Website Privacy Policy

Mindful Mavens LLC does not collect patient intake information or protected health information directly through this public website.

The website may automatically receive limited technical information, such as IP address in infrastructure security logs, browser and device type, pages visited, referring website, and cookie or website-usage information. This information may be used to operate, secure, maintain, and understand the performance of the website.

The Concern Finder is a local, educational tool. Selections and results are processed within the visitor’s browser and are not stored, transmitted to Mindful Mavens LLC, submitted to Valant, or added to a patient record.

When you request an appointment, schedule a consultation, or begin the intake process, you are redirected to Valant, the secure electronic health record and patient-management platform used by Mindful Mavens LLC.

Information submitted through Valant may include:

• Patient, parent, or legal guardian names
• Contact and demographic information
• Appointment and scheduling information
• Insurance and payment-related information
• Intake forms and health-related information
• Communication preferences
• Other information necessary to coordinate or provide care

This information is submitted directly through Valant rather than through the Mindful Mavens LLC public website. It is handled in accordance with applicable privacy and security requirements, our Notice of Privacy Practices, and our agreements with Valant.

Information submitted through Valant or collected while providing healthcare services may constitute Protected Health Information under the Health Insurance Portability and Accountability Act of 1996.

Mindful Mavens LLC uses and discloses Protected Health Information only as permitted or required by applicable law and our Notice of Privacy Practices. Valant provides the secure technology environment through which patient information is collected and maintained, but its use does not replace the responsibilities of Mindful Mavens LLC under HIPAA.

Limited technical information associated with the public website may be used to maintain website security, diagnose technical issues, measure website performance, and improve the visitor experience.

Information submitted through Valant may be used by Mindful Mavens LLC to:

• Respond to appointment and service requests
• Schedule, confirm, modify, or cancel appointments
• Complete patient registration and intake
• Determine whether services may be appropriate
• Provide and coordinate care
• Process insurance, billing, and payments
• Send service-related communications and reminders
• Maintain required clinical and administrative records
• Comply with legal, regulatory, licensing, and professional obligations
• Protect the rights, safety, and security of patients, visitors, staff, and the practice

If you provide your telephone number and consent to receive text messages from Mindful Mavens LLC, we may send communications such as appointment reminders, scheduling messages, service updates, responses to your inquiries, and marketing or promotional offers.

Our dedicated SMS communication preferences form collects only full name, email address, US mobile telephone number, and an optional SMS-consent choice. It remains submittable without consent; an unchecked submission is recorded as no consent and is ineligible for SMS. Do not enter patient intake, health concerns, symptoms, diagnoses, insurance, medical information, or other sensitive information in this form.

We store normalized contact details, the checkbox choice and current status, server submission timestamps in UTC, source page and referring website, campaign attribution when present, the exact disclosure shown, its version, and Privacy Policy and SMS Terms versions. We securely record the browser user agent as limited technical verification evidence; we do not store raw IP addresses in the SMS consent record. Source and referrer URLs are sanitized to exclude contact information and unrelated query data. Submitted contact information is not added to URLs, analytics, console logs, or browser storage.

We use this information to document communication preferences, send authorized conversational, appointment-related, transactional, informational, customer-care, service, marketing, and promotional messages, handle support and withdrawal requests, and maintain reliable compliance evidence. Access is restricted to authorized administrators. Original submissions and later withdrawals remain in an immutable consent history; repeated submissions update current preferences while preserving previous events. A later checked submission records renewed consent, while a later unchecked submission records no consent.

Contact information and consent evidence are stored in our secured hosted consent system and may be processed by contracted technology and communications providers acting on our behalf. RingCentral may process telephone numbers and message content when used to deliver authorized texts. Individual consent certificates are retained for audits and support requests and are not automatically sent to RingCentral. No automatic RingCentral API connection is made by this form.

By providing your mobile number and opting in, you consent to receive recurring information, customer-care, marketing, and promotional text messages from Mindful Mavens LLC. Message frequency may vary. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Consent to receive marketing messages is not a condition of purchase. No mobile opt-in information or text-message consent will be shared with third parties or affiliates for marketing or promotional purposes.

Your mobile telephone number and SMS opt-in information will not be sold, rented, or shared with third parties or affiliates for their marketing or promotional purposes.

We may use service providers solely to deliver and support our text-message services on our behalf. These service providers are permitted to process information only as necessary to provide those services and are required to protect the information.

Consent to receive text messages is not a condition of purchasing or receiving services. Message frequency may vary. Message and data rates may apply.

You may opt out of text messages at any time by replying STOP. You may reply HELP for assistance or contact us using the information listed below. Opting out of text messages will not prevent us from communicating with you through other methods when permitted or required.

Text messaging may not always be secure. Please do not send highly sensitive medical, financial, or emergency information by text message. If you are experiencing an emergency, call 911 or go to the nearest emergency department.

We do not sell or rent your personal information.

We may share personal information only when reasonably necessary with:

• Service providers that help us operate our website, scheduling systems, communications, payment processing, technology, or administrative services
• Healthcare providers or organizations involved in treatment, payment, or healthcare operations, when permitted by applicable law
• Insurance companies, billing services, and payment processors
• Professional advisers, such as attorneys, accountants, auditors, or consultants
• Government agencies, regulators, courts, law enforcement, or other parties when disclosure is required or permitted by law
• Parties involved in a business transition, such as a merger, acquisition, financing, reorganization, or transfer of business assets
• Other parties when you have provided authorization or directed us to make the disclosure

Service providers receiving personal information are expected to use it only for the services they perform for us and to protect it appropriately.

SMS consent and SMS opt-in information are not shared with third parties or affiliates for marketing or promotional purposes.

Our website may use cookies, pixels, analytics tools, or similar technologies to:

• Keep the website functioning properly
• Remember website preferences
• Understand website traffic and visitor interactions
• Identify and correct technical problems
• Improve website performance and usability

You may be able to block or delete cookies through your browser settings. Disabling cookies may affect certain website functions.

We do not authorize analytics or advertising providers to use Protected Health Information for targeted advertising.

Mindful Mavens LLC may provide healthcare services to children and adolescents. However, our website is intended for use by parents, legal guardians, authorized adults, and individuals legally permitted to request services.

The SMS form is intended for adults, parents or legal guardians using their own contact information. Children should not submit personal information without the involvement and permission of a parent or legal guardian, unless otherwise permitted by applicable law.

If we learn that personal information was submitted by a child inappropriately, we will take reasonable steps to review and delete the information when required.

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no website, email, text-message system, or internet transmission can be guaranteed to be completely secure. You should use caution when submitting sensitive information electronically.

We retain personal information only for as long as reasonably necessary to:

• Fulfill the purposes described in this policy
• Provide requested services
• Maintain appropriate business and clinical records
• Meet legal, regulatory, insurance, licensing, contractual, and professional obligations
• Resolve disputes and enforce agreements

Consent evidence, withdrawal history, exports, and administrator permission changes are retained securely subject to applicable requirements. There is no public or administrative hard-delete interface for consent history. Retention periods may vary depending on the type of information and applicable legal requirements.

Depending on applicable law and the type of information involved, you may ask us to:

• Explain what personal information we maintain about you
• Correct inaccurate or incomplete information
• Update your communication preferences
• Stop sending nonessential email or text communications
• Delete certain personal information when we are not legally required to retain it

These rights may be limited when information forms part of a medical, billing, legal, or other record that we are required or permitted to maintain.

Requests involving Protected Health Information are handled according to our HIPAA Notice of Privacy Practices.

Our website may include links to websites, platforms, or services operated by other organizations. We are not responsible for the privacy or security practices of those third parties. We encourage you to review their privacy policies before providing personal information.

We may update this Website Privacy Policy periodically to reflect changes in our practices, services, technology, or legal obligations.

When changes are made, we will post the updated policy on this page and revise the “Last updated” date. Material changes may also be communicated through other appropriate methods.

If you have questions about this Website Privacy Policy or our handling of personal information, please contact: