Privacy Policy

1. Introduction and Scope

This policy covers the information practices of Delgado Mental Health LLC across all of the ways you might interact with us. That includes browsing this website, sending a message through our contact form, telephoning our office, arranging an appointment, attending a session, and receiving follow up communication. It also covers information created during clinical care and information shared with us by other providers when you have authorised that exchange.

This policy does not apply to external websites, applications or services that we do not control, even when we link to them or mention them. It also does not change any rights you may have under applicable health privacy law, which may provide protections beyond those described here. Where local law gives you stronger rights than this policy describes, the stronger protection applies.

By using our website or services, you acknowledge that you have read this policy. If you do not agree with it, you should not use the website, and you may contact our office to discuss how we might still be able to help you in a way you are comfortable with.

2. Who We Are

Delgado Mental Health LLC is a mental health practice providing outpatient counseling and related services. Our registered address is 2756 S 8950 W, Magna - 84044-1121, United States (US). Our website is located at https://www.delgadomind.hair. You can reach us by telephone on +12694855544 or by email at service@delgadomind.hair.

For the purposes of this policy, Delgado Mental Health LLC is the organisation responsible for the personal information described here. Our clinicians, administrative staff and approved service providers handle information only as permitted by this policy and by the agreements that govern their work with us.

We are a small practice by design. That means fewer people touch your information, and the people who do are known to one another and accountable to a shared standard. It also means we choose our tools carefully, because a small practice cannot afford careless systems.

3. Information We Collect

We collect several categories of information, and the category depends on how you interact with us. The categories below describe what we may hold and why it is relevant.

Identity and Contact Information

This includes your name, postal address, telephone number, email address, and date of birth. We need these details to identify you, to schedule appointments, to send reminders, and to contact you about your care.

Clinical and Health Information

When you receive services, we create and keep clinical records. These may include your reasons for seeking care, your history, assessment notes, treatment goals, progress notes, correspondence from other providers, and any medication information you share. This is the most sensitive category of information we hold, and it receives the strongest protections.

Appointment and Scheduling Information

This includes the dates and times of your appointments, the service line you attend, whether you attended or missed a session, and any scheduling preferences you have told us about.

Financial and Billing Information

This may include payment details, billing address, insurance information where applicable, and records of amounts paid or outstanding. We keep financial records separate from clinical narrative notes wherever practical.

Website and Technical Information

When you visit our website, our hosting provider may record technical details such as the pages you view, the time of your visit, your browser type, and an approximate region derived from your network address. We use this information only to keep the website working and to understand general usage patterns.

Communications

We keep copies of messages you send us and messages we send you, including email, contact form submissions, and telephone notes. These records help us respond consistently and maintain an accurate account of your care.

4. How We Collect Information

We collect information in a few straightforward ways. You provide most of it directly when you complete our contact form, call our office, attend an assessment, or answer questions during a session. We also create information ourselves in the form of notes, plans and appointment records.

With your written consent, we may receive information from other providers, such as a primary care physician, a hospital, a school counsellor, or a previous therapist. We only request such information when it is relevant to your care and when you have authorised the exchange. You may withdraw that authorisation at any time, and we will stop future exchanges, though records already received remain part of your file as required by law.

Our systems record some information automatically for security and scheduling purposes. For example, appointment software logs when a reminder was sent and when an appointment was confirmed. We do not use hidden tracking to build advertising profiles, and we do not sell information to data brokers.

5. Why We Use Information

We use information for purposes that are directly connected to providing care and running the practice. Those purposes include the following.

• To assess your needs and provide counseling and related services
• To schedule, confirm, reschedule and remind you about appointments
• To maintain accurate clinical and administrative records
• To coordinate care with other providers when you have authorised it
• To process payments and, where relevant, insurance claims
• To respond to your questions, requests and concerns
• To meet legal, regulatory and professional obligations
• To improve the quality, safety and organisation of our services

We do not use your information for marketing unrelated to the practice, and we do not use clinical information to personalise advertising. If we ever wish to use information for a purpose not described here, we will explain the purpose and ask for your consent where the law requires it.

6. Legal Bases for Processing

Depending on where you live, we rely on one or more legal bases to process your information. These typically include your consent, the performance of a service you have requested, compliance with legal obligations, and legitimate interests such as keeping accurate records and protecting the safety of clients and staff.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal, and it does not affect processing that is required by law or necessary to provide care you have already requested and that we are obliged to document.

Where we rely on legitimate interests, we balance those interests against your rights and expectations. Because we handle health information, we treat that balance with particular care and keep the scope of such processing as narrow as we can.

7. Health Information and Special Categories

Health information is treated as a special category of personal data in many jurisdictions, and we handle it accordingly. Access is limited to staff who need it to provide or support your care. We apply additional safeguards to clinical records, including restricted permissions, audit trails where available, and secure storage.

We ask for your explicit consent before processing health information for any purpose beyond providing care and meeting legal obligations. In an emergency, we may process relevant health information without prior consent where it is necessary to protect your life or the safety of another person. In such a case we document the reason and share only what is necessary.

We do not use identifiable health information for research, teaching or publication unless you have given separate written consent, and any such use is limited to what the consent describes.

8. Confidentiality of Counseling Records

Confidentiality is the foundation of counseling, and we protect it deliberately. What you discuss in a session stays within the clinical relationship except in the limited circumstances described in this policy and in applicable law. Our clinicians are trained in these limits and explain them at the start of care.

Records are kept in secure systems with access limited to the people who need them. We do not discuss clients in public areas, and we do not confirm to a caller that a person is or is not a client. Appointment reminders are sent in a form that avoids revealing clinical detail to anyone who happens to see a message.

Group therapy members sign a confidentiality agreement before joining a circle, and the facilitator reinforces the importance of that agreement throughout the group. We cannot control what members say outside the group, but we take any reported breach seriously.

9. When We May Share Information

We share information only in limited circumstances, and we share the minimum necessary for the purpose. The circumstances include the following.

With Your Consent

We share information with other providers, family members, schools or employers only when you have given written authorisation that describes what may be shared and with whom.

Safety and Emergency Situations

We may share information without consent where there is a serious and immediate risk to your safety or the safety of another person, or where we are required to report suspected abuse or neglect under applicable law.

Legal Requirements

We may disclose information in response to a valid court order, subpoena, or other lawful request, and where otherwise required by law. Where permitted, we will notify you of such a request so that you can respond.

Business Operations

We may share limited information with service providers who support scheduling, billing, secure messaging, information technology and records storage. These providers are bound by confidentiality obligations and may use the information only to provide services to us.

We do not sell personal information. We do not rent, trade or otherwise disclose personal information for the advertising purposes of third parties.

10. Service Providers and Business Associates

Like most practices, we rely on carefully selected vendors for functions such as website hosting, email, scheduling, secure document storage and payment processing. Each vendor is assessed before we engage it, and we require written commitments to confidentiality, security and limited use.

Our clinical records system stores the majority of sensitive information. Administrative tools hold scheduling and billing information. Where a vendor would handle clinical information, we require a formal agreement that restricts its use and requires safeguards appropriate to the sensitivity of the data.

We review our vendors periodically and will replace any vendor that fails to meet our standards. If a vendor experiences a security incident affecting your information, we will act promptly and notify you and the relevant authorities as required by law.

11. Cookies and Analytics

Our website uses only the cookies and similar technologies needed for the site to function reliably. These may include a session cookie that keeps a page working correctly during a single visit and a security cookie that helps protect forms from misuse.

If we use analytics, we choose tools that minimise the data collected and avoid building profiles of identifiable individuals. Analytics help us understand which pages are useful and where visitors encounter difficulty, so that we can improve the site. We do not use analytics to make decisions about your care.

You can control cookies through your browser settings. Blocking some cookies may affect how parts of the website behave, but it will not prevent you from contacting the practice or receiving services.

12. Data Security Measures

We protect information with a combination of technical, administrative and physical safeguards. Technical measures include encryption of data in transit, access controls, strong authentication for staff accounts, and regular software updates. Administrative measures include confidentiality training, written policies, and role based access that limits each person to the information needed for their work. Physical measures include locked storage and controlled access to our office.

No system can be guaranteed to be completely secure. We work to reduce risk continuously and to respond quickly if something goes wrong. If a breach occurs that is likely to result in a risk to your rights or wellbeing, we will notify you and the relevant authorities without undue delay, and we will explain what happened and what we are doing about it.

Please help us protect your information by using a private email account, avoiding sensitive detail in ordinary email where possible, and telling us promptly if you believe your information has been compromised.

13. Data Retention

We keep information for as long as it is needed to provide care, to meet professional and legal obligations, and to resolve any questions that arise later. Clinical records are generally retained for the period required by applicable law and professional standards, which in many places is several years after the last contact.

Administrative and financial records are kept for the periods required for tax, accounting and regulatory purposes. Website logs are kept only as long as needed for security and troubleshooting, and are then deleted or aggregated.

When information is no longer needed, we dispose of it securely. Paper records are shredded, and electronic records are deleted or destroyed in a way that prevents recovery. We do not keep information indefinitely simply because storage is cheap.

14. Your Rights and Choices

Subject to applicable law, you may have a number of rights regarding your personal information. These commonly include the following.

• The right to be informed about how your information is used
• The right to access a copy of the information we hold about you
• The right to ask us to correct information that is inaccurate
• The right to ask us to delete information in certain circumstances
• The right to restrict or object to certain processing
• The right to withdraw consent where processing is based on consent
• The right to receive certain information in a portable format
• The right to complain to a supervisory authority

These rights are not absolute. For example, we may need to retain clinical records to comply with law or to defend a legal claim, and we may decline a request that would require us to delete information we are obliged to keep. Where we decline a request, we will explain the reason in writing.

To exercise any right, contact us using the details at the end of this policy. We may need to verify your identity before acting, and we will respond within the time required by law. We do not charge a fee for reasonable requests.

15. Privacy for Children and Teenagers

We provide services to teenagers and, in some circumstances, to younger children with the involvement of a parent or guardian. We take the privacy of young people seriously and explain our confidentiality practices to them in language they can understand.

For clients under the age required for independent consent in their jurisdiction, a parent or guardian generally provides consent for services. We still offer the young person a meaningful degree of privacy within the counseling relationship, because trust is essential to effective work. The boundaries of that privacy are explained at the start, including the situations in which we must involve a parent or guardian.

We do not knowingly collect personal information from children through this website. If you believe a child has submitted information to us through the website without appropriate involvement, please contact us and we will remove it.

16. Appointment Reminders and Messages

We send appointment reminders by telephone, email or secure message according to the preferences you provide. Reminders are written to avoid disclosing clinical detail, so that a message seen by another person reveals as little as possible.

You may choose how we contact you, and you may change that choice at any time. If you would prefer that we not leave voicemail, or that we use only one channel, tell us and we will record the preference. We recommend secure messaging for any communication that includes clinical detail.

Please note that ordinary email and text messages are not perfectly secure. We use them because they are convenient and familiar, but we encourage you to keep sensitive content for secure channels or for the session itself.

17. Third Party Links

Our website may link to resources operated by other organisations, such as crisis lines, professional bodies or government information pages. We provide these links because they may be useful, but we do not control the linked sites and we are not responsible for their privacy practices.

When you follow a link to another website, that site applies its own policies. We encourage you to read the privacy notice of any site you visit, especially before providing personal information. A link from our site does not mean that we endorse every practice of the linked organisation.

If a link on our site is broken or leads to content that concerns you, please tell us so that we can review it.

18. International Visitors

Our practice operates in the United States, and our records are primarily stored and processed there. If you contact us from another country, your information may be transferred to and processed in the United States, where privacy laws may differ from those in your location.

Where we transfer information across borders, we take steps to ensure that appropriate safeguards apply, such as contractual protections with service providers and limiting transfers to what is necessary. By using our website or services from outside the United States, you understand that your information may be processed in the United States.

If you have questions about cross border transfers, please contact us before providing information so that we can explain the position clearly.

19. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, in technology, or in the law. When we make a material change, we will update the effective date at the top of the page and, where appropriate, provide a more prominent notice.

We encourage you to review this policy periodically. Your continued use of the website or services after an update takes effect indicates that you accept the revised policy, to the extent permitted by law.

Earlier versions of this policy are available on request. If a change would affect how we use information you have already provided, we will explain the change and, where required, ask for your consent before applying it.

20. How to Contact Us

If you have questions about this policy, wish to exercise a right, or have a concern about how your information has been handled, please contact Delgado Mental Health LLC using the details below.

Delgado Mental Health LLC
2756 S 8950 W
Magna - 84044-1121
United States (US)

Telephone: +12694855544
Email: service@delgadomind.hair

We take concerns seriously. If you are not satisfied with our response, you may have the right to complain to a supervisory authority in your jurisdiction. We will cooperate fully with any such process.