Privacy Policy
Effective Date: November 3, 2025
Last Updated: November 3, 2025
1. Introduction
Welcome to Roots Psychiatry. We are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you visit our website (www.roots-psychiatry.com), contact us, or receive care through our in-person and telehealth psychiatric services.
By using our website or services, you agree to this Privacy Policy.
2. Information We Collect
We may collect the following types of information to provide high-quality psychiatric and wellness care:
A. Personal Information
Information that identifies you or can be used to contact you, such as:
- Name, address, phone number, and email address
- Date of birth and demographic information
- Insurance or payment details
B. Health Information (Protected Health Information or PHI)
As a psychiatric practice, we collect and maintain information necessary to provide clinical care, including:
- Medical and mental health history
- Symptoms, diagnoses, medications, and treatment plans
- Therapy or medication management session notes
- Information shared during telehealth visits or in-person appointments
This information is protected under the Health Insurance Portability and Accountability Act (HIPAA).
C. Website Usage Data
When you visit our website, we may automatically collect:
- IP address, browser type, and device information
- Pages visited, date/time of visits, and referring sites
- Cookies and similar tracking technologies used for functionality and analytics
3. How We Use Your Information
We use your information to:
- Provide psychiatric evaluation, therapy, and medication management services
- Facilitate telehealth sessions and manage scheduling or patient communication
- Process payments and insurance claims
- Improve our website, patient care experience, and communication systems
- Comply with legal, ethical, and regulatory obligations
We do not sell, rent, or trade your personal or health information.
4. How We Protect Your Information
At Roots Psychiatry, we take your privacy seriously and employ strict safeguards, including:
- Secure electronic health record (EHR) systems compliant with HIPAA standards
- Encryption of data transmitted electronically, including telehealth platforms
- Access controls, password protection, and staff training on confidentiality
- Regular audits and updates to ensure ongoing security compliance
While no system can guarantee absolute security, we take every reasonable step to protect your information. In the event of a data breach, we will notify affected individuals as required by HIPAA and applicable state laws.
5. Sharing of Information
We may share your information only as permitted or required by law, such as:
- With your consent – to coordinate care with other providers or therapists
- With healthcare partners and insurers – for treatment, payment, or operations
- With business associates – who support our services (e.g., billing, IT, telehealth platform providers) and are bound by HIPAA-compliant agreements
- When required by law – such as for public health reporting, court orders, or to prevent serious harm
We do not disclose your health information for marketing or non-clinical purposes without your explicit consent.
6. Your Rights
Under HIPAA and applicable state law, you have the right to:
- Access and request a copy of your health records
- Request corrections to inaccurate or incomplete information
- Request limits on how your information is used or shared
- Request confidential communication (e.g., alternate phone number or mailing address)
- Receive a list of disclosures of your health information
- File a complaint if you believe your privacy rights have been violated
To exercise these rights, please contact us at: [email protected]
7. Cookies and Online Tracking
Our website may use cookies and analytics tools to improve functionality, understand user behavior, and enhance your online experience. You can disable cookies through your browser settings. We do not track users across third-party websites or sell browsing data.
8. Third-Party Links
Our website may include links to other websites for your convenience (e.g., telehealth platforms, patient portals, or educational resources). Roots Psychiatry is not responsible for the privacy practices or content of third-party sites. We encourage you to review their privacy policies before sharing any personal information.
9. Telehealth Privacy
If you participate in telehealth sessions, please know that:
- Sessions are conducted through secure, HIPAA-compliant video platforms.
- No sessions are recorded without your written consent.
- We recommend that you attend telehealth appointments from a private, secure location to maintain confidentiality.
10. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or technology. The revised policy will be posted on this page with a new “Last Updated” date.
