Privacy Policy and Notice of Privacy Practices
Effective Date: April 16, 2025
Solace Counseling Center LLC ("Practice," "we," "us," or "our") is committed to protecting the privacy and confidentiality of our clients and website visitors. As a Florida mental health counseling practice, we take reasonable and appropriate measures to safeguard personal and protected health information in accordance with applicable federal and Florida laws.
This Privacy Policy and Notice of Privacy Practices describes how information is collected, used, maintained, protected, and disclosed, as well as your rights regarding your information.
By using our website, contacting our practice, scheduling services, or participating in counseling services, you acknowledge and consent to the practices described in this policy.
Information We Collect
We may collect information in several ways.
Information You Provide
When you contact our practice, request services, schedule appointments, complete intake paperwork, and/or participate in counseling, we may collect:
Name
Date of birth
Address
Phone number
Email address
Emergency contact information
Insurance information (if applicable)
Payment information
Medical and mental health history
Information about symptoms, diagnoses, treatment goals, and counseling concerns
Information provided through forms, questionnaires, assessments, and communications
Information Collected During Scheduling
When scheduling appointments, we may collect:
Preferred appointment times
Requested services
Contact information such as phone number and email address
Contact preferences
Appointment history
Calendar and reminder preferences
Telehealth session information
Information Collected Through Communications
We may collect information communicated through:
Telephone calls
Voicemail messages
Email correspondence
Secure messaging through SimplePractice
Secure text messaging through Spruce
Website Information
When visiting our website, certain information may be collected automatically, including:
IP address
Browser type
Device information
Pages visited
Date and time of access
Website usage analytics
This information is generally used to improve website performance and user experience.
Protected Health Information (PHI)
Protected Health Information (PHI) includes information that identifies you and relates to your physical or mental health condition, treatment, or payment for services.
Examples include, but are not limited to:
Intake forms
Treatment plans
Progress notes
Diagnoses
Clinical assessments
Appointment records
Billing records
Correspondence related to treatment
Electronic Health Records
Our practice maintains records electronically through the SimplePractice electronic health record (EHR) platform.
Client records may include:
Demographic information
Intake paperwork
Consent forms
Clinical assessments
Treatment plans
Progress notes
Diagnoses
Session documentation
Billing information
Secure messages exchanged through the platform
Telehealth documentation
Records of releases and disclosures
We do not maintain paper clinical files except when legally required or otherwise necessary.
Therapy Notes and Clinical Documentation
As part of providing professional counseling services, we create and maintain clinical records.
Records may include:
Presenting concerns
Relevant history
Mental status observations
Diagnoses
Treatment goals
Clinical interventions
Progress toward treatment objectives
Risk assessments
Referrals
Session summaries
Coordination of care activities
Psychotherapy notes, if maintained separately, may receive additional protections under applicable law.
Clinical records are maintained to support treatment, continuity of care, legal compliance, and professional standards.
How We Use Your Information
We may use your information for:
Treatment
To provide counseling services and coordinate care.
Examples include:
Conducting therapy sessions
Developing treatment plans
Assessing progress
Coordinating with other providers when authorized
Payment
To collect payment for services rendered.
Examples include:
Processing credit card payments
Providing receipts or superbills
Insurance claims processing, if applicable
Healthcare Operations
To support practice operations.
Examples include:
Scheduling appointments
Quality improvement
Risk management
Professional consultation
Legal and regulatory compliance
Confidentiality of Counseling Services
Counseling services are confidential.
Information shared during counseling will generally not be disclosed without your written authorization unless permitted or required by law.
We are committed to maintaining confidentiality consistent with professional ethical standards and legal requirements.
Circumstances When Confidentiality
May Be Disclosed
Confidentiality may be limited or disclosures may occur without your authorization under circumstances including, but not limited to:
Risk of Serious Harm
If there is reason to believe you present a serious and imminent danger to yourself or another person.
Abuse or Neglect Reporting
When there is reasonable suspicion or knowledge of:
Child abuse or neglect
Abuse, neglect, or exploitation of a vulnerable adult
Abuse, neglect, or exploitation of an elderly person
As a Mandated Reporter, we at Solace Counseling Center LLC are required by law to report suspicion or knowledge of abuse or neglect.
Court Orders and Legal Requirements
When disclosure is required by:
Court order
Subpoena
Applicable state or federal law
Medical Emergencies
When disclosure is necessary to protect health or safety during an emergency.
Professional Consultation
We may seek professional consultation regarding clinical services. Identifying information is removed and/or minimized whenever possible.
Authorization and Release of Information
Except as otherwise permitted or required by law, your information will not be released without your written authorization.
Authorizations may specify:
What information may be disclosed
To whom information may be disclosed
Purpose of disclosure
Expiration date of authorization
You may revoke an authorization in writing, except to the extent action has already been taken in reliance upon it.
Your Rights Regarding Your Information
You have the right to:
Access Your Records
Request access to your clinical records as permitted by applicable law.
Request Amendments
Request correction or amendment of information you believe is inaccurate or incomplete.
Request Restrictions
Request limitations on certain uses or disclosures of your information.
Request Confidential Communications
Request that communications occur through specific methods or locations when reasonable.
Receive an Accounting of Disclosures
Request information about certain disclosures made outside treatment, payment, or healthcare operations.
Obtain Copies
Request copies of records in accordance with applicable laws and professional standards.
Receive This Notice
Request a copy of this Privacy Policy and Notice of Privacy Practices at any time.
Record Retention
Records are maintained and retained in accordance with Florida law, professional standards, and applicable record-retention requirements.
After required retention periods have expired, records may be securely destroyed.
Telehealth and Virtual Counseling
Our practice offers telehealth services through the SimplePractice platform.
Telehealth services may include:
Video counseling sessions
Secure document exchange
Electronic forms
Secure messaging
While reasonable safeguards are used, electronic communication involves inherent risks that cannot be completely eliminated.
Potential risks include:
Technology failures
Internet disruptions
Unauthorized access despite security protections
Device security vulnerabilities on the client side
Accidental disclosure by individuals within the client's environment
Clients participating in telehealth services are encouraged to:
Use private locations
Use password-protected devices
Secure home internet networks
Avoid public Wi-Fi whenever possible
Maintain updated device security software
Electronic Communications
Secure Messaging
Clients may communicate through the secure messaging features available within SimplePractice.
These communications become part of the clinical record when appropriate.
Secure Text Messaging
Our practice utilizes Spruce, a HIPAA-compliant communication platform, for text messaging.
While Spruce employs security safeguards, clients should understand that no electronic communication method can be guaranteed completely secure.
Text messaging should not be used for emergencies.
Email Communications
Email may be used for administrative purposes such as scheduling or billing when appropriate.
Email may carry additional privacy risks compared to secure platforms.
Sensitive clinical information should be communicated through secure systems whenever possible.
Emergencies
Electronic messaging systems, text messages, voicemail, and email are not monitored continuously and should not be used for emergencies.
If you are experiencing a mental health emergency:
Call 911
Contact your local emergency services
Go to the nearest emergency room
Contact 988 Suicide & Crisis Lifeline
How We Protect Information
We implement reasonable administrative, technical, and physical safeguards to protect personal and health information.
Safeguards may include:
HIPAA-compliant electronic health record systems
Password-protected systems
Encryption where available
Access controls
Secure data storage
Regular software updates
Limited access to information based on legitimate business need
Vendor agreements designed to protect confidential information
No system can guarantee absolute security; however, we take reasonable steps to reduce risks of unauthorized access, use, or disclosure.
Data Breach Notification
In the event of a suspected or confirmed unauthorized access, use, disclosure, or breach of protected information, we will:
Investigate the incident promptly.
Take steps to contain and mitigate potential harm.
Determine whether notification is required under applicable law.
Notify affected individuals when legally required.
Cooperate with regulatory obligations and reporting requirements.
Implement corrective measures to reduce future risk.
Third-Party Service Providers
We may utilize third-party vendors that assist with practice operations, including:
Electronic health record services
Telehealth services
Secure messaging services
Payment processing services
Website hosting providers
When appropriate, we seek to work with vendors that provide security protections and contractual safeguards for confidential information.
Cookies and Website Analytics
Our website may use cookies and analytics tools to improve functionality and understand website usage.
Cookies may collect information regarding:
Browser activity
Session information
Website performance
Visitor engagement
You may modify browser settings to limit or disable cookies, though certain website functions may be affected.
Changes to This Policy
We reserve the right to modify this Privacy Policy and Notice of Privacy Practices at any time.
Updated versions will be posted on our website with a revised effective date.
Continued use of services after updates constitutes acknowledgment of the revised policy.
Questions or Privacy Concerns
If you have questions about this Privacy Policy, your privacy rights, or our privacy practices, please contact:
Kayla Rosenkrans, LMHC
Solace Counseling Center LLC
Phone: 727-604-6903
Email: info@solacecounselingstpete.com
Address: 146 2nd St N Suite 310, St. Petersburg, FL 33701
