protected Health Information in the course of treatment. Our HIPAA Notice is provided through our client portal and at intake. If anything here conflicts with the HIPAA Notice, the HIPAA Notice controls for clinical services.

2) Do not submit sensitive health details on website forms

Website forms are for general inquiries and scheduling requests. Please do not include diagnoses, medications, or other sensitive clinical details in website forms or standard email or text. Once you are a client, we will ask you to use our secure client portal for health information.

3) What we collect

We collect information in three main ways: you provide it, it is collected automatically, or we receive it from service providers.

Information you provide

• Contact details, such as name, email, phone, and message content when you complete a contact or consultation form.
  

• Newsletter details, such as email and optional name when you subscribe.
  

• Scheduling details, intake responses, and documents when you use our secure client portal (TherapyNotes®).
  

• Payment details that you enter into our client portal or payment processor. We do not store full card numbers on our site.
  

Information collected automatically

• Device and usage data, such as IP address, browser type, pages visited, time on site, and referring URLs.
  

• Cookies and similar technologies for analytics and basic site functionality. See Section 9 for cookie choices.
  

Information from service providers

• Appointment, billing, and messaging records from our client portal (TherapyNotes®).
  

• Email marketing engagement from our email platform (for example, Mailchimp) such as opens and clicks.
  

• Website analytics reports from Google Analytics 4.

4) How we use information

We use personal information to:

• Respond to inquiries, schedule consultations, and coordinate care.
  

• Provide services, operate our secure client portal, and process payments.
  

• Send administrative messages, for example appointment confirmations or policy updates.
  

• Send optional newsletters or resources if you subscribe. You can unsubscribe anytime.
  

• Maintain security, prevent fraud, and comply with laws and professional obligations.
  

• Improve our website, content, and user experience through aggregated analytics.

5) When we share information

We do not sell personal information. We share information only with:

• Service providers and processors, such as TherapyNotes® for client records, HIPAA-aligned telehealth, and billing, payment processors, Google Analytics for site metrics, Squarespace as our site host, and Mailchimp for newsletters. These providers are contractually limited to using data to provide their services to us.
  

• Insurance companies if you ask us to bill your plan or if a superbill is generated at your request.
  

• Professional advisors and auditors, only as necessary and subject to confidentiality obligations.
  

• Law enforcement or regulators if required by law or to protect safety or rights.
  

• With your direction or consent, for example when coordinating care or sending records.

6) Telehealth and client portal

Telehealth sessions and your clinical records are managed through our secure client portal (TherapyNotes®). That platform maintains its own privacy and security measures and business associate agreement. Portal use and the handling of Protected Health Information are governed by our HIPAA Notice of Privacy Practices and your signed consents.

7) Data retention

• Website inquiries and newsletter data are retained as long as needed for the purpose collected, or as required by law.
  

• Clinical records are retained according to state and federal requirements and professional standards.
  

• You may request deletion of certain website or newsletter data, subject to legal and recordkeeping requirements.

8) Security

We use administrative, technical, and physical safeguards that are appropriate for a small healthcare practice. No method of transmission or storage is perfectly secure. Please use the client portal for sensitive information and contact us right away if you believe your information has been compromised.

9) Cookies and analytics

Our site may use cookies and similar technologies to keep the site working and to understand aggregate usage.

• Analytics: We use Google Analytics 4 to understand how visitors use our site in aggregate. GA4 does not show us your name or clinical information.
  

• Your choices: You can manage cookies in your browser settings. If you block cookies, some features may not work. If required by law in your location, we will display a cookie banner with choices.

10) Email and SMS communications

• Transactional messages: Appointment confirmations, reminders, and administrative messages are part of receiving services.
  

• Marketing messages: We send newsletters only if you subscribe. You can unsubscribe at any time by using the link in the email.
  

• SMS: If you opt in to text reminders or messages, standard message and data rates may apply. Reply STOP to opt out of non-essential texts.

11) Your privacy rights

Your rights depend on the type of information and applicable law.

• HIPAA rights for clients: You may have rights to access, amend, and receive an accounting of disclosures of your Protected Health Information. See our HIPAA Notice of Privacy Practices for details.
  

• State privacy rights: Residents of certain states, including California, Colorado, Connecticut, and Virginia, may have rights to access, correct, delete, or limit certain personal information collected online. We do not sell personal information. To submit a request related to website or newsletter data, email us at [privacy@yourdomain.com]. We will verify your request as required by law.
  

• Email preferences: Unsubscribe from newsletters using the link in any email, or contact us to adjust preferences.

12) Children’s privacy

This website is intended for individuals age 13 and older. Clinical services for minors require parent or legal guardian consent and are managed through our client portal. If you believe a child under 13 has provided personal information through the website, contact us and we will delete it.

13) Social media, reviews, and external links

Our site may link to external websites, social media, or review platforms. We do not control third-party sites or their privacy practices. Please review their policies before sharing information there. To protect your privacy and boundaries, avoid posting clinical details in public reviews or comments.

14) International visitors

Our services are provided in the United States. If you access the site from outside the U.S., your information may be transferred to and processed in the U.S., where privacy laws may differ from those in your country.

15) Changes to this policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new effective date. Your continued use of the site means you accept the updated policy.

16) Contact us

Questions about this Privacy Policy or your information

Email: info@livingoptimallytherapy.com

Mail: Living Optimally, LLC, 301 Route 17 North, Suite 800, Rutherford, NJ 07070