Privacy and Confidentiality Policy

Last updated: April 14, 2025

RootEd Psychology ("RootEd," "we," "us," or "our") is committed to protecting your privacy and maintaining the confidentiality of the personal information you share with us — whether you're a therapy client, website visitor, or someone contacting us for services. This policy explains how we collect, use, protect, and share your data, and outlines your rights and options.

By using our services or website, you consent to the practices described below.

1. Definitions

  • Service refers to the website and all digital platforms operated by RootEd Psychology, as well as any clinical services we provide.

  • Personal Data means any information that identifies or can be used to identify an individual, such as name, email, or IP address.

  • Usage Data means data collected automatically, such as pages visited, time spent on the website, and browser information.

  • Cookies are small text files stored on your device to help enhance your experience and gather usage data.

  • Device means any technology you use to access our services, such as a phone, computer, or tablet.

2. Clinical Confidentiality

As a mental health provider, RootEd Psychology complies with all applicable laws regarding confidentiality. Your personal health information (PHI) will never be disclosed without your written permission, except as legally required, including:

  • Suspected abuse or neglect of a child, dependent adult, or elder

  • Threats of harm to others – we may notify authorities and/or the potential victim

  • Threats of self-harm – we will take reasonable steps to protect your safety, which may include breaking confidentiality when necessary

  • Court orders or legal subpoenas

3. What Information We Collect

We may collect and process the following categories of information:

  • Identifying Information: Full name, phone number, email address, mailing address

  • Technical Information: IP address, device ID, browser type, operating system

  • Sensitive Information: Mental health details, intake form responses (if submitted)

  • Usage Data: Time spent on pages, navigation paths, access times

  • Geolocation: Approximate location based on your IP address

  • Communication Data: Any messages or inquiries sent to us directly

4. How We Use Your Information

We use your data to:

  • Provide and manage our clinical services

  • Respond to inquiries and schedule appointments

  • Improve the performance, usability, and security of our website

  • Perform analytics to better understand how people engage with our services

  • Comply with legal and regulatory obligations

  • Send service updates or communications (if you've opted in)

5. Cookies and Tracking Technologies

We use cookies and similar technologies to analyze website traffic and improve user experience. These include:

  • Essential Cookies – for secure login and site navigation

  • Functionality Cookies – to remember preferences (e.g., language)

  • Analytics Cookies – to track user behavior for website improvement

We may also use Google Analytics to monitor traffic. You can opt out here: https://tools.google.com/dlpage/gaoptout

To manage cookies, adjust your browser settings.

6. Sharing Your Information

We do not sell or rent your personal information. We may share your information only in the following situations:

  • With service providers (e.g., website hosts, analytics tools) under contract

  • To comply with legal obligations, court orders, or law enforcement requests

  • To protect your safety or the safety of others, as required by law

  • In a business transfer (e.g., merger or acquisition), if RootEd is involved

  • With your consent, for any other disclosed purpose

All third parties we work with are required to safeguard your information.

7. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal data. However, no method of transmission over the Internet or storage system is 100% secure. We cannot guarantee absolute security, but we continuously work to keep your data safe.

8. Data Retention

We retain your data only as long as necessary for:

  • Providing services

  • Fulfilling legal or ethical obligations

  • Internal analytics or record-keeping

Clinical records are stored in compliance with state and federal retention laws. Non-clinical data (e.g., analytics) is retained only for as long as needed for business operations.

9. Data Transfers

Your data may be processed or stored on servers located outside of your state or country. By using our services, you consent to this transfer. We ensure that all such data transfers are done securely and in compliance with applicable privacy laws.

10. Your Rights

Depending on your location, you may have rights regarding your personal data, including:

  • The right to access the data we hold about you

  • The right to correct inaccurate data

  • The right to request deletion of your data (when legally permissible)

  • The right to withdraw consent at any time

  • The right to limit processing or object to how your data is used

To exercise any of these rights, contact us at info@rootedpsychology.com

11. Children’s Privacy

RootEd Psychology does not knowingly collect personal data from individuals under 18 years of age through our website. If we discover that a minor has submitted data, we will delete it as soon as possible. Our services are designed for adults seeking therapy or psychological services.

12. Third-Party Websites

Our website may contain links to external sites not operated by us. We are not responsible for their privacy practices and encourage you to read their policies before sharing any data.

13. Do Not Track

Our website does not respond to browser-based “Do Not Track” signals. You can control cookies and tracking preferences through your browser settings.

14. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with a new effective date. We encourage you to check back regularly.

15. Contact Us

If you have any questions or concerns about this policy or your personal data, please contact us:

  • admin@rootedpsychology.net