Privacy Policy

Introduction

Meadow Mist Counseling ("we," "us," "our," or "the Practice"), owned and operated by Dr. Sean Alexander, DSW, LCSW, is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at meadowmistcounseling.com, use our telehealth services, receive text messages from us, or otherwise interact with our Practice.

By using our website, scheduling services, or providing your personal information to us, you consent to the practices described in this Privacy Policy. We encourage you to read this policy carefully and contact us if you have any questions.

Information We Collect

Personal Information

We may collect the following categories of personal information:

Sensitive Information

Given the nature of mental health services, some information we collect may be considered sensitive, including mental health diagnoses, substance use history, sexual orientation, and other information disclosed during the therapeutic relationship. This information is handled with the highest level of confidentiality and security as required by HIPAA and Texas state law.

How We Collect Information

We collect information through the following methods:

• Directly from you — when you complete intake forms, schedule appointments, submit contact forms, or communicate with us by phone, email, or text message
• During treatment — information gathered during therapy sessions, assessments, and clinical consultations
• From third parties — with your written authorization, from other healthcare providers, insurance companies, or referral sources
• Automatically — through cookies, analytics, and similar technologies when you visit our website
• Via SMS opt-in — when you provide your mobile number and consent to receive text messages from us

How We Use Your Information

We use the information we collect for the following purposes:

• Treatment & Care: To provide, manage, and coordinate your mental health treatment and telehealth services
• Scheduling & Communication: To schedule and confirm appointments, send reminders, and respond to your inquiries
• Billing & Payment: To process payments, submit insurance claims, and manage your account
• Text Messaging: To send appointment reminders, practice updates, billing notifications, and other administrative communications via SMS/MMS
• Legal Compliance: To comply with federal and state laws, including HIPAA, the Texas Medical Records Privacy Act, and the Telephone Consumer Protection Act (TCPA)
• Quality & Operations: To improve our services, maintain records, and support the day-to-day operations of the Practice
• Safety: To protect the health and safety of you and others when required by law

SMS/Text Messaging Privacy

This section applies specifically to information collected and used in connection with our SMS/text messaging program.

Information Collected via SMS

When you opt in to our text messaging program, we collect and store the following:

• Your mobile phone number
• Your opt-in consent and the date/time it was provided
• Opt-in method (web form, keyword, paper form, or verbal)
• Message history (sent and received messages)
• Opt-out requests and date/time of opt-out

Purpose of SMS Communications

Text messages from Meadow Mist Counseling are limited to administrative and operational purposes, including:

• Appointment reminders and confirmations
• Rescheduling notifications
• Billing and payment reminders
• Intake form and documentation requests
• Practice updates and announcements
• Follow-up care communications

Your SMS Rights

• Opt-Out: Reply STOP to any message at any time to unsubscribe. You will receive a one-time confirmation, and no further messages will be sent.
• Help: Reply HELP to any message for assistance, or call (832) 349-4811.
• Re-Subscribe: Reply START or contact our office to opt back in.
• No Obligation: Consenting to receive text messages is not a condition of receiving therapy services or purchasing any goods or services.

SMS Data Retention

Opt-in consent records are retained for the duration of your enrollment in our messaging program and for a minimum of five (5) years after your last interaction, or as required by applicable law and carrier regulations. Message logs may be retained for compliance and dispute resolution purposes.

Carrier & Messaging Disclaimers

Standard message and data rates from your wireless carrier may apply. Carriers including but not limited to T-Mobile, AT&T, Verizon, and US Cellular are not liable for delayed or undelivered messages. Message frequency varies based on your appointment schedule and may average up to 10 messages per month.

Disclosure of Information

We do not sell your personal or health information. We may disclose your information only in the following circumstances:

• With your written consent — to other healthcare providers, family members, or third parties you authorize
• For treatment, payment, and operations (TPO) — as permitted under HIPAA for coordination of care, insurance billing, and quality assurance
• As required by law — in response to a court order, subpoena, or legal process, or when reporting is mandated (e.g., suspected child or elder abuse, imminent danger to self or others)
• Business associates — with third-party vendors who help us operate the Practice (e.g., electronic health record systems, billing processors, telehealth platforms) under HIPAA Business Associate Agreements
• Emergency situations — to prevent or lessen a serious and imminent threat to your health or safety, or the health or safety of others

HIPAA Compliance

As a licensed healthcare provider, Meadow Mist Counseling complies with the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and Security Rule. These federal regulations establish national standards for the protection of individually identifiable health information (Protected Health Information, or PHI).

Your rights under HIPAA include:

• The right to receive a copy of our Notice of Privacy Practices
• The right to request access to your health records
• The right to request amendments to your health records
• The right to request restrictions on certain uses and disclosures of your PHI
• The right to request confidential communications (e.g., requesting we contact you only at a specific phone number)
• The right to receive an accounting of certain disclosures of your PHI
• The right to file a complaint if you believe your privacy rights have been violated

A complete Notice of Privacy Practices is provided at the start of treatment and is available upon request at any time. You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.

Data Security

We implement administrative, technical, and physical safeguards to protect your personal and health information from unauthorized access, use, alteration, or disclosure. These measures include but are not limited to:

• HIPAA-compliant, encrypted telehealth platforms for all therapy sessions
• Encrypted electronic health record (EHR) systems
• Secure, password-protected access to all digital systems
• Regular security assessments and updates
• Staff training on privacy and security best practices
• Business Associate Agreements with all third-party vendors who handle PHI

While we take extensive precautions, no method of electronic transmission or data storage is 100% secure. We cannot guarantee absolute security of your information but are committed to maintaining industry-standard protections.

Data Retention

We retain your personal and health information in accordance with applicable federal and state laws:

• Medical/clinical records: A minimum of seven (7) years from the date of last treatment, or as required by Texas state law
• Billing and insurance records: A minimum of seven (7) years from the date of service
• SMS opt-in/opt-out records: For the duration of enrollment plus five (5) years following your last interaction
• Website analytics data: Aggregated and anonymized data may be retained indefinitely; identifiable data is retained for up to twenty-four (24) months

Upon expiration of required retention periods, records are securely destroyed or de-identified in accordance with HIPAA guidelines.

Your Rights

In addition to your rights under HIPAA (described in Section 7), you have the following rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you
• Correction: You may request that we correct inaccurate or incomplete information
• Deletion: You may request deletion of certain personal information, subject to legal retention requirements
• Opt-Out of SMS: You may opt out of text messages at any time by replying STOP or contacting our office
• Restrict Processing: You may request that we limit how we use your information in certain circumstances
• Withdraw Consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within thirty (30) days.

Cookies & Website Tracking

Our website may use cookies and similar tracking technologies to improve your browsing experience and analyze website usage. Cookies are small data files stored on your device when you visit our site.

We may use the following types of cookies:

• Essential cookies: Necessary for the website to function properly (e.g., session management)
• Analytics cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Functionality cookies: Remember your preferences and settings

You can control cookie settings through your browser preferences. Disabling certain cookies may affect the functionality of our website. We do not use advertising or retargeting cookies.

If our website uses Google Analytics, we have enabled IP anonymization to further protect your privacy. We do not link analytics data to your clinical or health records.

Third-Party Links

Our website may contain links to third-party websites, resources, or services that are not owned or controlled by Meadow Mist Counseling. We are not responsible for the privacy practices, content, or security of any third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Meadow Mist Counseling provides services to adults (18 years of age and older) only. We do not knowingly collect personal information from children under 18 through our website or text messaging program. If we become aware that we have inadvertently collected information from a minor, we will take steps to delete that information promptly. If you believe a minor has provided us with personal information, please contact us immediately.

Changes to This Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you via email or a notice on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Your continued use of our services, website, or text messaging program after any changes to this policy constitutes your acceptance of the updated terms.