Privacy Policy

Privacy Policy

1) Who we are

“Strong Minds PLLC” (“Strong Minds,” “we,” “us,” “our”) provides psychiatric services in Vienna, Virginia and via telehealth. This Privacy Policy applies to information collected through our website and related online services.

2) Information we collect

We may collect the following categories of information:

• Contact information: name, email address, phone number, and message contents when you contact us.
• Scheduling information: if you use a scheduling portal (for example, Valant), the information you submit is collected by that provider and shared with us as needed to arrange your appointment.
• Website usage data: IP address, device/browser type, pages viewed, referring page, and approximate location derived from IP address.
• Cookies and similar technologies: used for essential site functionality and basic analytics (see “Cookies” below).

3) How we use information

We use information to:

• Respond to inquiries and provide customer support
• Facilitate scheduling, administrative communications, and service delivery
• Operate, maintain, and improve the website
• Monitor for security issues, fraud, and misuse
• Comply with legal obligations and enforce our policies

4) Cookies & analytics

Cookies are small files stored on your device that help websites function properly. We may use:

• Essential cookies that support site functionality and security
• Analytics cookies that help us understand how visitors use the site (for example, pages visited and time on site)

You can control cookies through your browser settings. If you disable cookies, parts of the website may not work as intended.

5) How we share information

We may share information in the following situations:

• Service providers: with vendors who help operate our website or business (hosting, email delivery, analytics, scheduling) and who are obligated to protect the information.
• Legal and safety: to comply with applicable law, respond to lawful requests, protect rights and safety, or investigate fraud/security issues.
• Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets, consistent with law.

6) Data security

We use reasonable safeguards designed to protect information. However, no website, device, or transmission is completely secure. If you believe your information has been compromised, please contact us using the details below.

7) Data retention

We keep information for as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law. Clinical records are retained according to applicable healthcare record retention requirements.

8) Your choices

• You may request access, correction, or deletion of certain information by contacting us.
• You may opt out of non-essential cookies through your browser settings.

9) Children’s privacy

This website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the website. If you believe a child has submitted information through the site, please contact us.

10) External links

Our website may link to third-party sites (including scheduling or portal services). We are not responsible for their privacy practices. Review the third party’s privacy policy before providing information.

11) Changes to this policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

Terms & Conditions

1) Acceptance of terms

By accessing or using this website, you agree to these Terms & Conditions and our Privacy Policy. If you do not agree, please do not use the website.

2) Not medical advice / no emergency services

Information on this website is provided for general informational purposes only and is not medical advice. This website is not intended for emergencies. If you are experiencing an emergency, call 911 or go to the nearest emergency room. If you are in crisis, you can also call or text 988 (Suicide & Crisis Lifeline in the U.S.).

3) Website communications

Email and standard web forms may not be secure. Do not send sensitive medical or personal information through general website forms. If you become a patient, you may be provided secure communication options (such as a patient portal) for clinical matters.

4) Scheduling & third-party services

We may provide links to third-party tools (such as scheduling and patient portal systems). Your use of third-party services is governed by their terms and privacy policies. Strong Minds PLLC is not responsible for third-party content, availability, or practices.

5) Intellectual property

The website content, design, text, graphics, and branding are owned by or licensed to Strong Minds PLLC and protected by applicable laws. You may view and print pages for your personal, non-commercial use only.

6) Prohibited use

You agree not to:

• Use the website in any way that violates applicable law
• Attempt to gain unauthorized access to the website or related systems
• Interfere with or disrupt the website’s security or performance
• Introduce malware, scraping, automated attacks, or other harmful code

7) Disclaimers

The website is provided “as is” and “as available.” We do not make warranties of any kind, express or implied, including warranties of accuracy, reliability, non-infringement, or fitness for a particular purpose.

8) Limitation of liability

To the fullest extent permitted by law, Strong Minds PLLC will not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or related to your use of the website.

9) Governing law

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to conflict of law principles.

10) Contact

Questions about these Terms can be directed to the contact information in the “Contact” section below.

HIPAA Notice of Privacy Practices

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

1) Our duties

Strong Minds PLLC is required by law to maintain the privacy and security of your protected health information (“PHI”). We will promptly notify you if a breach occurs that may have compromised the privacy or security of your PHI. We must follow the duties and privacy practices described in this notice and give you a copy of it.

2) How we typically use or share your PHI

We typically use or share your PHI in the following ways:

Treatment

We may use and share your PHI to provide and coordinate your care. For example, we may share information with other providers involved in your care (with consent when required).

Payment

We may use and share your PHI to bill and receive payment for services. For example, we may share information with your health plan to process claims.

Healthcare operations

We may use and share your PHI to run our practice, improve care, and contact you when necessary. For example, we may use PHI for quality assessment, training, licensing, auditing, and administrative activities.

3) Other ways we may use or share PHI

We are allowed or required to share your PHI in other ways—usually in ways that contribute to the public good (such as public health and research). We must meet many conditions in the law before we can share your information for these purposes.

• Public health & safety: to prevent or reduce a serious threat to health or safety, report suspected abuse/neglect when required, or support public health reporting.
• Health oversight activities: for audits, investigations, and inspections by government agencies.
• Law enforcement: in response to a court order, subpoena, or other lawful process, as permitted by law.
• Compliance with the law: when required by state or federal law.
• Coroners, medical examiners, and funeral directors: as permitted by law.
• Workers’ compensation: for workers’ compensation claims as allowed by law.

4) Uses and disclosures that require your written authorization

Certain uses and disclosures of PHI (such as sharing psychotherapy notes, when applicable, or certain marketing purposes) generally require your written authorization unless an exception applies. You may revoke an authorization at any time in writing, but it will not affect disclosures already made in reliance on it.

5) Your rights regarding your PHI

You have the right to:

• Get a copy of your health and billing records (with limited exceptions). We may charge a reasonable, cost-based fee.
• Ask us to correct health information you believe is incorrect or incomplete.
• Request confidential communications (for example, ask us to call a different phone number or send mail to a different address).
• Ask us to limit what we use or share (we are not required to agree in all cases, but will consider your request).
• Get a list (accounting) of certain disclosures.
• Get a copy of this notice at any time.
• Choose someone to act for you (medical power of attorney or legal guardian).

6) Complaints

If you feel we have violated your privacy rights, you may file a complaint with us and/or with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.

7) Changes to this notice

We reserve the right to change the terms of this notice, and the changes will apply to all PHI we maintain. The updated notice will be available upon request and will be posted on this page with a revised effective date.

Contact

Privacy questions / requests:

• Strong Minds PLLC
• 8296 Old Courthouse Rd, Suite C, Vienna, VA 22182
• Phone: (719) 357-9445
• Email: info@strongmindspllc.com

For non-emergency concerns after hours, please use your patient portal (if you are an established patient) or call during business hours. If you are experiencing an emergency, call 911.