Privacy Policy
Effective date: May 21, 2026
This Privacy Policy describes how Core Counseling KC ("we," "our," or "us") collects, uses, discloses, and protects personal information obtained through our website and related services (collectively, the "Service"). By using the Service, you agree to the terms described in this policy. If you do not agree, please do not use the Service.
Information We Collect
Contact and Identifying Information: name, email address, phone number, mailing address, and similar contact details you provide when requesting information, scheduling, or communicating with us.
Client and Health Information: mental health history, diagnoses, treatment notes, medication, therapy goals, progress notes, and other information you provide in intake forms, questionnaires, therapy sessions, or via secure messaging. This is considered protected health information (PHI) when applicable.
Payment and Billing Information: payment method, billing address, insurance details, claims information, and transaction records. We do not retain full credit card numbers; payment processing is handled by third-party processors.
Technical and Usage Information: IP address, browser type, device information, pages visited, referring/exit pages, and other analytics collected automatically when you interact with the website.
Communications: records of emails, messages, appointment reminders, and other communications between you and our staff.
Cookies and Similar Technologies: cookies and tracking technologies used to personalize your experience, remember preferences, analyze trends, and administer the site.
How We Use Information We use collected information for purposes that include:
Providing and managing counseling services, scheduling, intake, treatment planning, and follow-up care.
Communicating with you about appointments, billing, reminders, and administrative matters.
Processing payments and insurance claims.
Improving, operating, and maintaining the website and our services, including analytics and performance monitoring.
Complying with legal, regulatory, and ethical obligations.
Protecting the safety, rights, property, or security of clients, staff, or third parties when required or permitted by law.
With your consent, sending newsletters, updates, or marketing communications. You may opt out of marketing communications at any time.
Legal Basis for Processing (where applicable) For users in jurisdictions that require a legal basis for processing personal data (for example, under the GDPR), we rely on:
Performance of a contract: to provide counseling and related services.
Consent: where you have explicitly consented to certain uses (e.g., marketing).
Legal obligation: to comply with reporting, record-keeping, and other legal requirements.
Vital interests or public interest: in emergency or safety situations.
Legitimate interests: for business operations, fraud prevention, and security, when such interests are not overridden by your privacy rights.
How We Share Information We do not sell your personal information. We may disclose information as follows:
With your consent or at your direction.
To our staff, contracted clinicians, administrative personnel, and business associates who need the information to provide services (e.g., billing, scheduling, electronic health record providers). These parties are required to protect PHI and personal data.
To third-party service providers that perform functions on our behalf (e.g., payment processors, telehealth platforms, cloud hosting, analytics). We require these providers to use appropriate safeguards.
For legal reasons: if required by law, court order, subpoena, or when necessary to comply with mandatory reporting obligations (e.g., suspected abuse, threat of harm).
To protect health and safety: in emergency situations or to prevent harm to you or others.
In the event of a sale, merger, consolidation, or other business transaction, personal information may be transferred as part of the transaction, subject to confidentiality protections.
Telehealth and Electronic Communications
Telehealth platforms: If you receive telehealth services, sessions may be conducted via secure, HIPAA-compliant telehealth platforms. We take steps to use secure technology, but no method of transmission over the internet is 100% secure. Do not use public Wi-Fi for telehealth sessions when possible.
Email and text: Routine email and text messages are convenient but may not be fully secure. By communicating electronically, you acknowledge and accept the risk. Do not include sensitive health information in unsecure emails or texts unless you have consented to such communication and understand the risks.
Data Security and Retention
Security measures: We implement administrative, technical, and physical safeguards designed to protect personal information and PHI from unauthorized access, use, or disclosure. These measures include access controls, encryption where appropriate, secure servers, and staff training.
Retention: We retain personal information and medical records as required by applicable law and as necessary to provide services. Retention periods vary by jurisdiction.
Mobile SMS Messaging Privacy Policy:
Information collected:
We may collect information, such as name, phone number, and email address.
Use of information collected:
We may use the information we collect to perform the services requested including billing, customer service, appointment reminders and other administrative requests.
Sharing of information collected:
Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. This includes text messaging opt-in data and consent.
As a current or prospective customer, you understand that you can text us STOP at any time to opt out of receiving SMS text messages from us. You can text us HELP at any time to receive help.
You understand that the messaging frequency may vary. Messaging & data rates may apply.
All policies are followed as per CTIA guidelines 5.2.1. At any time if you want your information to be removed, you can contact us via our email address or regular mail."
"Messaging Terms & Conditions:
You agree to receive informational messages (appointment reminders, account notifications, etc.) from Core Counseling KC, LLC. Message frequency varies. Message and data rates may apply. For help, reply HELP or email us at josie@corecounselingkc.com. You can optout at any time by replying STOP."