Privacy Policy for Heart Matters NYC Counseling

Last Updated: March 31, 2025

Introduction

Heart Matters NYC Counseling ("we," "our," or "us") is committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our services, visit our website at www.heartmattersnyc.com, or interact with us in any way.

As a mental health provider, we take confidentiality very seriously and comply with all applicable laws and professional standards, including the Health Insurance Portability and Accountability Act (HIPAA) and relevant state laws governing mental health information.

Information We Collect

Personal Information

We may collect the following types of personal information:

  • Contact Information: Name, email address, phone number, mailing address

  • Demographic Information: Age, gender, marital status

  • Health Information: Mental health history, current symptoms, diagnosis, treatment plans, and progress notes

  • Insurance Information: Insurance carrier, policy number, and related information (if applicable)

  • Financial Information: Payment information, including credit card details and billing address

  • Assessment Information: Results from psychological assessments, including the Prepare-Enrich Relationship assessment for couples participating in Sync Sessions

How We Collect Information

We collect information through:

  • Direct Interactions: Information you provide when scheduling appointments, during therapy sessions, through consultation requests, or when signing up for our newsletter

  • Website Usage: Information collected through our "Get Started" form, newsletter sign-up, or other forms on our website

  • Assessment Tools: Information gathered through therapeutic assessments, including couple relationship assessments for Sync Sessions

  • Third Parties: With your authorization, we may collect information from other healthcare providers, insurance companies, or referral sources

How We Use Your Information

We use your personal information to:

  • Provide therapeutic services, including individual, couple, and family therapy

  • Conduct Sync Sessions and provide related assessment reports and growth plans

  • Process payments and handle billing matters

  • Communicate with you about your care, appointments, and account

  • Send you the newsletter if you've signed up to receive updates on groups and workshop offerings

  • Improve our services and develop new offerings

  • Comply with legal and professional obligations

Disclosure of Your Information

We respect your privacy and the confidential nature of your therapeutic relationship. We will only share your personal information in the following circumstances:

With Your Consent

We will obtain your written authorization before sharing your information with other healthcare providers, family members, or any other parties you designate.

For Treatment, Payment, and Operations

We may share your information as necessary for treatment purposes (such as consultation with other providers), payment purposes (such as with your insurance company for billing), or healthcare operations (such as quality assessment activities).

As Required by Law

We may disclose your information when required by law, including:

  • In response to a court order, subpoena, or similar legal process

  • To report suspected abuse, neglect, or domestic violence

  • To prevent a serious threat to anyone's health or safety

  • For workers' compensation claims

  • For law enforcement purposes or with a law enforcement official

  • With health oversight agencies for activities authorized by law

Data Security

We implement appropriate physical, technical, and administrative safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

  • Secure electronic medical records systems

  • Encrypted communications

  • Limited access to personal information by authorized personnel only

  • Regular security assessments

  • Staff training on privacy procedures

Your Rights Regarding Your Information

You have the right to:

  • Access and obtain a copy of your records (in accordance with our procedures)

  • Request restrictions on certain uses and disclosures of your information

  • Request that we amend your health information

  • Request confidential communications

  • Receive an accounting of certain disclosures we have made of your health information

  • Receive a paper copy of this privacy policy, even if you have received an electronic copy

Children's Privacy

Our services are not intended for children under 18 without parental consent. We do not knowingly collect information from children under 18 without appropriate parental or guardian consent. If you believe we have collected information from a child under 18 without proper consent, please contact us immediately.

Changes to This Privacy Policy

We reserve the right to change this Privacy Policy at any time. Any changes will be posted on our website with an updated revision date. Your continued use of our services after any changes indicates your acceptance of the new Privacy Policy.

HIPAA Notice of Privacy Practices

As a healthcare provider, we are required by law to maintain the privacy of your protected health information (PHI) and to provide you with notice of our legal duties and privacy practices with respect to PHI. A more detailed version of our privacy practices in accordance with HIPAA requirements is available upon request.

Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

Heart Matters NYC Counseling
Phone: 929-335-3908
Email: info@heartmattersnyc.com

By using our services or providing us with your information, you acknowledge that you have read and understand this Privacy Policy.