Privacy Policy

Effective Date: Nov 1, 2025

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1. Purpose

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This Privacy Policy describes how The Center for Professional Counseling (“TCP,” “we,” “us,” “our”) collects, uses, and discloses information about you. TCP is committed to protecting the privacy and security of your Protected Health Information (“PHI”) and other personal information in compliance with the Health Insurance Portability and Accountability Act (HIPAA), California state laws, and applicable federal privacy regulations.

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2. Protected Health Information (PHI)

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PHI is individually identifiable information related to your past, present, or future physical or mental health, treatment, or payment for health care services. TCP maintains and safeguards your PHI in accordance with HIPAA and California’s Confidentiality of Medical Information Act (CMIA).

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3. Permitted Uses and Disclosures of PHI

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TCP may use and disclose your PHI for the following purposes without your written authorization, as permitted or required by law:

a. Treatment
To provide, coordinate, or manage your health care and related services, including consultation with other health care providers.

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b. Payment
To bill and obtain payment for services provided to you, including insurance claims, billing, and collection activities.

c. Health Care Operations
To support business operations, such as quality assessment, compliance audits, staff training, accreditation, or legal services.

d. Legal Requirements and Public Safety
We may disclose PHI if required by law, including but not limited to:
Reporting child, elder, or dependent adult abuse or neglect.
Responding to valid court orders, subpoenas, or legal processes.
Preventing or reducing a serious and imminent threat to health or safety.
Complying with government oversight (e.g., audits, inspections).

e. Business Associates
TCP may engage third-party service providers (“Business Associates”) who perform services on our behalf and require access to PHI. All Business Associates are bound by written agreements that comply with HIPAA requirements.

f. Other Uses
We may use limited PHI to remind you of appointments, provide information about treatment alternatives, or communicate about services related to your care.

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4. Uses and Disclosures Requiring Written Authorization

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TCP will obtain your explicit written authorization before using or disclosing PHI for any purpose not described in this Policy, including:

 

• Marketing communications or fundraising.

• Sale or exchange of PHI.

• Disclosure of psychotherapy notes (except where required by law).
 You may revoke any authorization in writing at any time.

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5. Your Rights Regarding PHI

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You have the following rights concerning your PHI:

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• Access and Copies: You may request to inspect or receive a copy of your record. Amendment: You may request corrections to your PHI.

• Restrictions: You may request limits on certain uses or disclosures, though TCP is not always required to agree.

• Confidential Communications: You may request that we contact you at a specific address, phone number, or method.

• Accounting of Disclosures: You may request a list of certain disclosures TCP has made of your PHI.

• Paper Copy: You may request a paper copy of this Policy at any time. Requests must be submitted in writing to:


The Center for Professional Counseling


Phone: 818-761-2227

Fax: 818-761-2959

Email: Info@thecenterpro.org

Address: 5445 Laurel Canyon Blvd., North Hollywood, CA 91607

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6. Website and Electronic Information

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When you visit TCP’s website or complete an intake form online, we may collect personal information (such as name, contact details, and message content) to process inquiries or provide services.

a. Security

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All electronic forms, submissions, and stored records comply with HIPAA and are transmitted through secure, encrypted channels.

b. Analytics and Cookies

TCP’s website may use cookies or analytics tools (such as Google Analytics or Meta Pixel) to collect non-identifiable information about site usage. This information helps us improve website functionality and outreach. No PHI is collected through these tools.

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c. Email and Online Communication

Electronic communications, including email or web forms, should not be used to transmit highly sensitive information unless encrypted. TCP takes reasonable precautions to safeguard all online interactions.

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7. California Consumer Privacy Rights (CCPA/CPRA)

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For visitors residing in California, TCP complies with the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) as applicable to service providers handling personal information online.

You have the right to:

Request disclosure of categories and specific pieces of personal information collected. Request deletion of personal information, subject to legal and clinical retention requirements. Opt out of data sharing for advertising purposes (TCP does not sell personal data).
Requests may be made in writing to the contact listed below.

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8. Data Security

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TCP implements appropriate administrative, physical, and technical safeguards to protect your information against unauthorized access, use, or disclosure. Despite these efforts, no electronic system is completely secure, and TCP cannot guarantee absolute security.

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9. Breach Notification

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In the event of a data breach involving your PHI or personal information, TCP will notify you without unreasonable delay as required by HIPAA and California law.

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10. Changes to This Policy

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TCP reserves the right to modify or update this Privacy Policy at any time. Revisions will be posted on our website and apply to all PHI and personal data maintained by TCP.

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11. Complaints

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If you believe your privacy rights have been violated, you may file a complaint with TCP or with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights.

TCP will not retaliate against you for filing a complaint.

U.S. Department of Health and Human Services


Office for Civil Rights

200 Independence Avenue, S.W.

Washington, D.C. 20201

Toll-Free: 1-877-696-6775

Website: www.hhs.gov/ocr/privacy/hipaa/complaints

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13. Telehealth Privacy Addendum

a. Purpose

This addendum supplements The Center for Professional Counseling (“TCP”) Privacy Policy and explains how your information is protected when services are provided through telehealth (video or phone sessions). Telehealth services comply with the Health Insurance Portability and Accountability Act (HIPAA) and applicable California laws, including the Confidentiality of Medical Information Act (CMIA).

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b. Nature of Telehealth Services

Telehealth involves the use of electronic communications to provide mental health services and may include:

 

• Live video or audio sessions

• Electronic transmission of records or assessments

• Secure messaging or scheduling platforms

• By participating in telehealth, you consent to the electronic exchange of information for

treatment, payment, and health care operations.

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c. Information Collected and Used

During telehealth services, TCP may collect and use information including:

• Personal identifiers (e.g., name, date of birth, contact information)
• Medical and mental health history
• Session notes or treatment plans
• Billing and payment information
• This information is handled in the same manner as in-person services and is protected under HIPAA and TCP’s Privacy Policy.

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d. Technology and Security Measures

TCP uses telehealth platforms that meet or exceed HIPAA security requirements. This includes:

• End-to-end encryption
• Password-protected accounts
• Secure data transmission and storage
• Regular software updates and access controls
• TCP does not record telehealth sessions without your prior written consent.
• While every reasonable effort is made to protect your privacy, electronic communications carry inherent risks, including potential technical failures or unauthorized access beyond TCP’s control.

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e. Your Responsibilities

To protect your privacy during telehealth sessions, you agree to:

• Participate from a private location free from interruptions or third parties.
• Refrain from recording sessions without TCP’s written consent.
• Use secure and password-protected devices for sessions.
• Notify TCP immediately if your contact information or device security changes.

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f. Emergency and Crisis Situations

Telehealth is not suitable for all situations. In an emergency, you should call 911 or go to the nearest emergency department.


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If you are in crisis, you may contact:

988 Suicide & Crisis Lifeline – dial 988
Los Angeles County Mental Health Access Line – 1-800-854-7771

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g. Consent to Telehealth

By participating in a telehealth session, you acknowledge that:

• You have read and understood this Telehealth Privacy Addendum.
• You consent to the use of telehealth for mental health services.
• You understand that telehealth carries risks similar to other electronic communications.

• You may withdraw your consent for telehealth services at any time by notifying TCP in writing.

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12. Contact Information

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For privacy questions, requests, or complaints, please contact:

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The Center for Professional Counseling (TCP)
Phone: 818-761-2227
Fax: 818-761-2959

Email: Info@thecenterpro.org
Address: 5445 Laurel Canyon Blvd., North Hollywood, CA 91607