Privacy & Data Use Alignment

Privacy Policy – Consistency Review & Refined Language

Scope of This Privacy Policy

This Privacy Policy applies to information collected through familyfirstoutreach.org and related non-clinical communications.

This policy does not replace the Notice of Privacy Practices (NPP) provided to clients who engage in clinical services. Clinical privacy rights are governed separately under HIPAA and applicable state laws.

Information We Collect

We may collect the following types of information through our website:

Personal Information: name, email address, phone number, and general inquiry details
Technical Data: IP address, browser type, device information, cookies, and usage data
Communication Preferences: SMS or email opt-in status

❗ Please do not submit sensitive medical, diagnostic, or emergency information through website forms.

How Information Is Used

Information collected through the website is used solely to:

Respond to inquiries
Schedule or coordinate appointments
Provide service-related updates
Improve website functionality

We do not use website data for behavioral tracking, profiling, or third-party marketing.

HIPAA Clarification (Website vs. Clinical Care)

Information submitted through this website is not considered Protected Health Information (PHI) under HIPAA unless and until you formally engage in clinical services and complete intake documentation through secure systems.

PHI is collected, stored, and protected only within:

HIPAA-compliant electronic health record systems
Secure telehealth platforms
Authorized clinical documentation workflows

Information Sharing

We do not sell, rent, or trade personal information.

Information may be shared only:

With service providers necessary to operate the website or scheduling systems
As required by law
To protect the safety, rights, or property of users or the practice

All vendors with access to PHI are required to maintain appropriate confidentiality and security safeguards.

Cookies & Tracking Technologies

Cookies are used to:

Maintain site functionality
Improve user experience
Analyze aggregate website usage

You may disable cookies in your browser settings; however, some site features may not function properly.

Electronic Communications & SMS

By providing your contact information, you consent to receive non-marketing, service-related communications via email or SMS.

SMS consent is never shared
Message frequency varies
Message and data rates may apply
You may opt out at any time by texting STOP
Assistance is available by texting HELP

Data Security

We use administrative, technical, and physical safeguards appropriate to the nature of the information collected. However, no internet-based system can be guaranteed as 100% secure.

Use of this website is at your own discretion.

Your Rights

Depending on your relationship with Family First Mental Health Services, you may have the right to:

Request access to your information
Request corrections
Withdraw communication consent

Clinical privacy rights are detailed in the Notice of Privacy Practices provided during intake.

Telehealth-Specific Privacy & Compliance Addendum

Telehealth Services Overview

Family First Mental Health Services offers telehealth services in compliance with applicable federal and state regulations.

Telehealth services are available only to established clients who have completed:

Informed consent
Identity verification
Location verification (as required by licensure laws)

Telehealth Privacy & Security

Telehealth sessions are conducted using secure, HIPAA-compliant platforms designed to protect confidentiality and data integrity.

Clients are responsible for:

Participating in sessions from a private, secure location
Protecting personal login credentials
Ensuring device security (passwords, updated software)

Telehealth Limitations

Telehealth:

Is not appropriate for all clinical situations
May be affected by technical issues
Does not replace emergency or crisis services

If telehealth becomes clinically inappropriate, alternative care options will be discussed.

Telehealth Emergency Protocol

Family First Mental Health Services does not provide emergency services via telehealth.

Clients must provide:

A current physical location at the start of each session
Emergency contact information

In a crisis, clients are instructed to:

Call 911
Contact 988 Suicide & Crisis Lifeline
Go to the nearest emergency room

Cross-State & Licensure Compliance

Telehealth services are provided only in jurisdictions where the clinician is legally authorized to practice. Services may be restricted based on client location at the time of the session.

Telehealth Consent

By participating in telehealth services, clients acknowledge and accept:

The risks and benefits of telehealth
Privacy limitations inherent in electronic communication
Their right to withdraw consent at any time

Formal telehealth consent is obtained prior to initiating services.