Privacy Policy

This Privacy Policy explains how Encore Psychology Services, LLC ("Encore Psychology," "we," "us," or "our") collects, uses, and protects information when you visit our website at encorepsychology.com (the "Site"). It also describes your rights regarding that information and how to contact us with questions.

A separate document, the HIPAA Notice of Privacy Practices, governs how we handle protected health information (PHI) in the context of clinical care. That notice describes your rights as a patient under the Health Insurance Portability and Accountability Act (HIPAA). Please see our HIPAA Notice of Privacy Practices for that document. This Privacy Policy covers the information collected through our website and is not a substitute for the Notice of Privacy Practices.

Encore Psychology is a doctoral-level psychological and neuropsychological testing and evaluation practice located in metro Detroit, Michigan. Our clinician is Dr. Brooke Colman, Clinical Psychologist. We serve children, teens, and adults, and provide telehealth evaluations to adults in 40 states. PSYPACT participation changes over time; confirm eligibility when you contact us.

Our contact information:

• Email: admin@encorepsychology.com
• Phone: (248) 452-6669
• Primary office: 33 Bloomfield Hills Parkway, Suite 225, Bloomfield Hills, MI 48304

This policy applies to information collected through:

• Our public website (the Site)
• Contact and inquiry forms on the Site
• Scheduling tools accessible through the Site
• Cookies and analytics technologies used on non-clinical pages of the Site

This policy does not govern:

• Clinical records or PHI collected and maintained in connection with your evaluation or treatment (governed by our HIPAA Notice of Privacy Practices)
• Information you provide directly to third-party services you access independently (governed by those services' own privacy policies)

We collect two distinct categories of information, which we keep strictly separate.

When you visit our Site, we and our hosting and analytics providers may automatically collect:

• Browser type and version
• Operating system
• Referring URL
• Pages viewed and time spent on pages
• Approximate geographic location (city or region level, derived from IP address)
• Device type

We may also collect information you voluntarily submit through general contact or inquiry forms, such as your name, email address, phone number, and the nature of your inquiry.

Intake forms and any clinical forms that may contain protected health information are processed exclusively through HIPAAtizer, a HIPAA-compliant form platform with which we maintain a Business Associate Agreement (BAA). This means:

• PHI submitted through our clinical intake forms is transmitted to and stored within HIPAAtizer's HIPAA-compliant infrastructure, not on our general website platform or database.
• We do not send PHI to any analytics, advertising, or marketing platform (including Google Analytics, Google Ads, or Meta).
• PHI is never stored in any general-purpose web application database we operate.

If you have questions about how your clinical information is handled, please refer to our HIPAA Notice of Privacy Practices, or contact us directly.

We use the information we collect for the following purposes:

• To respond to your inquiries. If you contact us through a general contact form or by email or phone, we use your contact information to respond.
• To schedule consultations or appointments. Scheduling information is used to confirm and manage your booking.
• To improve our website. Aggregate, non-identifiable analytics data supports us in understanding how visitors use the Site so we can improve its content and usability.
• To comply with legal obligations. We retain and disclose information as required by applicable law, including HIPAA, Michigan law, and any court order or regulatory obligation.
• To maintain the security of our systems. We use technical and access logs to detect and respond to unauthorized access or other security incidents.

We do not sell your personal information. We do not use your information for targeted advertising.

This section describes our approach to clinical intake forms, which involve a higher standard of protection than ordinary web forms.

Clinical intake and contact forms that may collect PHI are routed exclusively through HIPAAtizer, a HIPAA-compliant form platform operating under a Business Associate Agreement (BAA) with our practice. Because Google Analytics and similar analytics platforms do not offer BAAs for their analytics products, no analytics or marketing tags are loaded on pages that host HIPAAtizer forms. This means:

• No Google Analytics, Google Tag Manager, Meta Pixel, or similar tracking code fires on intake or clinical contact form pages.
• A conversion signal indicating that a form was completed may be recorded without transmitting any PHI to an analytics platform (for example, a redirect to a confirmation page that does not itself carry PHI).

If you submit a clinical intake form through our Site, that information is handled under the terms of our HIPAA Notice of Privacy Practices, not solely this web privacy policy.

Our Site uses cookies and similar tracking technologies for the following purposes:

We do not load analytics or advertising scripts on pages that host PHI-bearing forms, so no new analytics cookies are set there. See Section 5.

One thing we want to be precise about: if Google Analytics has already identified your browser during an earlier visit to a non-clinical page of this Site, that existing identifier may be read on our contact page and shared with our secure form provider so that we can understand which channels bring people to us. It is an analytics identifier, not health information, and no new tracking is added on that page. If you would rather it not be shared, you can clear your browser cookies for this Site or block cookies before using the form, and you are always welcome to contact us by phone instead.

Most web browsers allow you to control cookies through their settings. You may set your browser to refuse cookies or to alert you when cookies are being sent. If you disable cookies, some features of the Site may not function as intended.

We work with the following third-party services in connection with the Site. Each third-party service operates under its own privacy policy.

We do not share your personal information with third parties for their own marketing or advertising purposes. We share information with third-party service providers only to the extent necessary to operate the Site and deliver our services, and only under appropriate agreements (including BAAs where PHI is involved).

Encore Psychology evaluates children and teens as young as two (2) years old. Parents and legal guardians arrange evaluations on behalf of minors. This section explains how we handle information about minors.

Website collection:Our public website is not directed to children. We do not knowingly collect personal information from children under the age of 13 directly through the public website. If a parent or guardian contacts us on behalf of a child through a general inquiry form, we collect only the contact information of the parent or guardian, along with the information provided about the child’s evaluation needs.

Clinical forms (minors):When a parent or guardian submits a clinical intake form for a minor child through our HIPAAtizer-powered forms, that information is PHI and is governed by our HIPAA Notice of Privacy Practices. Parents and legal guardians have the right to access, request correction of, and authorize disclosures of their minor child’s health information, subject to applicable Michigan law and HIPAA provisions that may limit those rights as the child approaches adulthood.

Parental rights regarding website data: If you believe that information about your minor child has been collected through our website without your knowledge or consent, please contact us at admin@encorepsychology.com or (248) 452-6669 and we will promptly review and, where appropriate, delete that information.

Teens approaching adulthood: Michigan law and HIPAA provide specific rules about when minors may assert their own privacy rights, including rights regarding certain mental-health-related records.

We retain information collected through the Site as follows:

We will retain your information for as long as necessary to fulfill the purposes described in this policy, to comply with legal obligations, and to resolve disputes. When information is no longer needed, we will delete or anonymize it in a secure manner.

Depending on your state of residence and applicable law, you may have the following rights regarding your personal information:

• Right to access. You may request a copy of the personal information we hold about you.
• Right to correction. You may request that we correct inaccurate or incomplete information.
• Right to deletion. You may request that we delete your personal information, subject to our legal retention obligations.
• Right to restrict processing. You may request that we limit how we use your information in certain circumstances.
• Right to data portability. Where applicable, you may request that we provide your information in a portable format.
• Right to opt out of sale. We do not sell personal information.

To exercise these rights, please contact us at:

• Email: admin@encorepsychology.com
• Phone: (248) 452-6669
• Mail: 33 Bloomfield Hills Parkway, Suite 225, Bloomfield Hills, MI 48304

We will respond to verifiable requests within the timeframe required by applicable law. We may need to verify your identity before fulfilling a request.

PHI rights under HIPAA: Rights to access, amend, or restrict the use of your protected health information (clinical records) are governed separately by our HIPAA Notice of Privacy Practices, not by this policy. Please contact us or refer to that document for PHI-related requests.

We take reasonable and appropriate administrative, technical, and physical safeguards to protect the information we collect. These measures include:

• HIPAA-compliant infrastructure for PHI: Clinical intake forms are processed through HIPAAtizer, which provides HIPAA-grade security and encryption for PHI in transit and at rest.
• Encrypted data transmission: The Site uses HTTPS/TLS for all data in transit.
• Hosting security:The Site is hosted on Cloudflare’s Pages/Workers platform, which provides security features including DDoS protection, Web Application Firewall, and encrypted infrastructure.
• Access controls: Access to administrative systems and any stored contact or scheduling data is restricted to authorized personnel.
• No PHI in general-purpose databases: PHI is never stored in any general-purpose application database we operate.

No method of transmission over the Internet, and no method of electronic storage, is completely secure. While we strive to protect your information, we cannot guarantee its absolute security. If you believe your information may have been compromised, please contact us promptly.

Our Site may contain links to external websites, including professional resources, referral partners, and informational sites. This Privacy Policy does not apply to those external sites, and we are not responsible for their content or privacy practices. We encourage you to review the privacy policy of any site you visit.

This website Privacy Policy is distinct from and does not replace our HIPAA Notice of Privacy Practices, which governs how we handle your protected health information in the context of clinical care. As a covered entity under HIPAA, we are required to maintain and distribute a Notice of Privacy Practices describing your rights as a patient. Please contact us using the information below to review that document or request a copy.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, post a notice on the Site.

We encourage you to review this policy periodically. Your continued use of the Site after any changes constitutes your acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Encore Psychology Services, LLC
33 Bloomfield Hills Parkway, Suite 225, Bloomfield Hills, MI 48304

• Email: admin@encorepsychology.com
• Phone: (248) 452-6669

For concerns about how your clinical health information is handled, please refer to our HIPAA Notice of Privacy Practices or contact us at the above address. Our designated HIPAA Privacy Officer is Dr. Brooke Colman, Clinical Psychologist.