privacy policy | Heart Meets Mind

Effective Date: August 20, 2026

Safeguarding your privacy is a foundational principle at Heart Meets Mind Psychology, PLLC ("we," "us," or "our"). This Privacy Policy details the methods by which we gather, utilize, safeguard, and share the personal data obtained through our online platforms and professional services. We are fully dedicated to upholding the confidentiality of your information in strict accordance with ethical guidelines and legal requirements, including the Health Insurance Portability and Accountability Act (HIPAA) and applicable New York State laws.

1. Information We Collect

When you interact with our website, submit inquiries, or enroll as a client, we may gather the following categories of information:

Personal Information you supply voluntarily via emails, forms, or booking systems (e.g., your name, contact information, and reasons for seeking care).
Usage Data automatically collected via cookies or analytical software, such as your IP address, browser type, and site navigation patterns.
Appointment and Inquiry Details submitted during the appointment scheduling or initial inquiry process.

2. How We Use Your Information

The information we collect is utilized strictly to:

Address your inquiries and manage appointment scheduling.
Provide psychological services, which includes virtual teletherapy sessions.
Analyze and enhance our website's performance and user experience.
Ensure our communication channels remain secure and HIPAA-compliant.
Fulfill our legal, ethical, and regulatory obligations.

3. Teletherapy Services and New York Requirements

Our virtual therapy sessions are conducted via secure, HIPAA-compliant networks. While we implement rigorous technical safeguards to protect online sessions, it is important to acknowledge that electronic transmissions can never be guaranteed to be 100% free of risk.

For New York Clients: Explicit informed consent is required prior to beginning teletherapy. Additionally, state regulations require that you inform us of your physical location at the start of each virtual session. You must be physically located within New York State (or a jurisdiction where your provider is legally authorized to practice) during your appointment.

4. Use of Third-Party Services

To support and streamline our practice, we utilize specific third-party tools:

Wix Analytics: For monitoring and understanding overall website traffic and visitor engagement.
CarePatron: Our secure client portal used for intake processing, scheduling, billing, and payment management.
Google Workspace: For communication needs such as emailing

These external providers operate under their own distinct privacy guidelines, which we encourage you to review. We strictly prohibit the sale or rental of your personal data to any external parties.

5. Data Security and Confidentiality

Client privacy is the cornerstone of our psychological practice. We enforce strict physical, technical, and administrative protections that align with HIPAA standards. Your personal data will never be sold or distributed for marketing purposes.

Exceptions to Confidentiality: Under New York State and federal law, confidentiality may be breached under legally mandated conditions. These include, but are not limited to:

A direct court order.
Suspected child abuse or maltreatment, or the abuse/neglect of a vulnerable adult.
Situations where there is an imminent risk of severe harm to yourself or others.
NY SAFE Act (Mental Hygiene Law § 9.46): We are legally mandated to report to local health officials if we conclude that a client is likely to engage in conduct that would result in serious harm to self or others.

6. Record Retention

In compliance with New York State Education Department (NYSED) guidelines, adult client records are securely retained for a minimum of six (6) years. Records for minor clients are retained for six (6) years, or until the client reaches the age of 22, whichever duration is longer.

7. Client Privacy Rights

You maintain substantial control over your protected health information. Your rights include the ability to:

Access and review your clinical records and billing history.
Request appropriate amendments or corrections to your personal file.
Opt out of non-essential communications at your discretion.
Submit a formal complaint to the Department of Health and Human Services or the New York State Office of the Professions should you feel your privacy rights have been compromised.

8. Contact Information

For questions regarding this policy or to exercise any of your privacy rights, please reach out to us by visiting our Contact Page.

9. Policy Modifications

This Privacy Policy may be revised from time to time to reflect changes in our practices or legal requirements. Any updates will be published on this page alongside a new effective date. We recommend reviewing this document periodically to stay informed about how we protect your data.