Privacy policy.

Last Updated: November 12, 2025

Mindful Reflections LLC is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains how we collect, use, and protect your information when you use our telehealth services or visit our website at [your website URL].

This notice complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable U.S. privacy laws.

1. Information We Collect

We collect and store only the information necessary to provide safe, ethical, and effective telehealth therapy.

Personal Information

  • Name, date of birth, address, phone number, and email address

  • Payment and billing information (if applicable)

  • Emergency contact details

Health Information

  • Information shared during therapy sessions, assessments, or communications

  • Clinical records, treatment notes, and related documentation

  • Information you provide via secure intake forms or telehealth platforms

Technical and Usage Data

  • Device and browser information, IP address, and usage data collected automatically when using our website or telehealth platform (for security and troubleshooting).

  • We may use cookies or analytics tools to understand website traffic patterns. You can disable cookies in your browser settings.

2. How We Use Your Information

We use your information to:

  • Deliver telehealth therapy and related clinical services

  • Communicate with you about scheduling, care, and billing

  • Maintain secure health records and meet professional standards

  • Comply with legal, ethical, and licensing obligations

  • Improve service quality and website functionality

We do not sell, rent, or share your information for marketing purposes.

3. How We Protect Your Information

We implement strict administrative, technical, and physical safeguards to protect your privacy, including:

  • HIPAA-compliant telehealth and electronic health record (EHR) platforms

  • End-to-end encryption for video sessions and electronic communications

  • Password-protected devices and systems

  • Limited access to your records by authorized personnel only

  • Secure data backups and storage

Despite these precautions, no method of transmission over the Internet can be guaranteed 100% secure. We take every reasonable step to protect your data in compliance with HIPAA.

4. Communication by Electronic Means

We use secure, HIPAA-compliant platforms for telehealth sessions and client communications.
If you choose to communicate via email or text message, please note that these methods may not be fully secure. By initiating communication through these channels, you acknowledge and accept that risk.

You may request alternative methods of communication at any time.

5. How We May Share Your Information

Your information may only be shared in the following cases:

  • With your written authorization, such as sharing records with another healthcare provider

  • For treatment, payment, and healthcare operations, including claims processing and quality assurance

  • With business associates (e.g., billing or telehealth platform vendors) who are bound by HIPAA Business Associate Agreements (BAAs)

  • As required by law, such as mandatory reporting of abuse, threats of harm, or court orders

We do not disclose your information for marketing or other non-clinical purposes without your explicit consent.

6. Your Rights Under HIPAA

You have the right to:

  • Access and receive a copy of your health information

  • Request corrections to inaccurate or incomplete information

  • Request restrictions on how your information is used or disclosed

  • Request confidential communications (e.g., alternate phone or email)

  • Receive an accounting of certain disclosures of your health information

  • File a privacy complaint without fear of retaliation

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

7. Record Retention

We retain your health records for the time required by law and professional regulations (typically 7 years for adults and longer for minors). After this period, records are securely deleted or destroyed.

8. State Licensing and Jurisdiction

Our telehealth services are provided in compliance with the laws and licensing regulations of the state(s) in which our clinicians are licensed. You must be physically located in one of those states at the time of your session.

If you move or travel outside of our service area, we may not be able to continue care until licensure allows.

9. Third-Party Links and Platforms

Our website or telehealth system may include links to third-party tools or services. We are not responsible for the privacy practices or content of those third-party sites.

Always review their privacy policies before sharing personal information.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. The latest version will always be available on our website, with an updated “Last Updated” date.

11. Contact Us

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

Mindful Reflections, LLC
April Bowers, LPC

Email: aprilbowerslpc@gmail.com
Phone: 724-464-3279

If you believe your privacy rights have been violated, you may file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR) at https://www.hhs.gov/ocr.
There will be no retaliation for filing a complaint.