Privacy Policy

Balance and Bloom Therapy LLC

Effective Date: 01/01/2025

At Balance and Bloom Therapy LLC, your privacy matters to us. We understand that seeking mental health support is a personal experience, and we are committed to respecting your privacy, protecting your information, and maintaining a welcoming and trustworthy environment.

This Privacy Policy explains how we collect, use, protect, and share information when you visit our website, www.balancenbloomtherapy.com, or communicate with our practice through our online services.

By using our website, you acknowledge the practices described in this policy.

1. Important: do not send private health information through our website

The Website and its contact form are intended for general, non-clinical inquiries only.

Do not submit PHI or other private health information through the Website contact form or unencrypted email. This includes diagnoses, symptoms, treatment information, therapy or psychiatric concerns, medication questions, appointment details, insurance information, payment information, records, crisis information, or other sensitive personal information.

The public Website and its contact form are not a secure patient portal, are not used to provide telehealth services, and are not monitored for emergencies. Existing patients should use the secure Patient Portal or the communication method provided by Balance and Bloom for confidential, patient-specific, scheduling, medication, billing, or clinical matters.

If you are experiencing a medical or mental-health emergency, call 911, call or text 988 for the Suicide & Crisis Lifeline, or go to the nearest emergency department

When you visit our website or contact Balance and Bloom Therapy, we may collect certain information depending on how you interact with us.

Personal Information

Information you voluntarily provide may include your name, email address, telephone number, appointment preferences, and details you choose to share when requesting information about our services.

Website Usage Information

Certain technical information may be collected automatically when you visit our website. This may include your IP address, browser type, device information, pages visited, and general website activity.

Appointment and Client Information

Individuals who request or receive mental health services may provide additional personal and health-related information through our designated client portal, intake documents, or other approved communication methods.

Information related to clinical services is handled in accordance with applicable privacy laws, including HIPAA where applicable.

2. How We Use Your Information

Balance and Bloom Therapy uses information collected through our website for legitimate practice-related purposes, including:

Responding to inquiries and appointment requests.
Providing information about our services and clinicians.
Coordinating scheduling and initial consultations.
Maintaining and improving website functionality.
Supporting the security and operation of our website.
Complying with applicable legal and professional obligations.

We do not use information you disclose about your mental health or request for treatment for targeted advertising without any consent or authorization required by applicable law.

3. Confidentiality and Protected Health Information

We recognize the importance of confidentiality in mental health care.

Information maintained as part of your clinical record may qualify as Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

When HIPAA applies, the collection, use, disclosure, and protection of this information are governed by applicable law and our separate HIPAA Notice of Privacy Practices.

Our HIPAA Notice of Privacy Practices provides additional information about your rights, how your health information may be used or disclosed, and how to raise privacy concerns.

This website Privacy Policy does not replace or modify our HIPAA Notice of Privacy Practices.

4. Website Forms and Electronic Communication

Visitors may contact Balance and Bloom Therapy through email, telephone, website inquiry features, or appointment request links.

Although we take privacy seriously, standard email and general website contact forms may not provide the same security protections as our designated client portal.

For your privacy, please avoid submitting detailed medical histories, diagnoses, sensitive mental health information, or other confidential clinical information through general website forms or unsecured email.

Sensitive clinical information should be shared through communication methods approved by our practice.

Information submitted through an inquiry may still be subject to applicable privacy protections, depending on its nature and the circumstances in which it is collected.

5. Client Portal and Third-Party Services

Balance and Bloom Therapy uses SimplePractice to support client scheduling, intake documentation, practice management, and secure client communications.

When accessing the client portal, you may be directed to a separate website operated by SimplePractice.

Our website also relies on website hosting and related technology services, including Squarespace.

These third-party providers may process certain information as necessary to deliver their services, subject to applicable privacy requirements and contractual arrangements.

Where required by HIPAA, we use appropriate agreements and safeguards with service providers that handle Protected Health Information on our behalf.

We encourage visitors to review the privacy policies of third-party services they access through our website.

6. Cookies and Website Analytics

Our website may use cookies and similar technologies to support basic functionality, improve the visitor experience, and understand how visitors use our website.

Cookies are small files stored on your device that may help websites remember preferences or collect technical information about website activity.

Depending on the website's configuration, these technologies may include essential cookies and optional analytics or performance cookies.

You may be able to limit or disable certain cookies through your browser settings or available website privacy controls. Disabling cookies may affect some website features.

We recognize that information about a person's interest in mental health services can be sensitive. We are committed to complying with applicable privacy requirements when using website analytics and tracking technologies.

7. How Information May Be Shared

Balance and Bloom Therapy respects the confidentiality of personal information.

We may share information with authorized service providers assisting with website hosting, scheduling, communications, or other operational functions when necessary and legally permitted.

Information may also be disclosed when required by applicable law, valid legal process, or other lawful obligations.

Any sharing of Protected Health Information is subject to the applicable privacy requirements and restrictions governing clinical records.

We do not sell Protected Health Information.

8. Data Security

We take reasonable administrative, technical, and organizational measures to protect information against unauthorized access, misuse, alteration, or disclosure.

These measures may include restricted access to information, password-protected systems, and the use of designated practice management platforms.

However, no website, electronic communication method, or internet-based system can guarantee complete security.

Visitors are encouraged to use secure devices, protect account passwords, and exercise discretion when transmitting personal information electronically.

9. Information Retention

We retain information for as long as reasonably necessary to fulfill the purposes described in this policy or to satisfy applicable legal, regulatory, professional, and record keeping requirements.

Clinical records are maintained according to applicable healthcare record retention obligations and professional standards.

Website inquiries and other nonclinical information may be retained for appropriate administrative and operational purposes.

10. Your Privacy Rights and Choices

Depending on the nature of the information and applicable law, you may have rights to request access to information maintained about you, request corrections, ask questions about how information is used, or request limitations on certain disclosures.

Requests relating to clinical records and Protected Health Information are governed by applicable healthcare privacy laws and our HIPAA Notice of Privacy Practices.

You may contact Balance and Bloom Therapy with questions about your privacy rights or to make an appropriate request concerning your information.

Certain information, including clinical records, may be subject to legal retention requirements and may not be eligible for deletion upon request.

11. Children's and Adolescents' Privacy

Balance and Bloom Therapy provides mental health services to adults and adolescents as clinically appropriate.

The privacy of minors is taken seriously. Information concerning adolescent clients is handled in accordance with applicable federal and Ohio laws governing confidentiality, parental access, consent, and healthcare records.

Parents or legal guardians seeking services for a minor are encouraged to contact our practice directly to discuss the intake process and applicable privacy considerations.

Our general website is not intended to solicit personal information from children under the age of 13 without appropriate parental or legal authorization.

12. External Websites and Resources

Our website may include links to external resources, professional directories, scheduling platforms, or other websites.

These websites operate independently and may maintain their own privacy policies and information collection practices.

Balance and Bloom Therapy is not responsible for the privacy practices or content of independently operated third-party websites.

We encourage visitors to review the privacy policies of external websites before sharing personal information.

13. Changes to This Privacy Policy

Balance and Bloom Therapy may update this Privacy Policy periodically to reflect changes in our services, website operations, technology, or applicable legal requirements.

Any changes will be posted on this page with a revised effective date.

We encourage visitors to review this policy periodically to remain informed about our privacy practices.

Material changes affecting Protected Health Information will be addressed in accordance with applicable privacy laws and our HIPAA Notice of Privacy Practices.

14. Contact Us

If you have questions about this Privacy Policy, how your information is handled, or your privacy rights, please contact our practice.