Privacy Policy

Effective Date: January 1, 2026

Our Commitment to Your Privacy

Your privacy matters to us. This policy explains how Counseling Services for Wellbeing collects, uses, stores, and shares personal information and Protected Health Information in connection with the mental health services we provide and your use of this website. Please read it carefully, as it governs our privacy practices and describes your rights.

HIPAA and Protected Health Information

Counseling Services for Wellbeing is a covered entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, including the HIPAA Privacy Rule and Security Rule. As required by law, we are committed to the following:

• Maintaining the privacy and security of your Protected Health Information (PHI)
• Providing you with clear notice of our privacy practices
• Notifying you promptly if there is ever a breach of your unsecured PHI
• Following the terms of this policy as currently in effect

Protected Health Information includes any information that identifies you and relates to your past, present, or future physical or mental health, the care you receive, or payment for that care. We use and disclose PHI only as permitted or required by applicable law, including for purposes of treatment, payment, and health care operations.

Information We Collect

Personal Information

We may collect identifying information such as your name, address, phone number, email address, and date of birth when you contact us, complete intake forms, or use our website.

Protected Health Information

In providing mental health services, we collect health history, diagnosis and treatment information, clinical notes, and other records relevant to your care. These records are maintained in AdvancedMD, our HIPAA-compliant electronic health records platform.

Insurance and Billing Information

We accept both insurance and private pay. Accordingly, we collect insurance plan details, member identification numbers, and payment information as needed to process claims and collect fees for services. Electronic claims are submitted through AdvancedMD using secure, HIPAA-compliant transmission.

Website Usage Data

Our website may collect non-identifying information such as browser type, pages visited, and time spent on the site through standard analytics tools. This data is not linked to your identity and is used only to improve our website.

How We Use Your Information

We collect and use your information solely to fulfill the purposes for which it was provided or as otherwise permitted or required by law. Those purposes include:

• Providing, coordinating, and improving mental health services
• Processing insurance claims and collecting payment for services
• Communicating with you regarding appointments, treatment, and your ongoing care
• Maintaining complete and accurate clinical records
• Meeting our legal, regulatory, and licensing obligations

We do not sell, rent, or share your personal information or Protected Health Information with third parties for marketing purposes.

When We May Share Your Information

We share your information only in limited and specific circumstances:

• With other treatment providers involved in your care, with your consent or as permitted by HIPAA
• With business associates such as AdvancedMD, under written Business Associate Agreements that require them to protect your information to the same standard we do
• With your insurance carrier or payer for billing and claims purposes
• As required by Washington State or federal law, including in response to valid court orders or lawful government requests
• In situations involving a serious and imminent threat to your safety or the safety of another person, to the extent permitted by law

Data Security

We use reasonable and appropriate administrative, physical, and technical safeguards to protect your personal information and Protected Health Information, consistent with HIPAA requirements. Our website uses Secure Socket Layer (SSL/TLS) encryption for all data transmitted online. Clinical records are maintained in AdvancedMD, which employs industry-standard security controls. We retain personal information only as long as necessary to fulfill the purposes described here or as required by applicable law, including Washington State records retention requirements.

Your Rights as a Patient

You have the following rights with respect to your Protected Health Information:

• The right to inspect and receive a copy of your health records
• The right to request amendment or correction of your records
• The right to receive an accounting of certain disclosures of your PHI
• The right to request restrictions on certain uses and disclosures
• The right to request that we communicate with you in a specific way or at a specific location
• The right to receive a paper copy of this privacy policy upon request

To exercise any of these rights, please reach out to our Clinical Director using the contact information at the end of this policy.

Washington State Protections

In addition to HIPAA, we comply with the Washington Uniform Health Care Information Act (RCW 70.02), which provides additional protections for mental health records. We honor those protections in all client interactions and communications.

Business Associates and Third-Party Services

Certain third-party vendors assist us in delivering our services and may access Protected Health Information in doing so. All such vendors are required to enter into a Business Associate Agreement with us, ensuring they meet the same HIPAA standards for privacy and security that we follow. We are not responsible for the independent privacy practices of external websites linked from our site.

Children’s Privacy

Our services and website are not directed to children under the age of 13 without verifiable parental or guardian consent. For minor clients, we obtain the appropriate authorization as required by applicable law before providing services.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Any updates will be posted on this page with a revised effective date. We encourage you to review this policy periodically to stay informed.

Contact Us

If you have questions about this policy, wish to exercise your privacy rights, or need to report a privacy concern, please contact us:

Counseling Services for Wellbeing
Attn: Issy Kleiman, MA, LMFT, Clinical Director
15811 Ambaum Blvd SW, Suite 110
Seattle, WA 98166
(206) 242-8211
hello@counselingwellbeing.com

This policy serves as the Notice of Privacy Practices for Counseling Services for Wellbeing in accordance with 45 CFR 164.520.