Privacy Policy
Privacy Policy for Aspen Counseling Services
Effective Date: September 19, 2025
At Aspen Counseling Services ("we," "us," or "our"), we are committed to protecting your privacy
and maintaining the confidentiality of your personal information. This Privacy Policy explains
how we collect, use, disclose, and safeguard your information when you visit our website at
www.aspencounselingservices.com (the "Website"), use our services, or interact with us. This
includes both general website data and protected health information (PHI) under the Health
Insurance Portability and Accountability Act (HIPAA) for our counseling clients.
By using our Website or services, you agree to the terms of this Privacy Policy. If you do not
agree, please do not use our Website or services.
1. Information We Collect
We collect information in the following ways:
a. Information You Provide Voluntarily
● Personal Information: When you contact us, schedule an appointment, fill out forms,
subscribe to newsletters, or register for services, you may provide details such as your
name, email address, phone number, mailing address, date of birth, health history, or
other details relevant to counseling services.
● Payment Information: If you make payments through our Website or third-party
processors, we collect billing details (e.g., credit card information), but we do not store
this data ourselves—it's handled securely by our payment providers.
● Health Information: For clients, this may include medical history, mental health details,
or other PHI shared during intake or sessions.
b. Information Collected Automatically
● Device and Usage Data: We use cookies, web beacons, and similar technologies to
collect data like your IP address, browser type, device identifiers, pages visited, time
spent on pages, and referral sources.
● Analytics Data: Tools like Google Analytics help us understand Website usage patterns
to improve our services.
We do not collect information from children under 13 without verifiable parental consent, in
compliance with the Children's Online Privacy Protection Act (COPPA).
2. How We Use Your Information
We use the information we collect for the following purposes:
● To provide, schedule, and manage counseling services, including appointments and
follow-ups.
● To process payments and handle billing.
● To communicate with you, such as responding to inquiries, sending newsletters, or
notifying you of changes to our services.
● To improve our Website and services through analysis and feedback.
● To comply with legal obligations, such as reporting requirements or audits.
● For internal operations, like quality assurance and security.
For PHI, uses are limited to treatment, payment, and health care operations as defined under
HIPAA (see Section 7 below).
3. How We Share Your Information
We do not sell your personal information. We may share it in these limited circumstances:
● Service Providers: With trusted third parties who assist us, such as IT providers,
payment processors, analytics tools, or scheduling software, under strict confidentiality
agreements.
● Legal Requirements: If required by law, subpoena, court order, or to protect our rights,
safety, or property.
● Business Transfers: In the event of a merger, acquisition, or sale of assets.
● With Your Consent: For example, sharing PHI with your primary care physician if you
authorize it.
For PHI, disclosures are governed by HIPAA and require your authorization except in specific
cases (see Section 7).
4. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your
information, including encryption, firewalls, access controls, and employee training. However, no
system is completely secure, and we cannot guarantee absolute protection. You are responsible
for keeping your account credentials confidential.
In the event of a data breach involving PHI, we will notify affected individuals as required by
HIPAA.
5. Cookies and Tracking Technologies
We use cookies to enhance your experience (e.g., remembering preferences). You can manage
cookies through your browser settings, but disabling them may limit Website functionality. For
more details, see our [Cookie Policy] (if applicable; otherwise, link to a separate page or
remove).
6. Your Rights and Choices
● Access and Update: You can request access to, correction of, or deletion of your
personal information by contacting us.
● Opt-Out: Unsubscribe from marketing emails via the link in our communications or by
contacting us.
● Do Not Track: We do not respond to browser Do Not Track signals.
● California Residents: Under CCPA/CPRA, you may have rights to know, delete, or
opt-out of sales (though we do not sell data).
● EU/UK Residents: Under GDPR, you may have rights to access, rectification, erasure,
restriction, portability, or objection.
For PHI-specific rights, see the HIPAA section below.
We will respond to verifiable requests within applicable timeframes, subject to legal exceptions.
7. HIPAA Notice of Privacy Practices
This section applies to our handling of PHI for counseling services and complies with HIPAA. It
describes how we may use and disclose your PHI and your rights regarding it.
Your PHI: PHI includes information that identifies you and relates to your physical or mental
health, provision of health care, or payment for health care.
Uses and Disclosures Requiring Your Consent:
● Treatment: To provide, coordinate, or manage your care (e.g., consulting with another
health provider).
● Payment: To bill and collect payment (e.g., submitting claims to your insurer).
● Health Care Operations: For quality assessment, auditing, or business management.
You consent to these uses by engaging our services. We may also use PHI for appointment
reminders or to inform you of treatment alternatives.
Uses and Disclosures Requiring Authorization:
● Most other disclosures (e.g., sharing with family, schools, or employers) require your
written authorization, which you can revoke at any time.
● Psychotherapy notes (our private notes from sessions) are kept separate and require
specific authorization for release, except in limited cases like legal defense.
Uses and Disclosures Without Authorization:
● As required by law (e.g., reporting child abuse, threats of harm).
● For public health activities, health oversight, or workers' compensation.
● To avert serious threats to health or safety.
Your Rights Regarding PHI:
● Access: Inspect and obtain a copy of your PHI (fees may apply; psychotherapy notes
excluded).
● Amendment: Request corrections if inaccurate.
● Accounting: Request a list of disclosures made in the past 6 years.
● Restrictions: Request limits on uses/disclosures (we may not always agree).
● Confidential Communications: Request alternative communication methods (e.g.,
different address).
● Complaints: File with us or the U.S. Department of Health and Human Services if you
believe your rights were violated.
We will retain PHI as required by law (typically 6-7 years after last contact).
8. Third-Party Links
Our Website may link to external sites. We are not responsible for their privacy
practices—review their policies.
9. Children's Privacy
Our services are not directed to children under 13. If we learn we've collected data from a child
under 13 without consent, we will delete it.
10. Changes to This Privacy Policy
We may update this policy periodically. Changes will be posted here with a revised effective
date. Continued use constitutes acceptance.
11. Contact Us
For questions, requests, or complaints about this Privacy Policy or your information:
● Email: Office@aspencounselingservices.com
● Phone: 801-449-0017
● Mailing Address: 5455 W 11000 N Suite 201, Highland, UT 84003
For HIPAA-specific concerns, contact our Privacy Officer at the above details.