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5401 Kirkman Road, Suite 310, Orlando, Florida 32819, United States
Privacy Policy
Privacy Policy
Last Updated: [12/31/2025]
1. Introduction
Trinity Living Life LLC (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and/or receive therapy services from our practice.
This policy applies to:
- Website visitors
- Prospective clients
- Current and former therapy clients
2. Information We Collect
A. Personal Information
We may collect personal information you voluntarily provide, including but not limited to:
- Name
- Email address
- Phone number
- Mailing address
- Insurance information
- Emergency contact details
B. Protected Health Information (PHI)
If you are a therapy client, we may collect health-related information, including:
- Mental health history
- Treatment records and progress notes
- Diagnoses and treatment plans
- Appointment records and billing information
This information is considered Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).
C. Website Information
When you visit our website, we may automatically collect:
- IP address
- Browser type
- Pages visited
- Date and time of access
This data is used for website functionality and analytics only.
3. How We Use Your Information
We use your information to:
- Provide therapy and related professional services
- Schedule appointments and communicate with you
- Process payments and insurance claims
- Maintain clinical records as required by law
- Improve website functionality and user experience
- Comply with legal, ethical, and professional obligations
4. Confidentiality and HIPAA Compliance
We are legally and ethically required to protect the privacy of your PHI. We will not disclose your PHI without your written authorization except as permitted or required by law, including:
- For treatment, payment, and healthcare operations
- To prevent serious harm to you or others
- Suspected abuse or neglect (as mandated by law)
- Court orders or subpoenas
5. Website Forms and Email Communication
Information submitted through website contact forms or email is not guaranteed to be secure and should not be used for sharing sensitive clinical information. Website contact forms are intended for general inquiries only.
Once you become a client, we will discuss secure methods of communication.
6. Cookies and Tracking Technologies
Our website may use cookies or similar technologies to enhance user experience. You may disable cookies through your browser settings; however, some website features may not function properly.
7. Data Storage and Security
We implement reasonable administrative, technical, and physical safeguards to protect your information, including:
- Secure electronic health record (EHR) systems
- Password-protected devices
- HIPAA-compliant platforms for telehealth and documentation
Despite these safeguards, no system can be guaranteed 100% secure.
8. Your Rights
You have the right to:
- Request access to your records
- Request corrections to your information
- Request restrictions on certain uses or disclosures
- Receive an accounting of disclosures
- Receive a copy of this Privacy Policy
Requests must be submitted in writing.
9. Third-Party Services
Our website or practice may use third-party services (e.g., scheduling software, payment processors, telehealth platforms). These providers are required to maintain appropriate privacy and security standards.
10. Children’s Privacy
Our website is not intended for children under the age of 13. We do not knowingly collect personal information from children without parental consent.
11. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. Updates will be posted on this page with a revised “Last Updated” date.
12. Contact Information
If you have questions about this Privacy Policy or your privacy rights, please contact:
[Practice Name]
[Therapist Name and Credentials]
[Address]
[Phone Number]
[Email Address]
Important Recommendation
This policy is best practice–aligned but not legal advice. For maximum protection, especially if you accept insurance or provide telehealth services, have this policy reviewed by:
- A healthcare attorney, or
- A HIPAA compliance consultant
If you would like, I can:
- Customize this for your specific practice name and state
- Shorten it for a website footer version
- Create a separate HIPAA Notice of Privacy Practices (NPP)
- Align it with SimplePractice, TherapyNotes, or other EHR platforms
Just let me know how you would like to proceed.
Yes to all and with simple
Understood. Below is a fully customized, SimplePractice-aligned privacy package tailored to a Florida-based therapy practice, appropriate for insurance, private pay, and telehealth. The language is consistent with what auditors, insurers, and compliance reviewers expect.
I have organized this into three deliverables, exactly as requested:
- Full Website Privacy Policy
- Short Website Footer Privacy Statement
- HIPAA Notice of Privacy Practices (NPP)
All content is aligned with SimplePractice, HIPAA, and standard clinical ethics.
1. WEBSITE PRIVACY POLICY
(Post as a standalone page on your website)
Privacy Policy
Last Updated: [Insert Date]
Introduction
Trinity Living Life LLC (“we,” “our,” or “the Practice”) is committed to protecting the privacy, confidentiality, and security of your personal and health information. This Privacy Policy describes how we collect, use, protect, and disclose information obtained through our website and through the provision of mental health services.
This policy applies to:
- Website visitors
- Prospective clients
- Current and former clients
Information We Collect
Personal Information
We may collect personal information you voluntarily provide, including:
- Name
- Email address
- Phone number
- Insurance and billing information
- Emergency contact information
Protected Health Information (PHI)
If you engage in therapy services, we may collect health-related information including:
- Mental health history
- Diagnoses
- Treatment plans and progress notes
- Appointment records
- Billing and insurance documentation
This information is considered Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).
Website and Technical Information
When you visit our website, we may automatically collect limited technical data such as:
- IP address
- Browser type
- Pages visited
- Date and time of access
This information is used for website functionality, analytics, and security monitoring only.
How We Use Your Information
We use collected information to:
- Provide mental health services
- Schedule appointments and communicate with you
- Process payments and insurance claims
- Maintain clinical records as required by law
- Improve website performance and usability
- Comply with legal, ethical, and professional obligations
HIPAA Compliance and Confidentiality
We comply with all applicable federal and Florida state privacy laws, including HIPAA. Your PHI will not be disclosed without your written authorization except as permitted or required by law, including:
- Treatment, payment, and healthcare operations
- Situations involving risk of harm to yourself or others
- Suspected abuse or neglect
- Court orders, subpoenas, or legal mandates
Website Forms and Electronic Communication
Contact forms and email communication through the website are intended for general inquiries only. These methods are not guaranteed to be secure and should not be used for transmitting sensitive or clinical information.
Once you become a client, secure communication will occur through SimplePractice’s HIPAA-compliant client portal.
SimplePractice and Third-Party Services
We use SimplePractice, a HIPAA-compliant electronic health record (EHR) system, for:
- Scheduling
- Clinical documentation
- Secure messaging
- Telehealth services
- Billing and payment processing
All third-party vendors used by the Practice are required to maintain appropriate privacy and security safeguards.
Cookies
Our website may use cookies or similar technologies to enhance functionality. You may disable cookies through your browser settings.
Data Security
We use administrative, technical, and physical safeguards to protect your information, including:
- HIPAA-compliant EHR systems
- Secure portals and encryption
- Password-protected devices
No system can be guaranteed to be completely secure; however, we take reasonable steps to minimize risk.
Your Rights
You have the right to:
- Access your records
- Request corrections
- Request restrictions on certain uses or disclosures
- Receive an accounting of disclosures
- Receive a copy of this Privacy Policy
Requests must be submitted in writing.
Changes to This Policy
We reserve the right to modify this Privacy Policy at any time. Updates will be posted on this page with a revised date.
Contact Information
Trinity Living Life LLC
Veronica Dickens, LMFT (update credentials if needed)
Florida, United States
Phone: [Insert Phone]
Email: [Insert Practice Email]
2. SHORT WEBSITE FOOTER PRIVACY STATEMENT
(Use in website footer with link to full policy)
Privacy Notice:
Trinity Living Life LLC respects your privacy and complies with HIPAA and applicable state laws. Information submitted through this website is for general inquiries only and should not include sensitive health information. Secure client communication occurs through our HIPAA-compliant client portal.
[Link to Full Privacy Policy]
3. HIPAA NOTICE OF PRIVACY PRACTICES (NPP)
(Provide to all clients at intake and keep on file)
NOTICE OF PRIVACY PRACTICES
Effective Date: [Insert Date]
This Notice describes how medical information about you may be used and disclosed and how you can access this information.
Our Responsibilities
Trinity Living Life LLC is required by law to:
- Maintain the privacy of your PHI
- Provide you with this Notice
- Follow the terms of this Notice
How We May Use and Disclose PHI
Treatment:
We may use your PHI to provide, coordinate, or manage your mental health care.
Payment:
We may use and disclose PHI to bill and collect payment from insurance companies or other payers.
Healthcare Operations:
We may use PHI for administrative, quality assurance, and legal compliance purposes.
Required or Permitted by Law:
Including abuse reporting, threats of harm, or court orders.
Your Rights
You have the right to:
- Inspect and obtain copies of your records
- Request amendments
- Request confidential communications
- Request restrictions
- Receive an accounting of disclosures
- Receive a paper copy of this Notice
Complaints
If you believe your privacy rights have been violated, you may file a complaint with:
- Trinity Living Life LLC
- The U.S. Department of Health and Human Services
You will not be retaliated against for filing a complaint.
Contact
Trinity Living Life LLC
Phone: [Insert Phone]
Email: [Insert Secure Email]
