Privacy Policy

This Privacy Policy applies to information collected through our website and intake form before you become a patient. Once you become an active patient and receive clinical services, your health information is governed by our HIPAA Notice of Privacy Practices, which we will provide at your first appointment. If you have questions about how we protect your clinical health information after you become a patient, please request our HIPAA Notice of Privacy Practices by contacting us at hello@wearebethesdatherapy.com or (240) 389-0027.

When you use our website or submit our intake form, we may collect the following types of information:

Information You Provide Directly:

• Contact Information: Name, email address, phone number
• Location Information: State where you will be located during teletherapy sessions (Maryland, DC, or Virginia)
• Therapy Preferences: Type of therapy you’re interested in, areas you’d like to work on, gender preference for clinician, specific clinician preferences
• Payment Information: Insurance carrier or payment method preferences
• Referral Information: How you heard about us
• Additional Information: Any notes or details you choose to provide

Technical Information Collected Automatically:

• Technical Data: Information necessary for security monitoring, fraud prevention, and system functionality

Important: Our intake form does NOT use cookies or browser storage. Your information is transmitted securely but is not stored on your device. For information about cookies used elsewhere on our website, please see our Cookie Policy.

We use the information we collect for the following purposes:

• Service Delivery: To contact you, schedule appointments, verify insurance eligibility, and provide the therapy services you requested
• Communication: To respond to your inquiries and send appointment reminders or service-related information
• Service Improvement: To understand client needs and improve our services
• Security & Fraud Prevention: To monitor for suspicious activity, prevent spam and abuse, and protect our systems and clients
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

We do not use your information for purposes beyond those described here without obtaining your explicit consent, except where required or permitted by law.

We take the security of your information seriously and implement safeguards consistent with HIPAA Security Rule requirements:

• HIPAA-Compliant Infrastructure: All information is stored using HIPAA-compliant cloud platforms governed by Business Associate Agreements (BAAs)
• Encryption: Your information is encrypted during transmission (via HTTPS) and at rest
• Access Controls: Strictly limited access to authorized personnel only
• No Browser Storage: Our intake form does not store any of your personal information in your browser, cookies, or device storage—critical protection when using public or shared computers
• Security Monitoring: We implement monitoring for unauthorized access and security threats

Important Security Limitation: While we implement reasonable security measures, no system is absolutely infallible. We cannot guarantee absolute security, and you transmit information at your own risk. If you have concerns about security, please contact us to discuss alternative communication methods.

Please be aware: Standard email is not a secure form of communication. Information sent via unencrypted email may be intercepted by third parties. By providing your email address and consenting to email communications, you acknowledge these risks. If you prefer alternative communication methods, please contact us at (240) 389-0027. You may opt out of email communications at any time by contacting hello@wearebethesdatherapy.com or calling (240) 389-0027.

We work with third-party service providers to operate our website, manage data, and deliver services. These providers operate under Business Associate Agreements that require them to:

• Maintain HIPAA-compliant security standards
• Use your information only for the services they provide to us
• Protect your information with the same standards we apply

We do NOT share your information with third parties for their own marketing purposes.

We do NOT sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

• Service Providers: With HIPAA-compliant vendors operating under Business Associate Agreements
• Legal Requirements: When required by law, court order, or legal process
• Safety Situations: To prevent imminent harm to you or others (as permitted by HIPAA)
• With Your Consent: When you provide explicit written authorization

We retain your information for as long as necessary to:

• Provide the services you requested
• Comply with legal, regulatory, and professional record-keeping requirements
• Resolve disputes and enforce our agreements

You may request deletion of your information by contacting us at hello@wearebethesdatherapy.com. We will respond in accordance with applicable law. Please note that we may be required to retain certain information for legal or regulatory compliance.

We provide services to both adults (18 years and older) and minors (under 18 years of age).

• Minors: A parent or legal guardian must provide consent and may submit the intake form on behalf of a minor
• Children Under 13: For children under 13, we comply with the Children’s Online Privacy Protection Act (COPPA) and require verifiable parental consent
• Parent/Guardian Rights: Parents and legal guardians have the right to access, review, and request deletion of information collected from minors

For questions about minor privacy rights, please contact us at hello@wearebethesdatherapy.com.

You have the following rights regarding your personal information:

• Access: Request a copy of the information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal requirements)
• Opt-Out: Opt out of email communications or certain uses of your information
• Portability: Request a copy of your information in a portable format
• Complaint: File a complaint about our privacy practices

To exercise any of these rights, please contact us at hello@wearebethesdatherapy.com or (240) 389-0027. We will respond in accordance with applicable law.

Virginia Residents (VCDPA):

If you are a Virginia resident, you have additional rights under the Virginia Consumer Data Protection Act (VCDPA):

• Right to confirm whether we process your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to delete your personal data
• Right to obtain a copy of your personal data
• Right to opt out of the processing of personal data for targeted advertising, sale, or profiling

Important: We do NOT sell personal data or engage in targeted advertising. If we deny your request, you have the right to appeal our decision. Contact us at hello@wearebethesdatherapy.com to initiate an appeal.

Maryland and DC Residents:

Your privacy is protected under HIPAA and applicable state laws. If you have questions about your rights, please contact us at hello@wearebethesdatherapy.com.

In the event of a data breach affecting your personal information, we will provide notification as required by applicable law, including HIPAA. Notification may be provided via email, postal mail, website posting, or other methods as appropriate under the circumstances. If you believe your information has been compromised, please contact us immediately at hello@wearebethesdatherapy.com or (240) 389-0027.

If you have concerns about our privacy practices:

How to File a Complaint:

1. Contact Our Privacy Officer: Email hello@wearebethesdatherapy.com or call (240) 389-0027
2. Submit in Writing: Describe your concern in detail and include your contact information
3. Response: We will respond in accordance with applicable law

Federal Complaint Rights:

You also have the right to file a complaint with the U.S. Department of Health & Human Services Office for Civil Rights if you believe your privacy rights have been violated:

• Website: www.hhs.gov/ocr/complaints/
• Phone: (800) 368-1019

No Retaliation: We will not retaliate against you in any way for filing a complaint.

We reserve the right to modify this Privacy Policy at any time to reflect changes in our practices, legal requirements, or business operations.

• Effective Date: Changes become effective immediately upon posting to this page
• Last Updated Date: We will update the “Last Updated” date at the top of this policy
• Your Acceptance: Continued use of our website or services after changes constitutes acceptance of the revised policy

We encourage you to review this Privacy Policy periodically to stay informed of any updates.

For questions, concerns, or to exercise your privacy rights, please contact us:

• Email: hello@wearebethesdatherapy.com
• Phone: (240) 389-0027
• Privacy Officer: Available at the contact information above

Please also review our related policies:

• Terms of Service
• Cookie Policy
• No Surprises Act Notice