Reflections Counseling & Coaching
Effective Date: March 25, 2026
 

Reflections Counseling & Coaching is committed to protecting your privacy and safeguarding any personal information you share with us. This Privacy Policy explains how we collect, use, and protect information when you visit our website, submit a form, or engage in counseling services including telehealth.
 

Information We Collect

We may collect personal information that you voluntarily provide through our website, forms, scheduling tools, or communication with our team.

This may include:
 

• Name
• Email address
• Phone number
• City and state
• Therapy preferences
• Therapist preference
• Session type such as in person or online
• Insurance provider
• Insurance card uploads if provided
• Messages submitted through contact forms
• Any other information you choose to share
 

We may also automatically collect limited non identifying information including:
 

• Browser type
• Device type
• IP address
• Pages visited
• Time spent on pages
• Referral sources
 

This information helps us improve user experience and website performance.
 

How We Use Your Information

We use information collected to:
 

• Respond to inquiries
• Schedule consultations
• Match you with appropriate therapists
• Provide counseling services
• Communicate about appointments
• Improve our website and services
• Meet legal and ethical obligations
• Verify insurance information when provided
 

We do not sell or share your personal information for marketing purposes.
 

HIPAA and Protected Health Information

If you become a client of Reflections Counseling & Coaching, your information may be considered Protected Health Information. We follow applicable privacy standards and professional confidentiality requirements designed to protect your information.
 

Your information may only be disclosed when required by law, including:
 

• Risk of harm to yourself
• Risk of harm to others
• Suspected abuse or neglect
• Court order or legal requirement
• Medical emergency situations
• Other legal or ethical obligations
 

Clients will receive additional informed consent and privacy documentation before beginning therapy.
 

Telehealth and Online Counseling Privacy

Reflections Counseling & Coaching offers secure online therapy for clients in select states. Telehealth sessions are conducted using privacy focused platforms designed to protect confidentiality.

By participating in online therapy you acknowledge:
 

• You are responsible for choosing a private location
• Internet connections may impact session quality
• Electronic communication carries some risk
• Sessions should not be recorded without consent
• You understand telehealth privacy limitations
 

We take reasonable steps to protect your information during virtual sessions.
 

Website Forms and Contact Submissions

When you submit a form on our website, we collect the information you provide to respond to your inquiry and help connect you with the appropriate therapist.

This may include:
 

• Contact request forms
• New client inquiry forms
• Insurance verification forms
• General questions
• How did you find us responses
 

Form submissions are transmitted through secure website connections. However, please avoid submitting highly sensitive medical details through initial contact forms.
 

File Uploads and Insurance Information

Some forms may allow you to upload documents such as insurance cards. These uploads are used only for verification and scheduling purposes.
 

• Files are accessed only by appropriate staff
• Documents are not shared outside necessary processing
• Uploads should not include unnecessary sensitive information
• Files may be securely deleted after review
 

Submitting insurance information does not guarantee coverage or payment.
 

Cookies and Tracking Technologies

Our website may use cookies or similar technologies to:
 

• Improve website functionality
• Analyze traffic and usage
• Enhance user experience
• Understand how visitors find our site
 

You may disable cookies in your browser settings if preferred.
 

Third Party Services

We may use trusted third party providers for:
 

• Website hosting
• Form processing
• Scheduling tools
• Telehealth platforms
• Email communication
• Analytics services
 

These providers only access information necessary to perform their services and are expected to maintain appropriate privacy protections.
 

Email and Communication Privacy

If you contact us by email or form submission:
 

• Email may not be fully secure
• Avoid sharing highly sensitive information initially
• We will respond using reasonable privacy precautions
• Continued communication may move to secure platforms
 

Multi State Telehealth Clients

Reflections Counseling & Coaching provides online therapy to clients in select states where our clinicians are licensed. Privacy protections apply regardless of your location.

Clients outside our local area should:
 

• Verify they are physically located in an approved state during sessions
• Use a private internet connection
• Avoid public spaces during telehealth sessions
 

California Privacy Rights

If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
 

Information We Collect

We may collect the following categories of personal information:
 

• Identifiers such as name, email address, phone number
• Client information submitted through forms
• Insurance information if provided
• Internet or network activity such as website usage data
 

We collect this information directly from you or through your interaction with our website.
 

How We Use Information

We use personal information to:
 

• Respond to inquiries and provide services
• Schedule appointments
• Improve our website and services
• Meet legal and ethical obligations
 

We Do Not Sell or Share Personal Information

Reflections Counseling & Coaching does not sell or share your personal information for advertising or marketing purposes.
 

Your California Privacy Rights

California residents have the right to:
 

• Request access to the personal information we have about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Limit the use of sensitive personal information
• Opt out of the sale or sharing of personal information (not applicable, as we do not sell data)
 

You also have the right not to receive discriminatory treatment for exercising your privacy rights.
 

How to Submit a Request

To exercise your rights, you may contact us at:

Email: trish@reflectionscounselingcoaching.com

We may need to verify your identity before processing your request.

Your Privacy Rights

You may request to:
 

• Access your information
• Correct inaccurate information
• Request deletion of non clinical data
• Opt out of non essential communication
 

Requests can be made using the contact information below.
 

Children's Privacy

Reflections Counseling & Coaching provides services to adults and, in some cases, minors with appropriate parental or guardian consent.
 

We do not knowingly collect personal information from individuals under the age of 18 without the involvement of a parent or legal guardian.
 

If a minor seeks services, a parent or legal guardian must:
 

• Provide consent for services
• Participate in required intake documentation
• Authorize communication and treatment
• Provide any required insurance or contact information
 

Information collected for minors is treated as confidential and protected in accordance with applicable laws and professional standards.
 

If we become aware that personal information has been submitted by a minor without appropriate consent, we will take steps to remove that information.
 

Parents or guardians who believe their child has submitted information without consent may contact us to request removal.
 

Data Security

We take reasonable administrative and technical precautions to protect your information including:

• Secure website connections
• Limited access to submitted information
• Privacy focused telehealth platforms
• Internal confidentiality practices
 

However, no internet transmission can be guaranteed completely secure.
 

Changes to This Privacy Policy

We may update this Privacy Policy periodically. Updates will be posted on this page with the revised effective date.
 

Contact Information

Reflections Counseling & Coaching
https://www.reflectionscounselingcoaching.com

Email: trish@reflectionscounselingcoaching.com

If you have questions about this Privacy Policy, please contact us.