Privacy Policy

Last Updated: [August 2025]

Welcome to the website of Rapha's Counseling ("we," "us," or "our"). We are committed to protecting the privacy and confidentiality of our clients and website visitors. This Privacy Policy outlines how we collect, use, and protect your personal and protected health information, both through this website and in the course of providing our therapeutic services.

By using this website, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect various types of information, both from our website visitors and from our clients.

A. Website Visitors: When you visit our website, we may collect the following information automatically:

Log Data: This includes your IP address, browser type, operating system, and the pages you visit on our site. We use this information to analyze website traffic, improve our website's functionality, and ensure its security.
Cookies: We use cookies to enhance your Browse experience. Cookies are small data files stored on your device. You can choose to disable cookies through your browser settings, but please note that some features of our website may not function properly as a result.
Contact Form Submissions: If you use our contact form, we collect the information you provide, such as your name, email address, phone number, and the content of your message. This information is used solely to respond to your inquiry.

B. Clients and Prospective Clients: To provide our therapeutic services, we collect and maintain a variety of personal and protected health information, which may include:

Contact Information: Name, address, phone number, and email.
Demographic Information: Date of birth, age, gender, and other relevant personal characteristics.
Health and Medical Information: Presenting issues, health history, diagnoses, treatment plans, and session notes.
Billing and Insurance Information: Insurance provider, policy number, and billing details.
Other Information: Any other information you choose to share with us during your therapeutic journey.

2. How We Use Your Information

The information we collect is used for the following purposes:

To Provide Therapeutic Services: The primary use of your protected health information is to deliver high-quality, personalized therapeutic care.
To Communicate with You: We use your contact information to schedule appointments, send reminders, and respond to your inquiries.
For Billing and Administrative Purposes: We use your information to process payments, file insurance claims, and manage your client file.
To Improve Our Website: We use website visitor data to analyze trends, monitor the performance of our site, and enhance the user experience.
Legal and Ethical Obligations: We may be required to use or disclose your information to comply with legal obligations, ethical guidelines, or professional standards.

3. Confidentiality and Disclosure of Protected Health Information

The confidentiality of your protected health information is of utmost importance. Your information will not be disclosed to anyone without your written consent, with the following exceptions as permitted or required by law:

Duty to Warn and Protect: If we believe there is a clear and imminent danger to yourself or others, we are legally and ethically obligated to take steps to ensure safety, which may include disclosing information to relevant authorities.
Abuse and Neglect: We are mandated reporters for any suspected or actual abuse or neglect of a child, elderly person, or disabled person.
Court Orders: If we receive a valid court order or subpoena, we may be required to disclose your records.
Supervision and Consultation: As part of professional practice, we may consult with other professionals to improve the quality of care. In these cases, all identifying information will be removed to protect your confidentiality.
Billing and Insurance: We may need to share limited information with your insurance provider to process claims.

4. Your Rights Regarding Your Information

You have the right to:

Access Your Records: You can request a copy of your records. Please submit a written request, and we will provide the information in a timely manner.
Request an Amendment: If you believe your records contain incorrect information, you have the right to request a correction.
Request Confidential Communications: You can request that we communicate with you in a specific way or at a specific location (e.g., only call your cell phone, not your home phone).
Request a Restriction: You can ask us to restrict how we use or disclose certain parts of your protected health information. We are not required to agree to all requests, but we will carefully consider them.
File a Complaint: If you believe your privacy rights have been violated, you have the right to file a complaint with our office or with the relevant government body (e.g., the U.S. Department of Health and Human Services Office for Civil Rights).

5. Data Security

We take reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, use, or disclosure. This includes securing your digital records with passwords, firewalls, and encryption, and storing physical records in a locked and secure location.

6. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these sites. We encourage you to review the privacy policies of any third-party sites you visit.

7. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

8. Contact Us

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

[Your Name/Practice Name] [Your Address] [Your Phone Number] [Your Email Address]