Privacy Policy

Mind Matters, PLLC ("we," "our," or "us") is committed to protecting your privacy and the confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, use our patient portal, or receive services from us.

1. Information We Collect

We may collect the following types of information:

• Personal Information: Name, address, phone number, email address, date of birth, and insurance information.
• Health Information: Medical history, diagnoses, treatment records, test results, and other protected health information (PHI) as defined by HIPAA.
• Website Usage Data: IP address, browser type, pages visited, time spent on pages, and referral sources (collected via cookies and analytics tools).
• Communication Records: Emails, phone messages, and portal communications between you and our practice.

2. How We Use Your Information

We use your information for the following purposes:

• To provide neuropsychological evaluations, ADHD coaching, and counseling services.
• To schedule appointments and send appointment reminders.
• To process insurance claims and payments.
• To communicate with you about your care, treatment options, and practice updates.
• To maintain and improve our website and patient portal.
• To comply with legal and regulatory requirements, including HIPAA.

3. How We Protect Your Information

We implement a variety of security measures to maintain the safety of your personal and health information, including:

• Encrypted data transmission using SSL/TLS technology.
• Secure, HIPAA-compliant electronic health record (EHR) systems.
• Restricted access to patient information to authorized staff only.
• Regular security audits and staff training on privacy practices.
• Physical safeguards for paper records and electronic devices.

4. 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:

• Treatment: With other healthcare providers involved in your care, with your authorization.
• Payment: With insurance companies and billing services to process claims.
• Healthcare Operations: For quality assurance, training, and practice improvement.
• Legal Requirements: When required by law, court order, or to protect health or safety.
• Business Associates: With contracted vendors who are bound by HIPAA Business Associate Agreements.

5. Your Rights

Under HIPAA and applicable state law, you have the right to:

• Access and obtain copies of your health records.
• Request corrections to your health information.
• Request restrictions on certain uses and disclosures.
• Request confidential communications.
• Receive an accounting of disclosures of your information.
• File a complaint if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us using the information below.

6. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand user behavior. You can set your browser to refuse cookies or alert you when cookies are being sent. However, some features of our website may not function properly without cookies.

7. Third-Party Links

Our website may contain links to third-party websites (e.g., patient portal, telehealth platforms). We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

We specialize in pediatric services and may collect health information about children. We comply with all applicable laws regarding the privacy of minors' information. Parents and legal guardians have the right to access their child's health information, subject to applicable exceptions.

9. Changes to This Privacy Policy

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

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Last Updated: January 1, 2026