Encore Psychology Privacy Policy

Effective Date: June 12, 2025

1. Introduction

Encore Psychology (“we,” “us,” “our”) is a licensed psychology clinic offering psychological evaluation and telehealth services across 42 U.S. states via PsyPACT and in Michigan locations. We are committed to protecting your privacy and handling your personal and health information with care and respect.

2. Information We Collect

  • Personal Identifiers: Name, DOB, address, email, phone number, payment info, clinician‑provided demographics.

  • Health & Clinical Data: Diagnosis, assessment results, treatment notes, session content.

  • Usage Data: Website visit data, IP address, cookies, telehealth usage logs.

  • Client Communications: Emails, phone call details, appointment scheduling information.

3. How We Collect Data

  • Directly from You: Through intake forms, appointment setups, telehealth platforms.

  • Automatically: Via cookies, Google Analytics, and session tracking.

  • From Third Parties: Insurance providers, referral sources, billing services.

4. Purpose & Legal Basis for Processing

  • Treatment: To provide and coordinate care.

  • Payment: To bill and obtain insurance reimbursement.

  • Operations: For administrative, quality assurance, telehealth infrastructure.

  • Legal Compliance: To meet healthcare laws like HIPAA.

  • Consent-Based Uses: For appointment reminders, marketing, or research, with your permission.

5. Sharing Information With Others

  • Care Providers & Billing Partners: With your consent or as legally permitted.

  • Business Associates: Professional partners bound by confidentiality (e.g., telehealth vendors, payment processors).

  • Legal Obligations: Disclosure to authorities, courts, or for public health purposes as required by law.

  • Emergencies: To prevent harm or address safety concerns.

6. International Data Transfer

  • Telehealth may involve secure data transmission across states; we use encrypted means (e.g., HIPAA-compliant platforms). Data processing may involve vendors outside Michigan, but always under strict safeguards.

7. Cookies & Tracking Technologies

8. Data Retention

  • We retain health records and financial data per federal/state laws—typically 7 years for adults, up to age of majority + 7 years for minors.

  • Web usage data is retained only as needed for operational purposes.

9. Your Rights

Depending on your jurisdiction, you have the right to:

  • Access and obtain copies of your records.

  • Request corrections to errors or incomplete information.

  • Ask for restrictions on certain uses/disclosures (especially for self‑pay services).

  • Withdraw consent for marketing.

  • Obtain a disclosure log of certain data uses.

  • Request confidential communications by alternative channels.

  • Lodge complaints—contact our Privacy Officer or, in Michigan, file with HHS OCR.

10. Security Measures

  • We use administrative, physical, and technical controls including encryption (TLS/SSL), secure telehealth platforms, secure cloud storage, and routine staff training.

11. Children’s Privacy

  • We do not intentionally collect data from anyone under 13. If identified, we will delete such information promptly in compliance with COPPA-like standards.

12. Third‑Party Links

  • Our website may link to third-party sites. We are not responsible for their privacy policies.

13. Changes to This Policy

  • We may update this Privacy Policy. Any material changes will be communicated via email or on our website, and the new effective date will be noted.

14. Contact Information

Privacy Officer
Encore Psychology Services, LLC
33 Bloomfield Hills Pkwy #225, Bloomfield Hills, MI 48304
📞 248‑452‑6669
📧 admin@encorepsychology.com