PRIVACY POLICY

EFFECTIVE DATE: July 1, 2025

This Privacy Policy describes how Collective Hearts Counseling LLC ("us," "we," or "our") collects, uses, processes, and protects the personal information of visitors and users to our website, www.collectiveheartsia.com.

We are committed to protecting your privacy and being transparent about our data practices. Please read this Privacy Policy carefully to understand how we handle your information.

1. Important Distinction: Website Data vs. Protected Health Information (PHI)

This Website Privacy Policy specifically covers information collected through your interactions with our public website.

It does NOT cover Protected Health Information (PHI) which is collected during the course of providing clinical services. The handling of your Protected Health Information (PHI) as a client of Collective Hearts Counseling LLC is governed by our separate, comprehensive Notice of Privacy Practices (NPP), which complies with the Health Insurance Portability and Accountability Act (HIPAA). You can access our Notice of Privacy Practices for Collective Hearts Counseling LLC

Please do NOT submit any Protected Health Information (PHI) or sensitive clinical details through any non-secure public forms (such as general contact forms or email links) on this website. All secure client communications, including appointment scheduling, secure messaging, and sharing of confidential health information, should only occur through our dedicated, HIPAA-compliant SimplePractice Client Portal.

2. Information We Collect

We collect various types of information from and about users of our website, including:

a. Information You Voluntarily Provide to Us:

  • Contact Information: When you submit inquiries through our contact forms, sign up for a newsletter (if applicable), or email us directly, you may provide us with your name, email address, phone number, and any message content.

  • Appointment Requests: When you use a contact form or link to request an appointment, you may provide preliminary contact details.

  • Other Submissions: Any other information you choose to provide to us through text fields or uploads on the website.

b. Information We Collect Automatically (Website Usage Data): As is common with most websites, when you visit our site, certain information is automatically collected through technology (such as cookies, web beacons, and analytics tools like Google Analytics), which may include:

  • Device Information: Your computer's IP address, browser type, operating system, and device type.

  • Usage Data: Details of your visits to our website, including traffic data, location data, logs, and other communication data, and the resources that you access and use on the website (e.g., pages viewed, time spent on pages, links clicked).

  • Referral Information: The website you came from to reach our site.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To Respond to Inquiries: To respond to your questions, comments, or requests submitted through contact forms or email.

  • To Process Appointment Requests: To facilitate the scheduling of initial consultations or appointments through our secure Client Portal.

  • To Operate and Maintain Our Website: To ensure the proper functioning and security of our website.

  • To Improve Our Website: To understand how users interact with our site, analyze trends, and identify areas for improvement in design and content.

  • For Marketing and Communications (if applicable): To send you newsletters, updates, or other information about our services, only if you have explicitly opted in to receive such communications.

  • For Legal and Compliance Purposes: To comply with legal obligations, enforce our terms, and protect the rights, property, or safety of Collective Hearts Counseling LLC, our clients, or others.

4. How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

  • Service Providers: We may share information with third-party vendors, consultants, and other service providers (e.g., website hosting, analytics providers, email service providers) who perform services on our behalf and are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.

    • Squarespace: Our website is hosted on Squarespace. Information collected automatically through your website visit may be processed by Squarespace to provide website services and analytics. You can learn more about Squarespace's privacy practices at www.squarespace.com/privacy

  • Legal Requirements: We may disclose your information if required to do so by law, court order, or governmental regulation, or if we believe in good faith that such action is necessary to comply with legal processes or protect our rights or the safety of others.

  • Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

5. Children's Privacy (COPPA Compliance)

Our website is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13 through our website. If we become aware that we have inadvertently received personal information from a visitor under the age of 13, we will delete the information from our records.

For individuals under the age of 18 seeking therapy services, parental or legal guardian consent is required for treatment. Any personal information relating to a child's therapy (Protected Health Information) is collected and managed exclusively through our secure, HIPAA-compliant Client Portal and is governed by our Notice of Privacy Practices.

6. Data Security

We implement reasonable security measures designed to protect the personal information we collect through our website from unauthorized access, use, alteration, or destruction. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track the activity on our website and hold certain information.

  • Cookies are small data files placed on your device. We use session cookies (temporary) and persistent cookies (remain on your device) for various purposes, including website functionality, analytics, and remembering your preferences.

  • Analytics: We use third-party analytics services (e.g., Google Analytics) to help us understand how users engage with our website. These services collect information such as your IP address, pages visited, and time spent on the site.

You have the option to accept or refuse cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website.

8. Links to Other Websites

Our website may contain links to third-party websites or services that are not owned or controlled by Collective Hearts Counseling LLC. We are not responsible for the privacy practices or the content of these third-party sites. We encourage you to review the privacy policies of any third-party websites you visit.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of the website after any modifications indicates your acceptance of the updated Privacy Policy.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Collective Hearts Counseling LLC

1231 Park Place NE, Suite A

Cedar Rapids, IA 52402

Email: jenny@collectiveheartsia.com