Last Updated: 11/2/2025

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1. Introduction

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Welcome to Gardenia Counseling (“we,” “us,” or “our”). This Privacy Policy describes how we collect, use, disclose, and protect personal information in connection with our services, including telehealth, in-person therapy, client portal access, and other client communications (collectively, the “Services”). By using our Services or submitting your information to us, you agree to the collection and use of your information as described in this policy.

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2. Personal Information We Collect

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“Personal Information” refers to any information that identifies, relates to, describes, or could reasonably be associated with you or your household. The categories of Personal Information we collect may include:

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* Identifiers and contact information: your name, email address, mailing address, telephone number, IP address, etc., collected when you fill out intake forms or we set up your client profile.

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* Billing and insurance information: insurance provider, policy number, date of services, service type, payment information (if applicable).

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* Audio, electronic and visual information: photographs, images, voice recordings, video (for telehealth) or attachments you provide.

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* Internet, device, and network activity information: device type, browser, operating system, site usage, click-paths, log information.

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* Profile information and inferences: preferences, characteristics, and any inferences we may draw to understand how to provide services better.

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* Appointment information: dates, times, locations of your sessions, attendance, cancellations, scheduling details.

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* Sensitive personal information: health status, mental health or therapy-related information, race or ethnic origin, sexual orientation, etc., when relevant to your care.

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3. How We Use Personal Information

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We use the Personal Information we collect for the following purposes:

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* To provide you with therapy, counseling, and related services (including telehealth)

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* To manage your client profile, schedule appointments, send reminders, and communicate with you

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* To bill or process payments (including insurance claims or client billing)

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* To authenticate your identity, allow you to access client portals or electronic documents, and facilitate electronic signatures

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* To administer, measure, and improve our services — for example, analyzing usage, site performance, diagnosing problems, and enhancing functionality

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* To protect against security incidents, fraud, or other illegal activity

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* To comply with legal, regulatory, or risk-management obligations (including responding to subpoenas, legal processes, protecting client or public safety)

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* For any other purpose for which you provide your consent

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4. How We Share and Disclose Your Personal Information

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We may share your Personal Information under the following circumstances:

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* With our service providers: companies or vendors who perform services on our behalf (e.g., hosting, billing, analytics, scheduling tools). We require them to use your information only as necessary and under contract.

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* As required by law: to comply with a subpoena, court order, government investigation, legal claim, or where needed to protect your safety or others.

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* In connection with a business transaction: for example, if Gardenia Counseling were to merge with or be acquired by another practice, your information may be transferred as part of that transaction.

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* With your consent: when you authorize us to share your information with specified third parties.

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5. Access and Choice

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You have several choices regarding your Personal Information:

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* You can ask us to update or correct your Personal Information that we maintain.

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* You may request deletion of certain Personal Information, subject to legal and care-provision obligations (e.g., record retention laws).

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* You can adjust your notification preferences (e.g., reminders, marketing communications if applicable).

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* You may choose to disable cookies in your browser (see Section 6) — note that disabling cookies may reduce some functionality of our website.

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* Please understand that if you request deletion or restrict access to certain data, it may limit our ability to provide certain services.

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6. Data Collection Technologies and Cookies

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Like many websites and online services, our website and client portal may use cookies and other tracking technologies (e.g., web beacons, pixels, SDKs) to collect information such as IP address, browser type, device, referral URL, time-stamp, pages visited, and interactions. We use these technologies to monitor usage, administer our Services, analyze trends, and improve functionality.

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If you prefer not to accept cookies, many browsers allow you to: (i) be notified when a cookie is sent; (ii) disable existing cookies; or (iii) reject all cookies from your browser settings. Be aware that disabling cookies may affect the functionality of our website or client portal.

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Our website is not currently configured to respond to “Do Not Track” signals from web browsers.

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7. Retention and Security

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We will retain your Personal Information for as long as it is necessary to fulfill the purposes for which it was collected (including providing the Services), comply with legal obligations, resolve disputes, and enforce our agreements. We employ industry-standard security measures to protect Personal Information during transmission and storage (e.g., encryption, secure access controls). However, no method of internet transmission or electronic storage is 100% secure — therefore we cannot guarantee absolute security.

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8. Additional State Privacy Rights

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Depending on your state of residence, you may have additional rights under specific privacy laws (such as rights related to access, deletion, correction, portability, profiling, and sale of personal data). If you are a resident of such a state and wish to exercise your rights, please contact us at the information provided below.

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9. Changes to This Policy

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We may update this Privacy Policy from time to time in order to reflect changes in our practices, technology, regulatory obligations, or client feedback. If we make material changes, we will notify you via email (if your contact information is on file) or by posting a prominent notice on our website/portal. We encourage you to review this page periodically for updates.

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10. Contact Us

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If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us at:

Gardenia Counseling

Email: diana@gardenia.health

Mailing Address: 21320 Provincial Blvd. Katy, TX 77450

Phone: 832-510-7678