Privacy Policy

At Monarch Family Counseling, we are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services or visit our website.

1. Information We Collect

We collect information that you provide directly to us, as well as information collected automatically when you visit our website.

Information You Provide

• Contact information (name, email address, phone number, mailing address)
• Intake forms and health history questionnaires
• Insurance and billing information
• Communications with our office (emails, phone calls, messages)
• Session notes and treatment records (protected health information)
• Emergency contact information

Automatically Collected Information

• Device and browser information
• IP address and general location data
• Pages visited and time spent on our website
• Referring website or search terms

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our counseling services
• Schedule and manage appointments
• Process payments and insurance claims
• Communicate with you about your care and appointments
• Send appointment reminders and follow-up communications
• Respond to your inquiries and requests
• Comply with legal and regulatory requirements
• Improve our website and user experience

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With your consent: We may share information when you provide written authorization
• Service providers: We work with trusted third parties who assist with billing, appointment scheduling, and secure record keeping
• Insurance companies: When necessary to process claims, with your authorization
• Legal requirements: When required by law, court order, or to protect the safety of you or others
• Mandated reporting: As required by Texas law for suspected abuse, neglect, or imminent harm

4. HIPAA and Protected Health Information

As a healthcare provider, we are required to comply with the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) is handled with the highest level of confidentiality and security.

You have specific rights regarding your PHI, including the right to:

• Request a copy of your health records
• Request corrections to your health information
• Request restrictions on certain uses of your information
• Receive an accounting of disclosures of your PHI
• File a complaint if you believe your privacy rights have been violated

A complete Notice of Privacy Practices is available upon request and will be provided to you at the start of services.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encrypted transmission of data (SSL/TLS)
• Secure, HIPAA-compliant electronic health record systems
• Physical security measures for paper records
• Access controls limiting who can view your information
• Regular security assessments and staff training

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

6. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience. These include:

• Essential cookies: Required for basic website functionality
• Analytics cookies: Help us understand how visitors use our site
• Preference cookies: Remember your settings and preferences

You can control cookie settings through your browser preferences. Disabling cookies may affect some website functionality.

7. Your Rights and Choices

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal retention requirements)
• Opt out of marketing communications
• Withdraw consent for optional data processing

To exercise these rights, please contact us using the information provided below.

8. Data Retention

We retain your personal information and health records in accordance with Texas state law and professional licensing requirements. Generally, adult client records are retained for a minimum of seven years after the last date of service. Records for minor clients are retained until the client reaches age 21 or for seven years after the last service, whichever is longer.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any website you visit.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised effective date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: