Privacy Policy
Introduction
ShadeTree Counseling, LLC (“we,” “our,” “us”) is committed to protecting your privacy. This policy explains what personal information we collect, how we use and protect it, and your rights under Florida and federal laws (e.g., HIPAA).
What Information We Collect
We securely collect and store the information necessary to provide mental health services, including:
Personal identifiers (e.g. name, contact details, date of birth)
Health and clinical information (e.g. mental health history, session notes, diagnostic evaluations)
Administrative and billing information
Communications via phone, email or customer portal
In addition, website visitors can provide or generate data, such as IP addresses or contact form submissions, that are part of our online presence.
How We Collect Information
During admission and subsequent clinical sessions
By email, phone or secure portal for customers
Through forms on our website or appointment scheduling system
Why We Collect Information
To provide counseling, treatment planning, and care coordination under the HIPAA “treatment” exception (HHS.gov)
For practice management, billing and legal record keeping
To comply with legal obligations and protect public safety, as explained below
Use, Disclosure and Confidentiality
All customer communications and records are confidential under Florida law (Fla. Stat. § 491.0147) (Florida Legislature) and are considered protected health information under HIPAA. We can only disclose information:
With your written consent
When required or permitted by law, including:
Mandatory reports of suspected abuse, neglect or exploitation (e.g. vulnerable adults) (privacy.ufl.edu)
Disclosures to prevent serious and imminent threats or damage (e.g., threat to an identifiable person) (Florida Legislature)
If ordered by subpoena or injunction, following legal procedures and requirements of HIPAA (privacy.ufl.edu)
Law enforcement officers in specific circumstances (e.g., death investigations or crime reports) (privacy.ufl.edu)
Public health reports (e.g. certain illnesses) as required by Florida law (privacy.ufl.edu)
Maintenance and Conservation of Records
We maintain clinical records for no less than seven years from the date of the last contact with the client, as required by Florida law (Chapter 456, Rule 64B4-9.001) (CE Credit, NetCE).
If our practice closes or moves, customers will be notified by notice published in the local newspaper for four consecutive weeks, providing an alternative contact for access to records. Registrations remain available at least two years later (NetCE).
Client Access to Records
Customers have the right to inspect or receive copies of their clinical records, unless it causes harm, in which case access may be restricted with written notice explaining the restriction (MyFLFamilies, Florida Senate).
Sensitive and Super Confidential Information
Florida law offers additional protection for certain highly sensitive data (e.g., HIV status, genetic information, psychotherapy notes). Disclosures require a specific and separate written authorization; a general authorization is not sufficientcollectivemedical.com, policies.fiu.edu).
Data Storage and Security Practices
Records are stored securely, whether physical or electronic, with strict access controls and safeguards to prevent unauthorized access or breaches.
Only authorized personnel (e.g. licensed therapists, administrative staff) can access client information as needed for treatment, scheduling, billing, or emergencies.
Website and Online Communications (if applicable)
If ShadeTree Counseling, LLC uses a website built with platforms like Wix, its policy should include:
Types of information collected (e.g. IP address, contact form entries)
How information is collected (e.g. forms, cookies)
Browser tracking or third-party tools used (e.g. Google Analytics) (Wix Support)
Consent and exclusion mechanisms, and the process for customers to request deletion or access (Wix Support)
Updates to the Privacy Policy
We reserve the right to revise this policy as necessary. Las actualizações enter en force al publicarse. For significant changes, we will notify clients directly or through our website (Support Wix).
Contact information
For questions, access requests, or to withdraw consent, please contact:
ShadeTree Counseling, LLC
lidia@shadetreecounseling.life
(913) 802-3625