Privacy Policy

Who We Are

SJW Counseling and Coaching provides telehealth counseling services for individuals located in Virginia and other states where our clinicians are licensed. This website is intended to offer information about our services, allow prospective clients to contact us, and provide existing clients with secure communication options.

Information We Collect

We may collect the following types of information:

a. Personal Information You Provide

• Name, email address, phone number, and other contact information

• Information shared via our contact forms or appointment requests

• Any personal details voluntarily submitted (e.g., through intake forms or email)

Health Information (Protected Health Information - PHI)

• If you become a client, we collect and store information as required under HIPAA

• All PHI is stored and transmitted using secure, HIPAA-compliant systems

Automatically Collected Information

• IP address, browser type, operating system, referral URLs

• Website usage data via cookies or analytics tools (used only with consent)

How We Use Your Information

• To respond to inquiries and schedule appointments

• To provide counseling services (under HIPAA regulations)

• To comply with legal and ethical obligations

• To improve website performance and user experience (non-identifiable analytics)

How We Protect Your Information

• All electronic PHI is stored in HIPAA-compliant platforms

• Email communication is encrypted when applicable

• Access to records is limited to authorized personnel only

• We do not sell or share your personal or health information with third parties for marketing purposes

Your Rights Under Virginia Law (VCDPA)

If you are a Virginia resident, you have the following rights under the Virginia Consumer Data Protection Act:

• Right to Access: You can request what personal data we have collected.

• Right to Correct: You may request corrections to inaccurate personal data.

• Right to Delete: You may request deletion of personal data (except PHI under HIPAA, which must be maintained for a certain time).

• Right to Data Portability: You can request a copy of your data in a portable format.

• Right to Opt-Out: You can opt out of data processing for profiling, targeted advertising, or sale (though we do not engage in those activities).

To exercise these rights, contact us at: [Insert email or secure contact method]

Third-Party Services

We may use third-party services (such as secure scheduling tools, video conferencing platforms, or analytics) that are HIPAA-compliant or meet necessary privacy standards. These platforms are bound by business associate agreements (BAAs) when handling PHI.

Confidentiality in Counseling

As mental health professionals, we follow all ethical and legal guidelines for confidentiality. Exceptions to confidentiality include:

• Risk of harm to self or others

• Suspected abuse or neglect of a child or vulnerable adult

• Court orders or legal mandates

More details on confidentiality are provided in your informed consent documentation.

Cookies and Analytics

Our website may use cookies to enhance functionality. You can disable cookies through your browser settings. Analytics tools only collect non-identifiable information unless you consent otherwise.

Data Retention

We retain client data in accordance with Virginia Board of Counseling guidelines and HIPAA regulations, typically for at least 6 years after the last date of service, unless required otherwise.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in laws or services. The latest version will always be posted on our website with the effective date.

Contact Us

If you have any questions about this Privacy Policy or how your information is used, please contact us:

SJW Counseling and Coaching
admin@sjwcounseling.com