Privacy policy

PRIVACY POLICY

Evergreen Counseling and Consulting, LLC

Effective Date: June 10, 2025

Evergreen Counseling and Consulting, LLC ("Evergreen," "we," "us," or "our") is committed to protecting the privacy and confidentiality of our clients and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with our services, website, or communications.

Please read this policy carefully. By using our services or website, you agree to the practices described herein. If you have questions, you may contact us at any time using the information provided at the end of this document.

When you contact us, schedule an appointment, or engage our counseling or consulting services, we may collect:

•  Full name and date of birth

•  Contact information (address, phone number, email address)

•  Billing information

•  Medical history, mental health history, and treatment records

•  Emergency contact information

•  Information you share during counseling or consulting sessions

When you visit our website, we may automatically collect certain technical data, including:

•  IP address and browser type

•  Pages visited and time spent on the site

•  Referring website or search engine

•  Device type and operating system

This information is collected through standard web technologies (such as cookies or similar tools) and is used for website analytics and improvement purposes only.

We use the information we collect for the following purposes:

•  To provide, coordinate, and manage counseling and consulting services

•  To schedule and confirm appointments

•  To process insurance claims and billing

•  To communicate with you about your care or inquiries

•  To comply with applicable legal, ethical, and professional obligations

•  To improve the quality and safety of our services

•  To respond to requests, questions, or complaints

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

All clinical records and mental health information are protected under federal and Pennsylvania state law, including:

•  The Health Insurance Portability and Accountability Act (HIPAA), 45 C.F.R. Parts 160 and 164

•  Pennsylvania Mental Health Procedures Act (50 P.S. § 7101 et seq.)

•  Pennsylvania Drug and Alcohol Abuse Control Act (71 P.S. § 1690.101 et seq.), where applicable

Clinical records will not be disclosed without your written authorization, except as required or permitted by law (e.g., reporting obligations involving imminent risk of harm, abuse of a minor or vulnerable adult, or a valid court order). A separate Notice of Privacy Practices (HIPAA Notice) will be provided to all clients at the commencement of services.

We may share your personal information in the following limited circumstances:

•  With treatment providers, specialists, or other healthcare professionals involved in your care, with your authorization

•  With your health insurance company or third-party payer for billing and reimbursement purposes

•  With business associates (as defined under HIPAA) who assist in the operation of our practice, under appropriate data protection agreements

•  As required by applicable law, regulation, or court order

•  In situations involving a credible threat of harm to you or others, as required by Pennsylvania law

We will not share your information with any other third party without your explicit written consent, except as described above.

Our services are intended solely for adults age 18 and older. Evergreen Counseling and Consulting, LLC does not knowingly provide services to, market to, or collect personal information from individuals under the age of 13.

In compliance with the Children's Online Privacy Protection Act (COPPA), 15 U.S.C. § 6501 et seq., we do not knowingly collect, use, or disclose personal information from children under 13 through our website or any online platform. If we become aware that we have inadvertently collected information from a child under the age of 13, we will take prompt steps to delete that information from our records.

If you believe we may have collected information from a minor under 13, please contact us immediately at heather@evergreencounselingconsulting.com.

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

•  Secure, password-protected electronic health record (EHR) systems

•  Encrypted electronic communications where feasible

•  Locked storage for paper records

•  Access limited to authorized staff and clinicians on a need-to-know basis

While we take data security seriously, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to using industry-standard practices to protect your information.

Depending on applicable law, you may have the following rights with respect to your personal information:

•  The right to access and receive a copy of your personal information or clinical records

•  The right to request correction of inaccurate information

•  The right to request restrictions on certain uses or disclosures of your information

•  The right to request an accounting of certain disclosures we have made

•  The right to receive a copy of this Privacy Policy and our HIPAA Notice of Privacy Practices

To exercise any of these rights, please submit a written request to us using the contact information below. We will respond in accordance with applicable timelines under HIPAA and Pennsylvania law.

We retain client records in accordance with Pennsylvania professional licensing requirements and applicable law. In general, adult client records are retained for a minimum of seven (7) years following the last date of service. Records may be retained longer if required by law, professional ethics rules, or ongoing legal proceedings.

Our website may contain links to third-party websites, including scheduling platforms, payment processors, or resources. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party site you visit.

We may update this Privacy Policy periodically to reflect changes in our practices, services, or applicable law. When we make material changes, we will update the effective date at the top of this policy and, where appropriate, notify you directly. Your continued use of our services after the effective date of any changes constitutes your acceptance of the revised policy.

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

Evergreen Counseling and Consulting, LLC

Email: heather@evergreencounselingconsulting.com

We will make every effort to respond to your inquiry in a timely manner and in accordance with our legal and ethical obligations.

This Privacy Policy is provided for informational purposes and does not constitute legal advice.

Evergreen Counseling and Consulting, LLC recommends consulting with a licensed attorney regarding compliance with all applicable laws.