Last Updated: March 1, 2026
Austin Counseling Service ("we," "us," or "our") is committed to protecting your privacy and handling your personal information with care and transparency. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at austincounselingservice.com (the "Website"), use our counseling services, purchase wellness products, subscribe to our newsletter, or otherwise interact with us. Please read this Privacy Policy carefully. By using our Website or services, you consent to the practices described in this policy.
1. Information We Collect
We collect information that you voluntarily provide to us, as well as certain information collected automatically when you use our Website.
1.1 Information You Provide Directly
When you interact with our Website or services, you may provide us with the following types of personal information:
- Contact Information: Name, email address, and any other details you provide through our contact form, quote request form, newsletter subscription, or unsubscribe form.
- Counseling-Related Information: Information shared during intake processes, session scheduling, and therapeutic engagements, which may include health-related information protected under applicable privacy laws including HIPAA where applicable.
- Order Information: Name, email address, and order notes provided during product checkout on our cart page.
- Communication Content: Messages, inquiries, and feedback you send to us through any channel.
- Preferences: Newsletter topic preferences, communication preferences, and unsubscribe reasons.
1.2 Information Collected Automatically
When you visit our Website, certain information may be collected automatically through cookies, log files, and similar technologies:
- Browser type and version
- Operating system
- Device type and screen resolution
- Pages visited and time spent on pages
- Referring website addresses
- Date and time of visits
- General geographic location based on IP address
1.3 Client-Side Cart Data
Our shopping cart functionality uses browser localStorage to store product selections, quantities, and related cart information on your device. This data remains on your local browser and is not transmitted to our servers unless you complete a checkout form. Clearing your browser data will remove cart contents. This client-side storage is used solely to enhance your shopping experience during your browsing session.
2. How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide counseling services, schedule appointments, match you with appropriate counselors, and deliver wellness products you order.
- Communication: To respond to your inquiries, send appointment confirmations, provide requested quotes, and deliver newsletters you have subscribed to.
- Order Processing: To process product orders, contact you regarding order details, and arrange fulfillment and delivery.
- Website Improvement: To analyze usage patterns, improve Website functionality, enhance user experience, and develop new features and content.
- Legal Compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests.
- Safety and Security: To protect the safety and security of our clients, counselors, staff, and Website users, and to detect and prevent fraud or unauthorized activity.
- Marketing: To send promotional communications about our services and products, subject to your communication preferences and applicable law. You may opt out at any time through our unsubscribe page.
3. Legal Basis for Processing
We process your personal information based on one or more of the following legal grounds, depending on the context:
- Consent: When you voluntarily provide information through forms, subscribe to newsletters, or agree to counseling services.
- Contractual Necessity: When processing is necessary to fulfill our obligations under counseling service agreements or product order arrangements.
- Legitimate Interests: When processing is necessary for our legitimate business interests, such as improving our services, ensuring Website security, and communicating with prospective clients, provided these interests are not overridden by your rights.
- Legal Obligation: When processing is required to comply with applicable laws, including mandatory reporting requirements in counseling contexts.
4. How We Share Your Information
We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following limited circumstances:
- Service Providers: With trusted third-party vendors who assist us in operating our Website, conducting our business, or servicing you, such as telehealth platform providers, payment processors, and email service providers. These parties are contractually obligated to keep your information confidential and use it only for the purposes we specify.
- Professional Colleagues: With other healthcare providers when coordination of care is necessary and you have provided consent, or as permitted by law.
- Legal Requirements: When required by law, court order, subpoena, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
- Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.
- With Your Consent: In any other circumstance where you have given us explicit permission to share your information.
5. Protected Health Information
As a mental health counseling practice, certain information we collect and maintain may constitute Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA) and related regulations. PHI is subject to additional protections beyond this general Privacy Policy. When you engage in counseling services with us, you will receive a separate Notice of Privacy Practices that describes how your PHI is used and disclosed, your rights regarding your PHI, and how to file a complaint if you believe your privacy rights have been violated.
We maintain administrative, physical, and technical safeguards designed to protect PHI in accordance with HIPAA requirements. Access to PHI is limited to authorized personnel who need the information to perform their job duties.
6. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of information:
- Counseling Records: Retained in accordance with applicable state licensing board requirements and HIPAA regulations, typically for a minimum of seven (7) years from the last date of service.
- Website Form Submissions: Retained for up to three (3) years unless a longer period is required for ongoing service relationships.
- Newsletter Subscriptions: Retained until you unsubscribe or request deletion.
- Order Information: Retained for up to seven (7) years for accounting and tax purposes.
- Automatically Collected Data: Retained in aggregated or anonymized form for analytics purposes.
When personal information is no longer needed, we securely delete or anonymize it in accordance with our data retention and destruction policies.
7. Data Security
We implement appropriate technical and organizational security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit using SSL/TLS protocols
- Secure storage systems with access controls
- Regular security assessments and updates
- Employee training on data protection and confidentiality
- Incident response procedures for potential data breaches
While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections and promptly addressing any security incidents in accordance with applicable law.
8. Your Privacy Rights
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete personal information.
- Deletion: Request deletion of your personal information, subject to legal retention requirements.
- Restriction: Request restriction of processing of your personal information in certain circumstances.
- Portability: Request transfer of your personal information to another service provider where technically feasible.
- Objection: Object to processing of your personal information based on legitimate interests.
- Withdraw Consent: Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.
- Opt-Out of Marketing: Unsubscribe from marketing emails using our unsubscribe page or email preferences.
Residents of certain U.S. states, including California, Virginia, Colorado, Connecticut, and Utah, may have additional rights under state privacy laws. To exercise any of these rights, please contact us through our Website contact form or email info@austincounselingservice.com. We will respond to your request within the timeframe required by applicable law, typically within thirty (30) to forty-five (45) days.
We may need to verify your identity before processing certain requests to protect your information from unauthorized access. We will not discriminate against you for exercising your privacy rights.
9. Children's Privacy
Our Website is not directed to children under the age of thirteen (13), and we do not knowingly collect personal information from children under 13 through the Website without parental consent. Youth counseling services for minors are initiated and managed by parents or legal guardians. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly.
10. Cookies and Tracking Technologies
Our Website may use cookies and similar tracking technologies to enhance your browsing experience and collect usage information. Cookies are small data files stored on your device. Types of cookies we may use include:
- Essential Cookies: Necessary for basic Website functionality, including cart localStorage operations.
- Analytics Cookies: Help us understand how visitors interact with our Website by collecting anonymous usage data.
- Preference Cookies: Remember your settings and preferences for future visits.
You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain Website features, including the shopping cart.
11. Third-Party Services
Our Website may contain links to third-party websites, embed content from external sources such as image hosting services, or integrate with third-party tools. This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of any third-party sites you visit. We are not responsible for the privacy practices or content of third-party websites.
We may use third-party services for telehealth delivery, email communications, and Website analytics. These providers are selected based on their commitment to data security and privacy and are bound by contractual obligations to protect your information.
12. International Users
Our Website and services are primarily intended for users in the United States. If you access our Website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located. By using our Website, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Your continued use of the Website after any changes constitutes acceptance of the updated Privacy Policy.
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
- Email: info@austincounselingservice.com
- Website: Contact Form
We are committed to resolving any privacy concerns promptly and transparently. If you are not satisfied with our response, you may have the right to lodge a complaint with a relevant data protection authority in your jurisdiction.