Privacy Policy

Introduction

Wholeheart Psychology (“we,” “us,” or “our”), operated by Dr. Stephanie Hartman, PsyD, is committed to protecting the privacy and confidentiality of our clients and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our services.

Information We Collect

Website Information

When you visit our website, we may automatically collect certain information, including your IP address, browser type, operating system, referring URLs, and pages viewed. This information is used to improve our website and is not linked to your personal identity.

Information You Provide

When you contact us through our website forms, schedule an appointment, or complete intake paperwork, you may provide personal information including:

• Name, email address, and phone number
• Mailing address
• Date of birth
• Insurance information (for superbill purposes)
• Health and mental health history
• Emergency contact information
• Information about your child or family member

Protected Health Information (PHI)

As a licensed psychology practice, we collect and maintain Protected Health Information as defined by the Health Insurance Portability and Accountability Act (HIPAA). This includes clinical notes, treatment plans, and other information related to your care. The use and disclosure of PHI is governed by HIPAA and our separate Notice of Privacy Practices, which is provided to all clients at the start of treatment.

How We Use Your Information

We use the information we collect to:

• Provide and manage psychological services
• Respond to your inquiries and contact requests
• Schedule and manage appointments through our secure practice management platform
• Process intake forms and prepare for sessions
• Provide superbills for out-of-network insurance reimbursement
• Communicate with you about your care, appointments, and our services
• Comply with legal and regulatory obligations
• Improve our website and services

How We Protect Your Information

We implement appropriate technical and organizational measures to protect your personal and health information, including:

• Use of HIPAA-compliant practice management software for scheduling, telehealth, and record-keeping
• Encrypted transmission of data through our website (SSL/TLS)
• Secure storage of electronic health records
• Restricted access to personal and health information on a need-to-know basis
• Regular review of security practices and procedures

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With your consent: When you provide written authorization to share information with other providers, schools, or family members
• Service providers: With trusted third-party services that assist in operating our practice (e.g., scheduling and telehealth platforms, payment processors), who are bound by confidentiality obligations
• Legal requirements: When required by law, including mandatory reporting obligations for suspected child abuse or neglect, imminent danger to self or others, or court orders
• Superbills: We provide you with superbills containing diagnosis and procedure codes that you may submit to your insurance company at your discretion

Telehealth Privacy

Telehealth sessions are conducted through a HIPAA-compliant video platform. While we take all reasonable measures to ensure the security of virtual sessions, we cannot guarantee the security of information transmitted over the internet. We recommend that clients participate in telehealth sessions from a private location with a secure internet connection.

Children's Privacy

Our practice serves children and adolescents. We collect personal and health information about minors only with the consent of a parent or legal guardian. Parents and guardians have the right to review their child's records, subject to applicable laws regarding minor confidentiality and clinical judgment about the therapeutic relationship.

Cookies and Tracking

Our website may use cookies and similar tracking technologies to improve your browsing experience and analyze website traffic. You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of certain features on our website.

Your Rights

You have the right to:

• Access your personal and health information
• Request corrections to inaccurate information
• Request restrictions on certain uses of your information
• Receive an accounting of disclosures of your health information
• Receive a copy of our Notice of Privacy Practices
• File a complaint if you believe your privacy rights have been violated

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

Contact Us

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