PRIVACY POLICY
Effective Date: September 2026
Last Updated: September 2026
Hall Counseling & Associates (“Hall Counseling,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, [www.hallcounseling.com] (the “Website”), contact us, request information, submit a counseling inquiry, schedule an appointment, or otherwise interact with us online.
Because Hall Counseling & Associates provides professional counseling services, some information we receive may be highly sensitive, including information related to your mental, emotional, physical, relational, or personal well-being. We take the privacy and confidentiality of this information seriously.
This Privacy Policy applies to information collected through our Website and other online interactions with Hall Counseling. It does not replace any separate informed consent documents, Notice of Privacy Practices, counseling agreements, or other policies that may apply to individuals receiving services from Hall Counseling or its providers.
By using our Website, you acknowledge the practices described in this Privacy Policy.
1. Information We Collect
The information we collect depends on how you interact with us.
Information You Provide Directly
We may collect information you voluntarily provide to us when you:
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Contact us through a website form, email, or other communication method;
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Request information about counseling services;
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Submit an inquiry or request for an appointment;
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Complete an intake or counseling-related form;
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Schedule, reschedule, or cancel an appointment;
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Communicate with a counselor or member of our administrative team;
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Subscribe to our newsletter or other communications;
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Participate in an event, workshop, or other offering; or
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Otherwise provide information to us.
Depending on the nature of your interaction, this information may include:
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Name;
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Email address;
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Telephone number;
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Mailing address;
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Date of birth or age;
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Information about your family or household;
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Insurance or billing information;
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Information about your counseling needs;
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Mental or emotional health information;
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Physical or medical information;
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Other personal or sensitive information you choose to provide; and
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Any other information included in a form, application, message, or other communication you submit to us.
Please do not submit sensitive health or counseling information through a general website contact form or ordinary email unless you have been specifically instructed that the communication method is appropriate for that information.
Information Collected Automatically
When you visit our Website, certain information may be collected automatically through cookies, analytics tools, server logs, pixels, and similar technologies.
This information may include:
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IP address;
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Browser type and version;
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Device type;
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Operating system;
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Pages visited;
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Links or buttons clicked;
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Referring website;
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Approximate geographic location;
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Date and time of your visit;
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Time spent on pages; and
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Other information about how you interact with the Website.
We may use this information to understand how visitors use our Website, improve website functionality and content, monitor website performance, maintain security, and better understand our audience.
2. Cookies and Similar Technologies
Our Website may use cookies and similar technologies.
Cookies are small files placed on your device that help websites recognize your browser and remember certain information. We may use cookies for purposes such as:
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Essential website functionality;
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Website security;
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Remembering preferences;
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Understanding website traffic and usage;
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Measuring the effectiveness of our communications and marketing; and
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Improving your experience on the Website.
The specific cookies and technologies used on our Website may change over time.
You can generally adjust your browser settings to refuse or delete cookies. Some website features may not function properly if cookies are disabled.
3. How We Use Information
We may use personal information for legitimate business, administrative, service-related, and communication purposes, including to:
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Respond to inquiries and requests;
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Provide and coordinate counseling services;
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Determine whether our services may be appropriate for your needs;
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Schedule and manage appointments;
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Communicate with current, prospective, and former clients regarding services;
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Process payments and manage billing;
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Process insurance claims when applicable;
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Maintain counseling and business records;
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Send newsletters and other communications when permitted;
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Improve our Website, services, and communications;
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Understand how visitors use our Website;
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Maintain the security and integrity of our systems;
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Detect, prevent, and respond to fraud, abuse, security incidents, or other unlawful activity;
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Comply with applicable legal, professional, and regulatory obligations;
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Protect the rights, safety, and property of Hall Counseling, our providers, clients, staff, and others; and
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Carry out other purposes disclosed at the time information is collected or with your consent.
We do not sell personal information for monetary compensation.
4. Counseling and Health Information
Hall Counseling provides professional counseling services, and information collected in connection with those services may include protected or otherwise sensitive health information.
The privacy and confidentiality of counseling records and health information are governed by applicable federal and state laws, professional standards, our Notice of Privacy Practices, and other applicable policies and agreements.
Information submitted through the Website for the purpose of requesting or receiving counseling services may be reviewed by authorized Hall Counseling personnel and, when appropriate, the counselor involved in providing services.
The Website's general contact forms and ordinary email communications should not be assumed to be secure methods for transmitting sensitive health or counseling information.
Current and prospective clients should use the secure client portal or other secure communication method provided by Hall Counseling when transmitting sensitive information.
5. HIPAA and Notice of Privacy Practices
Hall Counseling & Associates may be subject to the Health Insurance Portability and Accountability Act (“HIPAA”) and other federal and state privacy laws governing protected health information.
Our Notice of Privacy Practices provides additional information about how protected health information may be used and disclosed and about the privacy rights of our clients.
This Website Privacy Policy is separate from our Notice of Privacy Practices and is not intended to replace it.
If there is a conflict between this Website Privacy Policy and our Notice of Privacy Practices regarding protected health information, the applicable legal requirements and Notice of Privacy Practices will govern.
6. How We Share Information
We may share personal information in limited circumstances and as reasonably necessary to operate Hall Counseling and provide services.
Service Providers
We may use third-party companies and individuals to help us operate our business and Website. These providers may assist with services such as:
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Website hosting;
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Website forms;
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Client portals;
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Appointment scheduling;
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Electronic health records;
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Payment processing;
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Insurance billing;
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Email communications;
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Data storage;
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Website analytics;
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Technology support; and
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Other administrative or operational functions.
When appropriate, these providers may be permitted to access information only as reasonably necessary to perform services on our behalf and may be subject to contractual or legal obligations regarding the protection of personal information.
Providers that handle protected health information on our behalf may be subject to applicable HIPAA requirements and business associate agreements, where required.
Healthcare Providers and Other Professionals
Information may be shared with other healthcare providers, professionals, or organizations involved in your care when permitted or required by applicable law and, when necessary, with your authorization.
Insurance Companies and Payers
When applicable, we may disclose information necessary to verify benefits, obtain payment, submit insurance claims, coordinate benefits, or otherwise administer healthcare services.
Legal and Safety Circumstances
We may disclose information when permitted or required by applicable law, including when disclosure is reasonably necessary to:
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Comply with a law, regulation, legal process, subpoena, or court order;
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Protect the rights, safety, or property of Hall Counseling or others;
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Prevent or address serious threats to health or safety;
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Report information when legally required;
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Investigate suspected fraud, abuse, or unlawful activity; or
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Respond to a security incident.
For protected health information, disclosures will be handled in accordance with HIPAA and other applicable privacy and confidentiality requirements.
7. Payments and Billing Information
If you make a payment for counseling services, payment information may be processed through a third-party payment processor.
We generally do not receive or store your complete credit card or debit card number when a third-party payment processor handles the transaction.
We may retain information associated with your payment, such as your name, billing information, payment amount, payment date, and other information necessary for accounting, billing, recordkeeping, and business purposes.
8. Email Communications
If you subscribe to our newsletter or other communications, we may use your name and email address to send you information such as:
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Counseling education and resources;
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Mental and emotional wellness information;
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Blog content;
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Practice updates;
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Events and workshops;
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Newsletters; and
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Other information related to Hall Counseling's services.
You may unsubscribe from marketing or newsletter communications at any time by clicking the unsubscribe link included in the email or by contacting us directly.
Even if you unsubscribe from marketing communications, we may still send you transactional or service-related communications when necessary, such as appointment-related information or communications concerning services you have requested.
9. Website Analytics and Marketing Technologies
We may use third-party analytics and marketing technologies to understand how visitors interact with our Website, measure the effectiveness of our marketing, and improve our online presence.
These services may collect information such as IP address, device information, browser information, pages visited, referring URLs, and interactions with the Website.
Because Hall Counseling provides healthcare services, we take care to distinguish general website analytics and marketing information from protected health information. We do not intentionally use Website analytics or advertising tools to collect or disclose protected health information.
10. Third-Party Websites and Links
Our Website may contain links to websites operated by third parties, including social media platforms, payment processors, scheduling services, educational resources, insurance providers, and other websites.
Hall Counseling is not responsible for the privacy practices, content, security, or policies of third-party websites.
Once you leave our Website, your information may be subject to the privacy policy of the third party rather than this Privacy Policy.
We encourage you to review the privacy policy of any third-party website before providing personal information.
11. Social Media
Hall Counseling may maintain accounts or pages on third-party social media platforms.
If you interact with us through social media, information you provide or make available through those platforms may be collected and used by the platform according to its own privacy policy and terms of use.
Please do not share personal health information, counseling details, or other confidential information about yourself or another person through public comments, direct messages, or other social media features.
We may receive information about interactions with our social media content depending on the platform and your privacy settings.
12. Information Security
We take reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, use, alteration, disclosure, or destruction.
However, no method of transmitting information over the Internet or storing information electronically is completely secure. We cannot guarantee the absolute security of information transmitted to or stored by us.
If you believe you have submitted sensitive information through an insecure method, please contact us so we can determine the appropriate next steps.
13. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes for which it was collected, provide services, maintain appropriate business and clinical records, comply with legal and professional obligations, resolve disputes, enforce agreements, and protect our rights.
The retention period may vary depending on the type of information and the reason it was collected.
Clinical and counseling records may be subject to specific legal and professional retention requirements that differ from those applicable to ordinary Website information.
14. Children's Privacy
Our Website is not directed toward children under the age of 13, and we do not knowingly collect personal information from children under 13 through general Website features.
Hall Counseling may provide counseling services to children and adolescents. Information about a minor may therefore be collected as part of an authorized counseling process and will be handled according to applicable laws, professional requirements, and the policies governing those services.
If you believe a child has provided personal information through the Website outside of an authorized counseling process, please contact us.
15. Your Privacy Choices and Rights
Depending on where you live and the laws that apply to you, you may have certain rights regarding your personal information.
These rights may include the ability to:
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Request information about certain personal information we maintain about you;
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Request correction of inaccurate information;
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Request deletion of certain personal information where permitted by law;
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Opt out of certain marketing communications;
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Withdraw consent where processing is based on consent; and
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Exercise other rights provided by applicable law.
Certain information may be exempt from deletion, access, correction, or other requests because of legal, clinical, security, accounting, or other legitimate requirements.
For information protected by HIPAA, your privacy rights are described in our Notice of Privacy Practices.
If you would like to make a privacy-related request, please contact us using the information provided below. We may need to verify your identity before completing certain requests.
Nothing in this Privacy Policy is intended to limit any rights you may have under applicable law.
16. Texas Privacy Rights
Hall Counseling & Associates is based in Texas and provides services to individuals in Texas and, where applicable, individuals in other locations.
Texas law may provide certain privacy rights to qualifying consumers. Whether a particular privacy law applies to Hall Counseling and to a particular individual or type of information depends on the circumstances and applicable legal exemptions.
Where required by applicable law, Hall Counseling will honor applicable privacy rights and provide required notices and processes.
17. Security Incidents and Data Breaches
If we discover a security incident involving personal information, we will investigate the incident and take reasonable steps to contain, remediate, and prevent further unauthorized access or disclosure.
When required by applicable law, we will notify affected individuals, governmental authorities, or other parties within the required timeframe and in the manner required by law.
Additional federal or state requirements may apply to breaches involving protected health information.
18. International Visitors
Hall Counseling is based in the United States, and our Website is operated primarily for individuals in the United States.
If you access the Website from outside the United States, information you provide may be transferred to, stored in, or processed in the United States or other locations where Hall Counseling or its service providers operate.
Privacy and data protection laws in those locations may differ from those in your country.
19. Unsolicited Messages and Advertising
Hall Counseling & Associates does not permit the use of unsolicited messages, including unsolicited commercial email, text messages, direct messages, or other forms of electronic communication, to advertise or promote this Website or Hall Counseling without the recipient's consent.
We do not authorize third parties to use personal information obtained through this Website to send unsolicited advertising or promotional messages.
Individuals who choose to receive communications from us may opt out of promotional or marketing communications at any time by using the unsubscribe instructions provided in the communication or by contacting us directly.
We do not sell or rent personal information for the purpose of enabling unsolicited advertising or marketing.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, services, legal requirements, or other circumstances.
When we make changes, we will update the “Last Updated” date at the top of this Privacy Policy. If we make material changes, we may provide additional notice when appropriate.
We encourage you to review this Privacy Policy periodically to remain informed about how we protect personal information.
21. Important Notice for Website Visitors
Hall Counseling & Associates provides professional counseling services to individuals, couples, and families. The information provided on this Website is for general educational and informational purposes and is not a substitute for professional mental health care.
Use of this Website or submission of an online inquiry does not by itself establish a counselor-client relationship.
Submitting a contact form, counseling inquiry, or appointment request does not guarantee acceptance as a client or establish an appointment until confirmed by Hall Counseling.
If you are experiencing a mental health emergency or believe you or someone else is in immediate danger, call 911, go to the nearest emergency department, or contact the appropriate emergency or crisis service.
For current clients, please use the secure communication methods provided by Hall Counseling when communicating sensitive or confidential information.