Privacy Policy

Sol Counseling and Wellness LLC

Effective Date of this Policy: August 8, 2024

Sol Counseling and Wellness LLC (“We” or “Us”) (“we,” “us,” or “our”) offers individual psychotherapy (collectively, “Services”) to our customers, website visitors, and users (“you”). We also own this website, https://www.solcounselingllc.com (the “Site”), to help us inform you of the Services available to you. This policy pertains exclusively to our website and does not apply to our client portal, as the client portal is a third party service not owned by us. We sometimes collect Personal Information to provide information and Services that you request, and to better understand our customer’s wants and needs. Personal Information is information that specifically identifies an individual. Personal Information can include, but is not limited to, your name, address, e-mail address, and phone number. Personal Information also includes the specific types of information defined under locally applicable law.

This site is hosted by Squarespace. Squarespace collects personal data when you visit this website, including information about your browser, network and device, web pages you visited prior to coming to this website and your IP address.  Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.

This Policy applies only to Personal Information collected through the Site and does not apply to any other data or information collected by us online or offline except to the extent this Policy is expressly referenced or incorporated into such other Services, such as by internet link on a website or presentation or display to Users.

We are committed to protecting the privacy of your information. We will never sell or redistribute your information.  Please take a moment to read this Privacy Policy (“Policy”) to understand how we collect, use, store, and delete Personal Information about you when you visit and/or use the Site; or use any of our Services.

What Types of Information We Collect

Information You Voluntarily Provide

We collect Personal Information you and others voluntarily provide when you use the Site and the Services. This could include information when you contact us with questions or log into your patient portal. There may also be optional functions of the Site that you must provide Personal Information to use. The ways we will use such information will be provided on the page where you provide that information. Such optional services may include: You opting in to location-based services; Use of integrated services with third parties (e.g., logging using credentials from a different platform, linking accounts from different platforms); Forum subscriptions after you create a forum registration; Submitting general contact forms; and Submitting inquiries in any form (e.g., e-mail, phone, mail, etc.).

When you provide us with Personal Information, you agree to provide accurate, complete and true information. You agree to not use a false or misleading name that you are not authorized to use.

In order to provide our Services and deliver products, we also need to collect and store Personal Information. The types of information we may collect from you may include name, physical address, email address, telephone number, date of birth, gender, geographic area, geolocation information (using your IP address, GPS, or sensors in nearby equipment, such as WiFi access points and cell towers), and any other information you choose to provide in connection with the Services.

Information Your Web Browser Provides

When you visit the Site, we automatically collect information provided by your web browser. This information includes, but is not limited to, your device’s unique identifiers and IP address, the pages within the Site that you visit, the number of visits you make to the Site and pages that you visit, any referring websites/URLs, the number of clicks you make while at the Site, the time that your device visited, the identity of your service provider, and the name and version of your operating system. This passively collected data is used to administer, operate, and improve the Site and Services, and to provide individualized advertising to you. We may use IP addresses and device data to identify a user who is noncompliant with our Terms of Use, or to protect the site or other users.

We may also use information in the aggregate that has no personal identifying characteristics to understand aggregate user and customer behavior. Non-personally identifiable information is not treated the same as Personal Information and we may use and disclose such information for various purposes.

Cookies and Similar Technology

We use cookies and other technology to collect information, provide Services, and support features of the Site. Please see our Cookie Notice, which is fully incorporated with this Privacy Policy.

Information from Other Sources

We may receive information about you, including Personal Information, from third parties. We may combine this information with other Personal Information we maintain about you and such information will be handled under the terms of this Privacy Policy.

How We Use and Share Personal Information

Use

We use collected Personal Information to authenticate your access and use of the Site; to respond to your e-mail inquiries (when we deem such response to be appropriate); to respond to your submission of “Contact Us” “Request Appointment,” “Get Started,” “More Info,” or other forms which involve your requests for information from us; to send you notices about changes to the Site; to send you notices about our services (including service-related announcements): to send you marketing information through our CRM system; and to manage and improve the Site to optimize our products and services.

To prevent fraudulent use of our systems; to enforce our Terms of Use or comply with laws; to maintain a record of how you use our platforms; for administrative purposes; and for any other purposes that we may disclose to you when we request Personal Information and your consent to use it.

We may use Personal Information to send you marketing materials that we believe might match your interests. You are able to opt-out of these marketing materials by using a link within the materials themselves.

We may use location or other information that you provide to better deliver personalized content to you.

We may also use your Personal Information (such as search terms) to optimize our exposure and availability on external web search engines such as Google. More on this use may be found below.

Sharing

There may be times when we need to share your Personal Information with third parties to provide you Services, for the proper functioning of website features, to comply with the law, and for other lawful bases consistent with locally controlling laws and regulations. The occasions when we will share your Personal Information because of these reasons are explained below.

Service Providers

We may use third party data analytics services to maintain databases, distribute information, process transactions, and for hosting services. When we engage a Service Provider to provide such business-related functions, we limit the amount and types of Personal Information we share and insist upon reasonable measures on behalf of the Service Provider to safeguard such information.

Business Transfers

We may disclose and transfer Personal Information to a third party in the event that a merger, acquisition, debt financing transaction, sale of our assets, other similar transaction, bankruptcy, insolvency, or receivership occurs. The third party would thereafter be entitled to review and use such information (including Personal Information) in connection with its business activities, and in such case, the Privacy Policy of the third party may thereafter apply to such information, rather than this Privacy Policy.

Legal Protection

We may disclose Personal Information if we believe we must comply with a law, or if disclosure is in our interest to protect property or other legal rights. This may include disclosing Personal Information to enforce contracts and agreements, to protect the rights or property of others, or to help protect the security of our Service and the information of other users.

Integrated Services

Our Services and Site may allow you to integrate accounts with a third party service. When you elect to integrate your accounts, you are electing to share your Personal Information with the third party for this purpose. Any Personal Information disclosed to a third party providing an integrated service is outside of our control and is subject to that third party’s own terms and policies.

Location Information

We may share aggregate, non-personally identifiable location information with third parties to assist in understanding our user’s interests and usage of our Site and Services.

Online Analytics

This website collects personal data to power our site analytics, including: Information about your browser, network, and device; Web pages you visited prior to coming to this website; and Your IP address

This information may also include details about your use of this website, including: Clicks; Internal links; Pages visited; Scrolling; Searches; Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

We may use third party data analytics services to help us improve our services.

These include Google Analytics, which helps us understand how you use our Services. Google Analytics collects data about your traffic via Google advertising cookies and anonymous identifiers, as well as data collected through standard Google Analytics implementation. We strive to adhere to Google Analytics Advertising policies.

We will not facilitate the merger of personally identifiable information with non-personally identifiable information collected through any Google Advertising product or feature.

We reserve the right to test, turn-on, or turn-off any of the Google Analytics features from time-to-time without notice to you. By utilizing certain Google Analytics Advertising features, we are required to disclose the following information:

We use the following Google Analytics Advertising Features: The Site may employ Google® Analytics Display Advertising features.

The Site and other third-party vendors may use first-party cookies (such as the Google® Analytics cookie) or other first-party identifiers, and third-party cookies (such as the DoubleClick cookie) or other third-party identifiers together. Visitors to the Site can opt-out of the Google® Analytics Advertising Features used, including through Ads Settings, Ad Settings for mobile apps, or any other available means (for example, the NAI's consumer opt-out).

Our use of cookies is detailed in our Cookie Notice, which is available within this Privacy Policy. You may revoke your consent to the use of web analysis at any time, either by downloading and installing the provided Google Browser Plugin or by following your internet browser’s instructions to enable, disable, or clear cookies.

Further information on Google Analytics is available in the Google Analytics Terms of Use, the Privacy and Data Protection Guidelines of Google Analytics and in the Google Privacy Policy.

Data Retention

We store the information we collect about you for as long as is necessary for the purpose(s) for which we collected it and in accordance with applicable law and legitimate business interests.

When assessing the data retention period, we take into account the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure of the information, the purposes for which we process the data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Security of Information

We have reasonable and appropriate security measures in place to protect against the loss, misuse, and alteration of any personal information we receive about you. We maintain appropriate security standards to protect the personal information that we maintain.

Unfortunately, no data transmission or storage can be guaranteed to be completely secure. As a result, while we strive to protect your personal information, you acknowledge that: (a) we cannot control security and privacy indefinitely; (b) the security, integrity, and privacy of information or data exchanged between you and us cannot always be guaranteed; and (c) any such information and data may be viewed or compromised when in transit by a third party.

Accuracy of Information

We strive to keep our records accurate and will make appropriate corrections when you notify us. Please let us know if there is incorrect information in any statements or other communications that you receive from us. If you would like to correct or update your personal information, please contact us at bre@solcounselingllc.com

Questions About Your Data

If you have questions about this Policy, or how we handle your Personal Information, please contact us at: bre@solcounselingllc.com

Special Disclosures

“Do Not Track” Disclosures

California and Delaware require websites accessible by users based in those states to indicate whether the website respects “Do Not Track” browser settings. We follow the standards explained in this Privacy Policy and do not interact with or implement “Do Not Track” requests.

Children

Our Services and Site are not directed at children under the age of 13, and we do not knowingly collect Personal Information from children under the age of 13 without obtaining parental consent. It is our procedure to promptly delete any Personal Information collected from a child under the age of 13 upon discovery of such a circumstance. If you believe that we may have collected Personal Information from a child under the age of 13, please contact us using the contact information at the end of this Policy and we will take appropriate steps to rectify this inadvertent collection.

Your California Privacy Rights

We do not provide therapy to clients located outside the state of Ohio. However, if you are accessing our website from California and we collect your personal information, the California Consumer Privacy Act (CCPA) may apply to you. In such a case, our Supplemental CCPA Privacy Policy will apply and will control in the event of any conflict with this general Privacy Policy.

Likewise, other California Privacy laws may apply to you in certain circumstances.

Pursuant to California Business and Professions Code Section 1798.83 (or such successor provision), as amended and supplemented, residents of California have the right to request from a business with whom the California resident has an established business relationship certain information with respect to the types of Personal Information the business shares with third parties for those third parties’ direct marketing purposes and the identities of the third parties with whom the business has shared such information during the immediately preceding calendar year.

In addition, an operator of a commercial website subject to California Business and Professions Code Section 22581 must allow California residents under age 18 who are registered users of online sites, services or applications to request and obtain removal of content or information they have publicly posted. If this applies to you and you wish to make such a request, your request should include a detailed description of the specific content or information to be removed. Please be aware that your request does not guarantee complete or comprehensive removal of content or information posted online and that the law may not permit or require removal in certain circumstances.

If you are a California resident, believe that one of the above code provisions applies to you, and would like to make such a request, you may submit a written request using the contact information located at the end of this Privacy Policy.

Changes and Updates to this Policy

We reserve the right to amend this privacy notice at our discretion and at any time. When we make changes to this privacy notice, we will post the updated notice on the Site and update the notice's effective date. Your continued use of our Site following the posting of changes constitutes your acceptance of such changes.

Contact Information

If you have any questions about this Privacy Policy, please contact us at: bre@solcounselingllc.com

Cookie Notice

Sol Counseling and Wellness LLC

Cookie Notice

This cookie notice applies when you use any of our Services that refer or link to this notice. This notice may be supplemented by additional cookie notices, or terms provided on certain areas of the Service or during our interactions with you. With the exception to the cookies that are set by third parties, the company that owns or administers the Service, as identified therein, is the primary controller of your personal information provide to, or collected by or for, the Service. 

This Cookie Notice is subject to our Privacy Policy and Terms of Use.

What are “Cookies” and Why Do we Use Them?

Cookies are small text files that are placed on your computer by websites that you visit. Cookies are widely used in order to make websites and applications work, or work more efficiently, and help them remember certain information about you, either for the duration of your visit (using a "session" cookie) or for repeat visits (using a "persistent" cookie). 

For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

The cookies used on this website are as follows:

Strictly necessary cookies: These cookies are essential in order to enable you to move around the website. They are usually only set in response to actions made by you which amount to a request for service, such as setting your privacy preferences, logging in or filling in forms. For example, authentication and security cookies are used to identify and recognize registered users and to enable them to gain access to requested content or features. You can set your browser to block or alert you about these cookies, but without these cookies, services you have asked for cannot be provided. See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

Functionality cookies: These cookies allow our websites to remember the choices you make and your account preferences and to provide enhanced, more personal features. These are set by us or by our third-party providers whose services we have added to our pages. For example, these cookies will remember your log-in details. You can set your browser to block or alert you about these cookies, but without these cookies, services you have asked for cannot be provided. See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

Performance cookies: These are analytics and research cookies that allow us to count visits and measure traffic, so we can measure and improve the performance of our site. They also help us to know which pages are the most and least popular and see how visitors move around the site. This helps us to improve the way the website works and improve user experience. All information these cookies collect is aggregated and therefore anonymous. You can set your browser to block or alert you about these cookies. Blocking these cookies will not affect the service provided you. See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

Targeting cookies: These cookies are set by us and our advertising partners to record your visit to the website, the pages you have visited and the links you have followed. We, and our advertising partners, will use this information to make the website, and the advertising displayed to you more relevant to your interests. You can set your browser to block or alert you about these cookies. Blocking these cookies will not affect the service provided you but will limit the targeted advertising that you will see or limit our ability to tailor the website experience to your needs. See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

Third Party and Social Media Cookies: These cookies are set by a range of social media services that we have added to our websites that enable you to share our content with your colleagues, friends and networks. They are capable of tracking your browser across other sites and building up a profile of your interests. This may impact the content and messages that you see on other websites that you visit. If you do not allow these cookies you may not be able to use of see the social media sharing tools. See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

Tracking Technologies Including Pixels, Script, Web Beacons/Gifs, Page Tags: These files, or, code may be included in our emails and mobile apps to record how you interact with us, to help us better analyze and improve our services to you. Again, you can block the cookies either through your browser or device settings, and these settings will apply to all cookies whether included on websites or in emails. However, in some instances, depending on your email or browser settings, the files may be automatically accepted (for example, when you've added an email address to your address book or safe senders list). See below for more information on how to manage the collection of this information or refer to your email browser or device instructions.

How to refuse the use of cookies

You can prevent your browser from accepting certain cookies, have the browser require your consent before a new cookie is placed in your browser, or block cookies altogether by selecting the appropriate settings on your browser privacy preferences menu.

For information on how to opt-out of cookies set by our suppliers, please visit  www.allaboutcookies.org (please note that we are not responsible for the content of external websites).

Third Party Web Advertising Services

Our Services may use Google Analytics, particularly within our marketing or free content sites, for the purposes of analyzing visitor / customer site interactions including interactions with our online marketing campaigns. For information about how Google processes the data collected please refer to the Google Privacy Policy.

You may opt-out of third-party web advertising services that provide personalized advertising based on your online activity. You can also configure your web browser to delete and / or block the use of cookies for any third party (see b for further informatio

The following sites may be used to register your 3rd party opt-out preferences: https://optout.networkadvertising.org/?c=1 or https://optout.aboutads.info/?c=2&lang=EN

Please note: Clicking the links above will redirect you to the appropriate third-party website. We are not responsible for the content of external websites. Opting out of Advertising Cookies will not remove advertising from the pages you visit; instead, it means the ads you will see may not be matched to your interests.

Changes

We reserve the right to amend this notice at our discretion and at any time. When we make changes to this privacy notice, we will post the updated notice on the Site and update the notice's effective date. Your continued use of our Site following the posting of changes constitutes your acceptance of such changes.

Contact

If you have any questions, comments, complaints or requests regarding this cookie notice, or our processing of your information, you can contact us at: bre@solcounselingllc.com

You may also lodge a complaint with the data protection authority in the applicable jurisdiction.

MEDICAL PRIVACY NOTICE

Sol Counseling and Wellness LLC

This Section describes how medical information about you may be used and disclosed by us and how you can get access to this information. Please review it carefully.

Who Will Follow This Notice?

Health care practitioners who treat you at any of our locations, including employees, volunteers, and members of our, all departments and operating units of our organization, and all medical practices operated us, other members of our workforce, and our business associates.

 Your Medical Information

This Section refers to your “medical information”. This means all information that identifies you and relates to your past, present or future physical or mental health or condition including information about payment and billing for the health care services you receive.

Our Pledge Regarding Medical Information

We understand that your medical information is personal and we are committed to its protection. We create a record of the care and services you receive to ensure that we are providing quality care and to comply with legal requirements. This notice applies to all your medical information that we maintain, whether created by our staff or others. We are required by law to give you this notice of our legal duties and privacy practices with respect to your medical information, to follow the terms of this Privacy Notice, and to notify you following a breach of the privacy or security of your unsecured medical information.

How We May Use and Disclose Medical Information About You

For each category of use and disclosure, we will try to give some examples, although not every use or disclosure in the category will be listed.

i.               For treatment. We may use your medical information so that we and other health care providers may provide you with medical treatment or services. Different health professionals may also share your medical information in order to coordinate the different services you need. We may disclose your medical information to people outside our offices and/or locations who may be involved in your medical care after you leave our care.

ii.              For Payment. We may disclose your medical information so that treatment and services you receive may be billed by us to a third party. For example, your health plan may need to know about treatment you received so they will pay us for the services provided. We may also disclose your medical insurance information to obtain prior approval from your health plan.

iii.            For Healthcare Operations Purposes. We may use and disclose your medical information for our internal operations, such as business management, and administrative activities, legal and auditing functions, and insurance-related activities. We may use medical information to make sure that all of our patients receive quality care, such as reviewing our processes or to evaluate the performance of those caring for you. We may also disclose information to doctors, nurses, technicians, and other personnel for review and learning purposes. We may remove information that identifies you from this set of information so others may use it to study healthcare and healthcare delivery without learning a specific patient’s identity. Under certain circumstances, we may disclose your medical information for the health care operations of other health care providers.

iv.             Health Information Exchange. We may participate in Regional Health Information Organization (“RHIO”) which arranges for the electronic exchange of health information among health care providers in the state where we are located. We may exchange your health information electronically through RHIO for the purposes described in this Notice. You have the right to request that your information not be included in this exchange.

v.              Individuals Involved In Your Care or Payment of Your Care. We may release your medical information to a friend or family member who is involved in your medical care, or to someone who helped pay for your care.

vi.             Notification. We may release your medical information to notify a family member, personal representative or another person responsible for your care of your location, general condition, or death. We also may release your medical information for certain disaster relief purposes.

vii.           Contacts. We may contact you to provide appointment reminders, information about treatment alternatives, or other health related benefits and services that may be of interest to you.

viii.          Worker's Compensation. We may release medical information about you for worker’s compensation or similar programs, which provide benefits for work related injuries or illnesses.  

ix.             Mental Health Information. State laws create specific requirements for the release of mental health records. We will obtain your specific authorization to release mental medical information when required by these laws.

x.              Drug & Alcohol Treatment Records. Specific rules apply to the release of certain drug and alcohol program records, and we will obtain your specific authorization to release those records as required by Federal regulation 42 CFR, Part 2.

xi.             Miscellaneous. We may use or disclose your medical information without your prior authorization for several other reasons. Subject to certain requirements, we may give out your medical information without prior authorization for public health purposes, abuse or neglect reporting, health oversight audits or inspections, research studies, funeral arrangements, Coroner’s investigations, organ donation, and emergencies. We also may disclose medical information when required by law in response to a request from law enforcement in specific circumstances, for specialized government functions including correctional, military or national security purposes, in response to valid judicial or administrative orders or to avoid a serious health threat. Additional specific rules may apply to mental health records.

xii.           Other Disclosures. Other uses and disclosures not described above will be made only with your written authorization. For example, we require your signed authorization for uses and disclosure that constitute the sale of your medical information and for most uses and disclosures of psychotherapy notes. Additionally, we will not use or disclose your medical information for marketing purposes unless we have a signed authorization from you except that an authorization will not be required if (a) a communication occurs face-to-face; (b) consists of marketing gifts of nominal value. You may revoke your authorization at any time unless we have relied on your authorization or your authorization was required as a condition of obtaining health care services.

Your Rights Regarding Medical Information About You

                        I.         Right to Inspect and Copy. In most cases you have the right to inspect or receive a copy of your medical information (or have a copy provided to an individual whom you designate) when you submit a written request. If your medical record is maintained electronically in a designated record set, you have the right to request a copy of the information in an electronic form and format. We may deny your request in certain circumstances. If you are denied access to your medical information, you may appeal.

                      II.         Right to Amend. If you believe the information in your record is incorrect or incomplete, you have the right to request an addendum be added to your record by submitting a written request giving your reason. We may deny your request under certain circumstances. If we deny it, we may advise you in writing of the reason or explain your rights to submit a statement of explanation.

                     III.         Right to an Accounting of Disclosure. You have the right to a list of those instances where we have disclosed your medical information other than for treatment, payment, healthcare operations, or where a disclosure was specifically authorized., for the Hospital’s directory, to persons involved in your care, and certain other limited situations. To request an accounting of disclosures, you must submit a written request to our Support Department.

                     IV.         Right to a Paper Copy of this Notice. If this notice was sent to you electronically you have a right to a paper copy of this notice. You may request that we send other communications of protected health information by alternative means, or to an alternative location. This request must be made in writing to the person listed below in Section 13. We are required to accommodate only reasonable requests. Please specify in your correspondence exactly how you want us to communicate with you; and if you are directing us to send it to a particular place, the contact/address information.

                       V.         Right to Request Restrictions. You may request in writing that we not use or disclose your medical information except when specifically authorized by you, when required by law, or in an emergency. Except in the case of certain requests related to disclosures to health plans, we are not required by law to agree to your request, but we will consider the request. We will inform you of our decision.

                     VI.         Right to Request Restrictions on Disclosures to Health Plans. You may request in writing that we restrict disclosures of your medical information to a health plan for purposes of carrying out payment or healthcare operations if the disclosure is not required by law and the medical information pertains solely to a health care item or service for which you (or a person other than the health plan who is acting on your behalf) have paid us out of pocket and in full at the time of service. We must agree to a request that meets these requirements.

Changes to this Notice

We reserve the right to change this Section at any time. Changes will apply to medical information we already hold, as well as new information after the change occurs. We will post a copy of our current notice within our facilities and we will post it on our website at https://www.solcounselingllc.com

 Complaints and Requests

 If you have questions about this notice or want to talk about a problem without filing a formal complaint, please contact Sol Counseling and wellness at the following number: (859)242-2213.

If you believe your privacy has been violated, you may file a complaint with our organization or with the Secretary of the U.S. Department of Health and Human Services. Information about how to file a complaint with the Department of Health and Human Services may be found at the following website: http://www.hhs.gov/ocr/privacy/hipaa/complaints/index.html. You will not be penalized for filing a complaint.

Contact Information

If you have any questions or comments about this notice, the ways in which we collect and use your information described here and in the Privacy Policy, your choices and rights regarding such use, or wish to exercise your rights under California law, please do not hesitate to contact us at:

Sol Counseling and Wellness LLC
8587 S Mason Montgomery Rd Ste 9 Mason OH, 45040