Privacy Policy

Effective Date: July 1, 2025

At Sound Mind Collective LLC (“Company,” “we,” “our,” or “us”), your privacy is important to us. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website https://sound-mind-collective.com.

By accessing or using our Site, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use immediately.

1. Information We Collect

We may collect personal and non-personal information in the following ways:

a. Personal Information You Voluntarily Provide

Contact Forms: Name, email address, phone number, and any other details you provide.
Scheduling Tools: Information submitted when requesting an appointment.
Client Portal Access: If you are a client, you may access a secure third-party platform for communication, forms, and billing.

Note: We do not request or collect Protected Health Information (PHI) via unsecured website forms or email. PHI is handled through secure, HIPAA-compliant platforms.

b. Automatically Collected Information

Device Information: IP address, browser type, operating system.
Usage Data: Pages visited, time spent on the site, clickstream data.
Cookies & Tracking Technologies: Used to enhance your experience. You can control or disable cookies through your browser settings.

2. How We Use Your Information

We may use the information we collect to:

Respond to inquiries and schedule appointments.
Send administrative information (e.g., confirmations, updates).
Improve our website functionality and user experience.
Comply with legal obligations and enforce our terms.

We do not sell, rent, or trade your personal information.

3. Protected Health Information (PHI) and HIPAA Compliance

If you become a client, any personal health information collected through our secure client portal or during treatment is protected under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

We maintain physical, administrative, and technical safeguards to protect PHI, including:

Use of encrypted and HIPAA-compliant software for telehealth, scheduling, and communication.
Internal access controls and privacy training for staff.
Secure document storage and transmission procedures.

Please refer to our separate Notice of Privacy Practices for details about how your PHI is used and disclosed in accordance with HIPAA.

4. Sharing of Information

We may share your information only in the following circumstances:

With service providers or contractors who help operate our Site or practice (e.g., website host, EHR/telehealth software), and only to the extent necessary.
To comply with legal obligations (e.g., court orders, legal investigations).
To protect the rights and safety of our clients, employees, and the public.

All third-party service providers we use who handle PHI are required to sign Business Associate Agreements (BAAs) per HIPAA regulations.

6. Third-Party Links

The Site may contain links to third-party websites or services. These are provided for your convenience only. We are not responsible for the content, security, or privacy practices of any third-party site. Accessing these links is at your own risk.

7. Limitation of Liability

To the maximum extent allowed by law, Sound Mind Collective LLC shall not be liable for any indirect, incidental, or consequential damages arising from your use of the Site or any services or information obtained through it.

7. Your Privacy Rights

Depending on your location, you may have rights under state or federal laws to:

With service providers or contractors who help operate our Site or practice (e.g., website host, EHR/telehealth software), and only to the extent necessary.
To comply with legal obligations (e.g., court orders, legal investigations).
To protect the rights and safety of our clients, employees, and the public.

All third-party service providers we use who handle PHI are required to sign Business Associate Agreements (BAAs) per HIPAA regulations.

9. Modification of Terms

We reserve the right to modify these Terms at any time. The “Effective Date” will be updated when changes are made. Continued use of the Site constitutes your agreement to the revised Terms.

10. Governing Law

These Terms are governed by the laws of the State of [Insert State], without regard to conflict of law principles. All disputes shall be resolved in the state or federal courts located in Fairfield County, CT.