Privacy Policy

New Insight Clinical Counseling LLC

Effective Date: December 27, 2025
Last Updated: December 27, 2025

Female Mental Health Specialists - Growing With You From Teens to Adults

TABLE OF CONTENTS

1. Introduction
2. Information We Collect
3. How We Use Your Information
4. How We Share Your Information
5. Cookies and Tracking Technologies
6. Data Security
7. Data Retention
8. Your Privacy Rights
9. Special Considerations for Minors
10. Telehealth Privacy Considerations
11. SMS/Text Messaging Communications
12. Changes to This Privacy Policy
13. Contact Us
14. Consent

INTRODUCTION

New Insight Clinical Counseling LLC ("New Insight," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.newinsightcc.com and use our services.

This Privacy Policy applies to information collected through our website and does not apply to Protected Health Information (PHI) collected during the course of treatment, which is governed by our HIPAA Notice of Privacy Practices provided separately to clients.

Important Distinction: Website Privacy vs. Health Information Privacy

Website Privacy: Covers information collected through our website, including contact forms, cookies, and general browsing data.

HIPAA Notice of Privacy Practices: Covers Protected Health Information (PHI) collected during treatment. Clients receive this separately and it governs how we use and disclose health information.

INFORMATION WE COLLECT

1. Information You Provide Directly

We collect information that you voluntarily provide when you:

- Contact Us: Name, email address, phone number, and message content through contact forms
- Request Appointments: Name, contact information, insurance details, and basic information about services needed
- Subscribe to Communications: Email address for newsletters or updates
- Submit Employment Applications: Name, contact information, resume, and professional credentials

2. Information Collected Automatically

When you visit our website, we automatically collect:

- Device Information: IP address, browser type, operating system, device identifiers
- Usage Data: Pages visited, time spent on pages, links clicked, referring website
- Location Data: General geographic location based on IP address
- Cookies and Similar Technologies: See "Cookies and Tracking Technologies" section below

3. Information from Third Parties

We may receive information from:

- Insurance Verification Services: When verifying your insurance coverage
- Referral Sources: With appropriate authorization, from healthcare providers or other referral sources
- Public Databases: Professional licensing verification

HOW WE USE YOUR INFORMATION

We use collected information for the following purposes:

Service Delivery
- Respond to inquiries and appointment requests
- Schedule and coordinate appointments
- Verify insurance coverage and eligibility
- Provide requested services and support

Practice Operations
- Improve our website and user experience
- Maintain and improve our services
- Analyze website traffic and usage patterns
- Send administrative communications

Marketing and Communications
- Send newsletters and practice updates (with your consent)
- Share mental health resources and educational content
- Promote our services to individuals who have expressed interest

Legal and Compliance
- Comply with legal obligations and regulations
- Protect against fraud, security threats, and legal liability
- Enforce our terms of service and policies

Legal Basis for Processing (GDPR Compliance)

For users in the European Economic Area, we process your information based on:

- Consent: When you provide explicit consent for specific purposes
- Contract: To fulfill our obligations in providing services to you
- Legal Obligation: To comply with applicable laws and regulations
- Legitimate Interests: To operate our practice, improve services, and protect against fraud

HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal information. We may share information in the following circumstances:

Service Providers

We share information with trusted third-party service providers who assist us:

- Practice Management Software: SimplePractice & IntakeQ (HIPAA-compliant for health information)
- Website Hosting:Wix.com
- Email Services: Gmail.com
- Analytics Providers: Google Analytics (anonymized data)
- Payment Processing: Secure payment processors for financial transactions

All service providers are contractually obligated to protect your information and use it only for specified purposes.

Legal Requirements

We may disclose information when required by law:

- Court orders, subpoenas, or legal processes
- To protect our rights, property, or safety
- To investigate fraud or security issues
- In connection with legal proceedings

Business Transfers

If New Insight is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information becomes subject to different privacy practices.

With Your Consent

We may share information for purposes not described in this policy with your explicit consent.

COOKIES AND TRACKING TECHNOLOGIES

What Are Cookies?

Cookies are small text files stored on your device that help us provide and improve our services.

Types of Cookies We Use

Essential Cookies: Required for website functionality (cannot be disabled)
- Session management
- Security features
- Basic functionality

Analytics Cookies: Help us understand how visitors use our website
- Google Analytics (anonymized IP addresses)
- Website traffic analysis
- User behavior patterns

Functionality Cookies: Remember your preferences
- Language preferences
- Accessibility settings
- Location preferences

Managing Cookies

You can control cookies through:
- Browser settings (block all cookies or specific types)
- Opt-out tools: Google Analytics Opt-out (https://tools.google.com/dlpage/gaoptout)
- Privacy settings on this website

Note: Disabling cookies may limit website functionality.

DATA SECURITY

We implement appropriate technical and organizational measures to protect your information:

Security Measures

- Encryption: SSL/TLS encryption for data transmission
- Secure Servers: Data stored on secure, access-controlled servers
- Access Controls: Limited access to personal information on a need-to-know basis
- Regular Security Audits: Ongoing monitoring and testing of security measures
- Staff Training: Regular privacy and security training for all staff

HIPAA Compliance

For Protected Health Information (PHI), we maintain HIPAA-compliant practices including:
- Business Associate Agreements with all applicable vendors
- Encrypted communication systems
- Secure documentation and storage systems

Important: While we strive to protect your information, no internet transmission is 100% secure. Please use caution when submitting sensitive information online.

DATA RETENTION

We retain your information for as long as necessary to fulfill the purposes outlined in this policy:

Website Contact Information

- Contact form submissions: 2 years or until you request deletion
- Newsletter subscriptions: Until you unsubscribe
- Website analytics: Anonymized data retained indefinitely

Client Health Information

- Governed by HIPAA Notice of Privacy Practices
- Retained according to Virginia state law requirements (minimum 6 years after last contact)
- May be retained longer if required by law

YOUR PRIVACY RIGHTS

You have the following rights regarding your personal information:

Access and Correction
- Request access to personal information we hold about you
- Request correction of inaccurate or incomplete information

Deletion
- Request deletion of your personal information (subject to legal requirements)
- Note: We may need to retain certain information for legal compliance

Data Portability
- Request a copy of your information in a portable format

Opt-Out Rights
- Unsubscribe from marketing communications at any time
- Opt out of analytics tracking through browser settings or opt-out tools

Restriction of Processing
- Request that we limit how we use your information

Objection
- Object to our processing of your information for certain purposes

To Exercise Your Rights: Contact us using the information in the "Contact Us" section below.

**Note:** These rights do not apply to Protected Health Information (PHI), which is governed by HIPAA. For rights related to PHI, refer to our HIPAA Notice of Privacy Practices.

SPECIAL CONSIDERATIONS FOR MINORS

New Insight provides services to teens ages 15 and older. Our website is not directed to children under 13, and we do not knowingly collect information from children under 13.

Teen Services (Ages 15-18)

- Parental/guardian consent required for treatment
- Parents may access information about their teen's treatment as permitted by law
- Privacy practices specific to minors governed by state law and HIPAA

If we discover we have collected information from a child under 13 without proper consent, we will delete it promptly.

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TELEHEALTH PRIVACY CONSIDERATIONS

When providing services via telehealth:

- We use secure, HIPAA-compliant video conferencing platforms
- You are responsible for ensuring your location privacy during sessions
- We recommend using a private space and secure internet connection
- Technical limitations may affect confidentiality (we will discuss these with you)

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SMS/TEXT MESSAGING COMMUNICATIONS

Overview

New Insight offers text messaging (SMS) for appointment reminders and administrative communications. Text messaging is convenient but **NOT secure** and should never be used for emergencies or sensitive health information.

What We Text

With your consent, we may send:

- Appointment Reminders: Date, time, and location confirmations
- Scheduling Messages: Confirmations, rescheduling, cancellations
- Administrative Updates: Practice changes, form requests, general updates
- Marketing Communications: Optional newsletters and resources (you can opt out)

What We NEVER Text

To protect your privacy and comply with HIPAA:

- Clinical or diagnostic information
-Therapy session details or notes
- Mental health crisis communications
- Prescription or medication information
- Detailed billing or insurance information
- Protected Health Information (PHI)

**For clinical matters, use our secure patient portal or call our office directly.**

Security Risks You Should Know

Text messaging is **NOT encrypted** and carries privacy risks:

- Messages can be intercepted during transmission
- Anyone with access to your phone can read messages
- Messages may be stored in cloud backups or by phone carriers
- Notification previews may display on locked screens
- Lost or stolen phones expose message history

**By consenting to text messages, you acknowledge these risks.**

EMERGENCY DISCLAIMER

NEVER TEXT US FOR EMERGENCIES

Text messaging is not monitored 24/7 and is NOT appropriate for mental health crises.

If you are experiencing a crisis:
- Call 911 or go to your nearest emergency room
- Call 988 (Suicide and Crisis Lifeline)
- Text HELLO to 741741 (Crisis Text Line)
- Call our office at 804-424-0230 during business hours

Response time for non-urgent texts: 24-48 business hours during office hours (Monday-Thursday 10:00 AM-6:00 PM, Friday 10:00 AM-4:00 PM).

Your Consent

By providing your mobile number and opting in to text messages, you:

- Consent to receive texts from New Insight Clinical Counseling
- Acknowledge the security risks outlined above
- Understand that standard message/data rates may apply
- Confirm the number provided is your personal device
- Agree to keep your device secure and notify us if lost/stolen

Opting In and Out

To Opt In:
- Provide your mobile number on intake forms and check consent box
- Update preferences in your SimplePractice patient portal
- Contact our office to enroll

To Opt Out:
- Reply "STOP" to any text message (stops all texts including appointment reminders)
- Contact our office to opt out of marketing only while keeping appointment texts
- Update preferences in your patient portal

We will process opt-out requests within 48 hours.

Message Frequency

- Appointment Reminders:1-2 messages per appointment
- Administrative Messages:1-4 per month
- Marketing Messages (optional): 2-4 per month maximum

**Message and data rates may apply** according to your mobile carrier's plan.

Your Responsibilities

- Keep your device secure with password protection
- Notify us immediately if your phone is lost or stolen
- Provide accurate, current phone number
- Do not share sensitive health information via text
- Call office directly for urgent matters
- Understand texts are not monitored 24/7

Our Commitments

We will:

- Limit text content to administrative information only
- Never send Protected Health Information via standard text
- Use HIPAA-compliant platforms when possible
- Respond during business hours (typically within 24-48 hours)
- Honor opt-out requests within 48 hours
- Train staff on appropriate text messaging practices

Alternative Communication Methods

If you prefer not to use text messaging:

- Phone Calls: Automated or personal reminders
- Email: Appointment confirmations
- Patient Portal: Secure messaging through SimplePractice
- Mail: Written reminders (upon request)

HIPAA Compliance

While text messaging is not ideally secure, we have implemented safeguards:

- Limit text content to minimum necessary (appointment logistics only)
- Use platforms with Business Associate Agreements
- Follow HIPAA's appointment reminder exception guidelines
- Never include clinical details in text messages

Our text messaging practices comply with HIPAA, TCPA (Telephone Consumer Protection Act), and Virginia state privacy laws.

**Complete SMS/Text Messaging Policy available upon request.**

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

- Post the updated policy on our website
- Update the "Last Updated" date at the top of this policy
- For material changes, provide notice through email or prominent website notification
- Continue to honor commitments made in previous versions

We encourage you to review this policy periodically.

For questions, concerns, or to exercise your privacy rights, contact us:

New Insight Clinical Counseling LLC

Privacy Officer: Shabrial Henderson, LCSW/LICSW

Address: 11357 Nuckols Rd #1115
Glen Allen, VA 23059

Phone: 804-424-0230

Email: info@newinsightcc.com

Website:www.newinsightcc.com

Office Hours:
- Monday-Thursday: 10:00 AM - 6:00 PM
- Friday: 10:00 AM - 4:00 PM
- Saturday: By appointment only

Response Time: We will respond to privacy requests within 30 days.

CONSENT

By using our website and services, you consent to this Privacy Policy. If you do not agree with this policy, please do not use our website or services.

For treatment-related privacy matters, you will receive our HIPAA Notice of Privacy Practices separately, which governs how we use and protect your health information.

New Insight Clinical Counseling LLC
Female Mental Health Specialists - Growing With You From Teens to Adults

NEW INSIGHT CLINICAL COUNSELING

Privacy Policy

NEW INSIGHT
CLINICAL COUNSELING