Privacy Policy
We respect your privacy and are committed to protecting it through our compliance with this Privacy Policy (“Policy”). This Policy describes the types of information we may collect from you or that you may provide (“Personal Information”) on the Caring Minds LLC website (the “Website”) and any of its related products and services (collectively, “Services”), and our practices for collecting, using, maintaining, protecting, and disclosing that Personal Information.
It also describes the choices available to you regarding our use of your Personal Information and how you can access and update it.
This Policy is a legally binding agreement between you (“User”, “you”, or “your”) and Caring Minds LLC (doing business as “Caring Minds LLC”, “we”, “us”, or “our”). If you are entering into this Policy on behalf of a business or other legal entity, you represent that you have the authority to bind such entity to this Policy, in which case the terms “User”, “you”, or “your” shall refer to such entity.
If you do not have such authority, or if you do not agree with the terms of this Policy, you must not accept this Policy and may not access and use the Website and Services. By accessing and using the Website and Services, you acknowledge that you have read, understood, and agree to be bound by the terms of this Policy. This Policy does not apply to the practices of companies that we do not own or control, or to individuals that we do not employ or manage.
Collection of Information
Our top priority is client confidentiality and data security. We may collect or process only the minimal Personal Information necessary to provide our Services, maintain our Website, and ensure the proper functioning of our practice. Information collected automatically may be used to identify potential cases of abuse and establish aggregate statistical information regarding usage and traffic of the Website and Services. This statistical information is not aggregated in such a way that would identify any particular user of the system.
In addition to automatic collection, we may collect Personal Information you provide directly such as name, contact information, health-related information, appointment details, billing information, and communications with us.
Use and Processing of Collected Information
We act as a data controller and/or data processor when handling Personal Information. Our role depends on how the Personal Information is collected and on our relationship with you.
In order to make the Website and Services available to you, or to meet a legal obligation (for example: compliance with HIPAA, state laws, insurance requirements), we may need to collect and use certain Personal Information. If you do not provide the information we request, we may not be able to provide you with the requested products or services.
Any of the information we collect from you may be used for the following purposes:
To deliver products or services (including mental health services, medication management, telehealth, etc.);
To run and operate the Website and Services;
To communicate with you (appointment scheduling, reminders, billing, etc.);
For compliance with our legal and regulatory obligations (e.g., HIPAA, state licensing boards);
For legitimate business interests such as improving our services, ensuring security, maintaining records.
Processing your Personal Information depends on how you interact with the Website and Services, where you are located in the world and if one of the following applies:
(a) you have given your consent for one or more specific purposes;
(b) provision of information is necessary for performance of this Policy or any pre-contractual obligations;
(c) processing is necessary for compliance with a legal obligation;
(d) processing is related to a task carried out in the public interest or in the exercise of official authority vested in us;
(e) processing is necessary for the purposes of the legitimate interests pursued by us or by a third party.
Disclosure of Information
Depending on the requested Services or as necessary to complete any transaction or provide any Service you have requested, we may share your information with our contracted service providers (“Service Providers”) we rely upon to assist in the operation of the Website and Services, whose privacy policies are consistent with ours or who agree to abide by our policies with respect to Personal Information. We will not share your information with unaffiliated third parties for their marketing purposes without your consent.
Service Providers are not authorized to use or disclose your information except as necessary to perform services on our behalf or comply with legal requirements. We will share and disclose your information only with the following categories of Service Providers (as applicable):
Communication and collaboration services (e.g., telehealth platform, email services)
Payment processors and billing services
Government agencies when required by law (e.g., reporting obligations)
Legal and professional advisors
Insurance companies or payors (when necessary for billing/claims)
We may also disclose any Personal Information we collect, use or receive if required or permitted by law — such as to comply with a subpoena or similar legal process, or when we believe in good faith that disclosure is necessary to protect our rights, to protect your safety or the safety of others, investigate fraud, or respond to a government request.
In the event we go through a business transition (such as a merger or acquisition, sale of all or a portion of our assets), your Personal Information will likely be among the assets transferred.
Retention of Information
We will retain and use your Personal Information for the period necessary to comply with our legal obligations (e.g., record-keeping for health/medical records, state regulations), as long as your account remains active, to enforce our Policy, resolve disputes, and unless a longer retention period is required or permitted by law. We may use aggregated data derived from your Personal Information after you update or delete it—but not in a manner that would identify you personally.
Once the retention period expires, your Personal Information shall be deleted or de-identified. Therefore, the right to access, the right to erasure, the right to rectification, and the right to data portability may no longer be enforceable after the expiration of the retention period.
Transfer of Information
We do not transfer or store your Personal Information outside your country of residence except where required by law or with adequate safeguards. All Personal Information collected is processed and maintained in compliance with applicable data protection laws, including state laws relevant to healthcare providers. If any changes to our data storage practices occur, we will update this Policy accordingly and notify you as required by law.
Region Specific Notices
Disclosures for residents of the USA
If you are a resident of a state such as California, Colorado, Connecticut, Delaware, Iowa, Maryland, Utah, Virginia or others, you may have certain rights under laws such as the California Consumer Privacy Act (CCPA), California Privacy Rights Act (CPRA), Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CDPA), Delaware Online Privacy and Protection Act (DOPPA), Iowa Consumer Data Protection Act (ICDPA), Maryland Personal Information Protection Act (PIPA), Utah Consumer Privacy Act (UCPA), Virginia Consumer Data Protection Act (VCDPA), and related regulations. Unless otherwise expressly stated, all terms in this section have the same meaning as defined in the related state laws.
If you provide Personal Information as defined in those statutes to obtain Services for personal, family, or household use, you may have rights once per calendar year to submit requests related to your Personal Information. There may be circumstances when we may not be able to comply with your request (for example, unable to verify your identity or providing full response conflicts with other legal obligations). We will notify you if that is the case.
Some of those rights may include:
Right to know and access: you may request certain information we have collected about you (specific pieces, categories of sources, purposes of collection/sale/share).
Right to correct: you may request correction of inaccurate Personal Information.
Right to delete: you may request deletion of your Personal Information.
Right to opt-out of sale/sharing of your Personal Information.
Right to consent to or limit use of your sensitive personal information. (We do not use sensitive personal information beyond what is legally permitted or beyond scope of consent.)
Right to non-discrimination: you have the right not to be discriminated against for exercising your data subject rights (e.g., receiving different service or charging different rates).
Other countries and general privacy rights
If you reside in a country not specifically mentioned in this policy, we are committed to protecting your personal data in accordance with internationally recognized privacy principles. You may have rights similar to those outlined above, including:
The right to access, correct, or delete your personal data.
The right to restrict or object to certain types of processing.
The right to withdraw consent for data processing.
The right to data portability, where applicable.
The right to opt out of targeted advertising and data sales, where required by law.
The right to file a grievance with a relevant data protection authority.
The right to nominate a representative to exercise your privacy rights on your behalf, if permitted by applicable regulations.
How to Exercise Your Rights
Any requests you wish to make to exercise your rights can be directed to us using the contact details provided below. Before responding, we may ask you to verify your identity or authority to act on behalf of the person whose data the request concerns. If you are submitting a request on behalf of another person (authorized representative), we may request evidence of such authority.
Please include sufficient information so that we can properly understand and respond to your request. We cannot respond to your request unless we first verify your identity or that you are authorized to make the request and confirm that the Personal Information relates to you.
Privacy of Children
We do not knowingly collect any Personal Information from children under the age of 13 through the Website and Services. If you are under the age of 13, please do not submit any Personal Information through the Website or Services. If you believe that a child under 13 has provided Personal Information to us, please contact us and we will take steps to delete that child’s Personal Information from our systems.
We encourage parents and legal guardians to monitor their children’s Internet usage and to help enforce this Policy by instructing their children never to give out Personal Information when online without their permission. We also ask that all parents and legal guardians take the necessary precautions to ensure their children are instructed not to give out Personal Information when online without their permission.
Do Not Track Signals
Some browsers incorporate a “Do Not Track” (“DNT”) feature that signals to websites you do not want your online activity tracked. Tracking, for these purposes, refers to collecting personally identifiable information from users who visit a website or online service as they move across different websites over time. How browsers communicate the DNT signal is not yet uniform.
As a result, our Website and Services are not yet set up to interpret or respond to DNT signals communicated by your browser. Even so, as described in more detail throughout this Policy, we limit our use and collection of your Personal Information.
Links to Other Resources
The Website and Services may contain links to other resources that are not owned or controlled by us. Please be aware that we are not responsible for the privacy practices of such other resources or third parties. We encourage you to be aware when you leave our Website or Services and to read the privacy statements of each and every resource that may collect Personal Information.
Information Security
We strive to protect your Personal Information, but no data transmission over the Internet or wireless network can be guaranteed to be 100% secure. Accordingly:
(a) You acknowledge that there are security and privacy limitations of the Internet and wireless networks;
(b) The security, integrity, and privacy of any and all information and data exchanged between you and the Website and Services cannot be guaranteed; and
(c) Any such information and data may be viewed or tampered with in transit by a third party, despite best efforts.
Data Breach
In the event we become aware that the security of the Website and Services has been compromised or Users’ Personal Information has been disclosed to unauthorized third parties as a result of external activity (including but not limited to security attacks or fraud), we reserve the right to take reasonably appropriate measures, including investigation and reporting, as well as cooperating with law enforcement authorities.
If we believe there is a reasonable risk of harm to any User as a result of such a breach or if notice is otherwise required by applicable law, we will make reasonable efforts to notify affected individuals or authorities, including via mail or other method as required by jurisdiction.
Changes and Amendments
We reserve the right to modify this Policy or its terms related to the Website and Services at any time, at our discretion. When we do, we will revise the “Last Updated” date at the bottom of this page. We may also provide notice to you in other ways, such as via contact information you have provided.
An updated version of this Policy will be effective immediately upon the posting of the revised Policy (unless otherwise specified). Your continued use of the Website and Services after the effective date of the revised Policy (or such other act specified at that time) will constitute your consent to those changes. However, we will not, without your consent, use your Personal Information in a manner materially different than what was stated at the time your Personal Information was collected.
Acceptance of This Policy
You acknowledge that you have read this Policy and agree to all its terms and conditions. By accessing and using the Website and Services and submitting your information you agree to be bound by this Policy. If you do not agree to abide by the terms of this Policy, you are not authorized to access or use the Website or Services.
Contacting Us
If you have any questions, concerns or complaints regarding this Policy, the information we hold about you, or if you wish to exercise your rights, please contact us at:
Caring Minds LLC
info@caringmindsllc.net
253-271-0839
We will attempt to resolve complaints and disputes and make every reasonable effort to honor your wish to exercise your rights as quickly as possible and within any timescales required by applicable data protection laws.
If you believe your concerns have not been adequately addressed, you may escalate the matter to the appropriate data protection authority in your region, in accordance with applicable privacy laws.
Last updated: 12/27/2025