Privacy Policy

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This Privacy Policy describes how Alderson Family Connection ("we," "us," or "our") collects, uses, discloses, and protects personal and health information in accordance with applicable federal and state laws, including the Health Insurance Portability and Accountability Act (HIPAA), Illinois state laws, and professional ethical standards.

This policy applies to all services provided by our Licensed Clinical Social Work (LCSW) office, including clinical counseling services and the use of our on-site salt therapy (halotherapy) room.

1. Commitment to Privacy

We are committed to protecting the privacy, confidentiality, and security of our clients, patients, and visitors. We maintain administrative, physical, and technical safeguards to ensure that personal and protected health information (PHI) is handled appropriately.

2. Information We Collect

A. Clinical and Personal Information

We may collect the following information while providing services:

• Name, address, phone number, email address
• Date of birth and emergency contact information
• Insurance and billing information
• Clinical records, assessments, treatment plans, progress notes
• Appointment scheduling and attendance records

B. Salt Therapy Room Information

For clients or visitors who use the salt therapy room, we may collect:

• Intake or consent forms related to salt therapy use
• Health screening information relevant to salt therapy (e.g., respiratory conditions, pregnancy disclosures, contraindications)
• Session attendance and duration

Note: Salt therapy services are considered complementary/wellness services and are not a substitute for medical care.

C. Non-Clinical Information

• Website inquiries or contact forms
• Communication via email, phone, or text
• Security footage in common areas (if applicable; never in therapy or salt rooms)

3. How We Use Information

We use collected information to:

• Provide counseling and therapeutic services
• Ensure safe and appropriate use of the salt therapy room
• Schedule and manage appointments
• Process payments and insurance claims
• Communicate with clients regarding services
• Comply with legal, ethical, and regulatory requirements
• Improve operations and service quality

4. Confidentiality and HIPAA Compliance

All clinical records and PHI are maintained in compliance with HIPAA and Illinois confidentiality laws. Information is only accessed by authorized staff members who require it to perform their job duties.

We will not disclose PHI without written authorization except as permitted or required by law, including but not limited to:

• Risk of harm to self or others
• Suspected abuse or neglect of a child, elderly person, or dependent adult
• Court orders or subpoenas
• Medical emergencies
• Insurance billing and healthcare operations

5. Salt Therapy Room Privacy

• The salt therapy room is designed for individual or approved group use.
• No audio or video recording occurs in the salt therapy room.
• Health information shared for salt therapy screening is kept confidential and stored securely.
• Clients are responsible for following posted safety and hygiene guidelines.

6. Information Sharing and Disclosure

We may share information with:

• Billing services or insurance providers
• Practice management or electronic health record (EHR) systems
• Legal authorities when required by law
• Other healthcare providers with proper authorization

We do not sell, rent, or trade personal or health information.

7. Electronic Communications

While we take reasonable steps to protect electronic communications, email and text messaging may carry privacy risks. Clients may opt in or out of electronic communications at any time.

8. Records Retention

Client records are retained in accordance with Illinois law and professional standards. After the required retention period, records are securely destroyed.

9. Your Rights

Clients have the right to:

• Access and obtain copies of their records
• Request amendments to their records
• Request restrictions on certain uses or disclosures
• Receive an accounting of disclosures
• File a complaint without fear of retaliation

Requests must be submitted in writing.

10. Security Measures

We implement safeguards including:

• Locked file storage for paper records
• Password-protected electronic systems
• Secure EHR platforms
• Staff training on privacy and confidentiality

11. Changes to This Policy

We reserve the right to update this Privacy Policy as needed. Changes will be posted in the office and/or on our website with an updated effective date.