Privacy Policy
Our Commitment to Your Privacy
Last Updated: September 1st, 2025
Your privacy and confidentiality are fundamental to the therapeutic relationship. This Privacy Policy explains how we collect, use, protect, and share your information when you use our website, contact us, or receive services from Mindful Experiences LLC (D.B.A. LGBTQ Joy).
This policy covers two types of services:
Therapy Services: For clients in New York State (governed by HIPAA and NY state law)
Coaching Services: For clients outside New York State (governed by applicable privacy laws)
Information We Collect
When You Visit Our Website
Automatically collected: IP address, browser type, device information, pages visited, time spent on site
Cookies and tracking: We use Google Analytics and similar tools to understand website usage and improve our services
Contact forms: Name, email address, phone number, and any information you choose to share
When You Book or Receive Services
Contact information: Name, email, phone number, address
Billing information: Payment details processed securely through our payment processors
Health information: Intake forms, session notes, treatment plans, and other therapeutic communications
Emergency contacts: Optional emergency contact information
Appointment data: Scheduling information, session attendance, appointment history
How We Use Your Information
For All Clients:
Provide requested services and communicate with you
Process payments and maintain business records
Send appointment reminders via text or email (with your consent)
Improve our services and website functionality
Comply with legal and regulatory requirements
For Therapy Clients (NY State):
All uses are governed by HIPAA and require your consent except as permitted by law
Treatment, payment, and healthcare operations as defined under HIPAA
Emergency situations where disclosure may be necessary to prevent harm
For Coaching Clients (Outside NY):
Services are provided under coaching agreements with standard confidentiality protections
No HIPAA protections apply, but professional confidentiality standards are maintained
Information Sharing and Disclosure
We DO NOT sell, rent, or trade your personal information.
We May Share Information:
With Your Consent:
Healthcare providers you've asked us to coordinate with
Insurance companies (e.g., superbills you submit yourself)
Referral sources when you've requested provider recommendations
For Business Operations:
Technology providers: scheduling systems, payment processors, secure voicemail, video conferencing platforms (HIPAA compliant)
Business associates: All third-party providers handling health information sign HIPAA Business Associate Agreements
Technical support: Limited access for website maintenance and technical support (no access to health information)
As Required by Law:
Court orders or legal proceedings
Threats of harm to self or others
Suspected child or elder abuse (as required by New York State law)
Public health authorities when required
Your Rights
For Therapy Clients (HIPAA Protected):
Access: Request copies of your health information
Amendment: Request corrections to your health information
Restriction: Request limits on how we use or share your information
Confidential communication: Request communication through specific methods or locations
Accounting: Receive a list of disclosures we've made
Complaint: File complaints with us or the Department of Health and Human Services
For All Clients:
Email communications: Unsubscribe from marketing emails at any time
Data correction: Request corrections to your contact information
Service termination: End services and request information handling preferences
Data Security and Retention
Security Measures:
HIPAA-compliant cloud storage with encryption
Secure, encrypted email systems
Multi-factor authentication on all systems
Regular security updates and monitoring
Business Associate Agreements with all service providers
Data Retention:
Therapy records: Maintained for 6 years after last contact (New York State requirement)
Coaching records: Maintained for 6 years after last contact for consistency
Website data: Analytics data retained according to platform defaults
Marketing data: Contact information retained until you unsubscribe
Cookies and Website Technology
Our website uses cookies and similar technologies to:
Remember your preferences and improve your experience
Analyze website traffic and usage patterns
Enable core website functionality
Provide secure access to any client portal features
You can control cookies through your browser settings, though some website functionality may be limited if cookies are disabled.
Email Marketing and Communications
We may send you:
Service-related emails: Appointment confirmations, reminders, policy updates
Educational content: Mental health resources, blog updates (with option to unsubscribe)
Practice updates: Changes to services, scheduling, or policies
All marketing communications include easy unsubscribe options. Service-related communications (appointments, billing) will continue as necessary for our business relationship.
Client Portal and Online Services
If you choose to use online scheduling or client portal features:
Access is password-protected and encrypted
Information is stored securely and backed up regularly
You're responsible for keeping login credentials secure
Portal access can be disabled at your request
Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:
Post the updated policy on our website with a new effective date
Notify active clients of significant changes via email
Maintain previous versions for our records
For HIPAA-related complaints: You may also contact the Department of Health and Human Services Office for Civil Rights.
This Privacy Policy complies with HIPAA, New York State mental health regulations, and applicable privacy laws. It is designed to protect your information while allowing us to provide effective therapeutic and coaching services.