PRIVACY POLICY

THIS PRIVACY NOTICE DISCLOSES THE PRIVACY PRACTICES FOR WWW.WWCPDX.COM

This privacy notice applies solely to information collected by this website and our intake management system. It will notify you of the following:

  • What personally identifiable information is collected from you through the website and intake
    process, how it is used and with whom it may be shared
  • What choices are available to you regarding the use of your data
  • The security procedures in place to protect the misuse of your information
  • How you can correct any inaccuracies in the information

INFORMATION COLLECTION, USE, AND SHARING

What We Collect

We are the sole owners of the information collected on this site and through our intake process. We only have access to/collect information that you voluntarily provide us via:

  • Email or direct contact through our website
  • Our online intake forms and scheduling system
  • Phone conversations during our intake process
  • Insurance verification and billing processes (when applicable)

How We Use Your Information

To respond to your inquiries regarding therapy services and appointment scheduling

To provide clinical services including therapy sessions, treatment planning, and case management

To process insurance claims and handle billing (when applicable)

To comply with legal requirements for mental health record-keeping and reporting

To communicate about appointments, including confirmations, reminders, and scheduling changes

Information Sharing

We will never sell or rent your information to anyone.

We will not share your information with any third party outside of our organization, except:

  • As necessary to fulfill your request (e.g., coordinating with your physician or other healthcare providers with your written consent)
  • When required by law (such as mandatory reporting requirements for licensed mental health professionals)
  • With our technology partners who provide secure services essential to our practice operations (such as our intake management system, electronic health records, and secure communication platforms)

Third-Party Service Providers: We partner with trusted service providers to deliver specific services including:

SimpleIntake by Productive Therapist – Our intake management and CRM system Therapy Notes – Electronic health records management

Doug Fir Billing – Insurance claims processing (if applicable)

Google workspace with BAA agreement on file – Secure client communication

Luxsci – Email encryption and secure client communication

These parties are bound by strict confidentiality agreements and are not allowed to use personally identifiable information except for the purpose of providing these specific services to our practice.

HIPAA COMPLIANCE

As a mental health practice, we are required to comply with the Health Insurance Portability and

Accountability Act (HIPAA). This privacy policy works in conjunction with our HIPAA Notice of Privacy

Practices, which provides additional details about how we protect your health information.

Your health information is protected by both HIPAA regulations and this privacy policy.

WEBSITE AND COMMUNICATION

External Links

This website may contain links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.

Surveys and Feedback

From time-to-time we may request information via surveys or feedback forms. Participation is completely voluntary. Information requested may include contact information and demographic information. This information will be used for purposes of improving our services and client satisfaction.

Email Communications

Unless you ask us not to, we may contact you via email to:

  • Send appointment confirmations and reminders
  • Share updates to practice policies
  • Provide information about new services
  • Notify you of changes to this privacy policy

You will always have the option of opting out of non-essential communications each time a message is sent to you.

YOUR ACCESS TO AND CONTROL OVER INFORMATION

You may opt out of any future non-essential contacts from us at any time. You can do the following at

any time by contacting us via the email address or phone number provided:

General Email: Info@wwcpdx.com

Office phone number: 503-404-3637

  • See what data we have about you, if any
  • Change/correct any data we have about you
  • Request deletion of your data (subject to legal record-keeping requirements for mental health practices)
  • Express any concern you have about our use of your data
  • Opt out of non-essential communications
  • Important Note: As a licensed mental health practice, we are required by law to maintain certain clinical records for a specified period. We cannot delete essential health information during this required retention period.

SECURITY MEASURES: We take extensive precautions to protect your information both online and offline.

Online Security

  • Encryption: All sensitive information submitted via our website and intake forms is encrypted and transmitted securely
  • Secure Connections: Look for the lock icon in your browser’s address bar and “https” at the beginning of web addresses when submitting information
  • Secure Servers: Our intake management system and all data storage utilize enterprise-grade security measures

Offline Security

Limited Access: Only employees who need the information to perform specific job functions are granted access to personally identifiable information

Secure Storage: All computers and servers storing personally identifiable information are kept in secure environments

Staff Training: All team members receive regular training on privacy and security protocols

Business Associate Agreements

All third-party service providers who handle your information have signed Business Associate Agreements ensuring they meet HIPAA security and privacy standards.

CONTACT INFORMATION

Practice Name: Willamette Wellness Center

Address: 6902 SE Lake Road Suite 203 Milwaukie, OR 97267

Phone: 503-404-3637

Email: Info@wwcpdx.com

Website:www.wwcpdx.com

Privacy Concerns

If you feel that we are not abiding by this privacy policy, please contact us immediately by phone and/or email listed above.

POLICY UPDATES

This privacy policy may be updated from time to time. We will notify you of any material changes via email or by posting a notice on our website. The date of the most recent update will be displayed at the bottom of this policy.