Privacy Policy

Privacy Policy

Effective Date: May 28, 2025

1. Introduction

 Fair Collective, LLC (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of our clients. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information in connection with the therapy and counseling services we provide.

2. Information We Collect

• Client-Provided Information: Name, address, telephone number, email address, date of birth, emergency contact, insurance information, billing details, mental health history, medical history, and other information you provide in intake forms, session notes, assessments, or communications.
  
• Automatically Collected Information: Information about your device and usage such as browser type, IP address, and session duration when you visit our website or use online scheduling and telehealth platforms.
  
  
• Third-Party Sources: Information we receive from third-party service providers (e.g., insurance companies) or other professionals involved in your care, when you authorize such disclosures.

3. How We Use Your Information

 We use your personal information to:

• Provide, coordinate, and manage therapy and counseling services
  
  
• Process appointments, billing, insurance claims, and payments
  
  
• Communicate with you about scheduling, treatment updates, reminders, and administrative matters
  
  
• Comply with legal, regulatory, and professional obligations (including record-keeping and reporting requirements)
  
  
• Maintain and improve our services, website, and client experience
  
  
• Protect the safety of clients and staff and for quality assurance and peer review

4. Legal Basis for Processing

• Consent: You provide consent when you sign intake forms or telehealth agreements.
  
  
• Contract Performance: To fulfill our agreement to provide you with therapy services.
  
  
• Legal Obligation: To comply with state licensing board requirements, insurance audits, subpoenas, or mandatory reporting (e.g., suspected abuse, threats of harm).
  
• Vital Interests & Public Health: When necessary to prevent serious harm to you or others.

5. Sharing Your Information

We will not share your personal information with third parties except:

• With Your Consent: We will obtain your written authorization before releasing psychotherapy notes or other sensitive records.
  
• Healthcare Providers & Insurers: To coordinate care, submit claims, or obtain payment when you authorize such disclosure.
• Legal Requirements: When required by law (e.g., court orders, mandatory reporting of abuse or imminent harm).
• Business Operations: We may share data with service providers who assist with scheduling, telehealth platforms, billing, or data hosting, under strict confidentiality agreements.

6. Data Security

 We implement administrative, technical, and physical safeguards to protect your information against unauthorized access, alteration, disclosure, or destruction. These include encrypted electronic records, secure password policies, staff training on confidentiality, and locked filing systems for paper records.

7. Client Rights

Subject to applicable law, you have the right to:

• Access and Copy: Request access to your protected health information (PHI) and billing records.
  
  
• Correction: Ask us to correct any inaccuracies in your records.
  
  
• Restriction: Request restrictions on certain uses or disclosures of your PHI.
  
  
• Accounting of Disclosures: Receive a list of disclosures we have made of your PHI.
  
  
• Confidential Communications: Request that we communicate with you via alternative means or at alternative locations.
  
  
• Withdraw Consent: Revoke your consent to use or disclose your information, except where we have already acted in reliance on that consent.
  

To exercise any of these rights, please submit a written request to the contact information below.

8. Third-Party Services & Links

 Our website or patient portals may contain links to third-party sites (e.g., online forms, telehealth platforms). This Privacy Policy does not apply to those external sites; please review their privacy practices separately.

9. Privacy of Minors

 We do not provide therapy services to minors without parental or guardian consent. Any information collected about minors is managed in accordance with applicable state laws and ethical guidelines.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we make material changes, we will post a revised policy on our website with a new “Effective Date.” Your continued use of our services after those changes constitutes acceptance of the updated policy.

11. Contact Us

 If you have questions, concerns, or wish to exercise your privacy rights, please contact:
Fair Collective, LLC
Email: privacy@faircollective.com
Phone: 111.222.333
Address: 123 Wellness Way, Suite 100, Anytown, State ZIP

Your privacy and trust are important to us. Thank you for choosing Fair Collective, LLC for your therapy needs.