Privacy Policy
Effective Date: December 1, 2025
Your privacy is important to us. This Privacy Policy explains how information is handled when you visit this website and how personal or health-related information is collected and protected through secure clinical platforms used by this practice.
Information Collected Through This Website
This website itself does not collect protected health information (PHI), medical details, or sensitive personal data. Information submitted through this website is limited to basic contact information voluntarily provided for general inquiries or appointment requests (such as name, email address, or phone number).
This website should not be used to submit confidential or urgent medical or mental health information.
Information Collected Through Clinical Platforms
All personal, insurance, and health-related information is collected exclusively through HIPAA-compliant third-party platforms, including:
IntakeQ – for scheduling, intake forms, electronic health records, and clinical documentation
Headway – for insurance credentialing, benefits verification, claims submission, and billing
These platforms are responsible for securely collecting, storing, and protecting your information in accordance with HIPAA and applicable privacy laws. Personal and health information is not collected or stored directly through this website.
How Information Is Used
Information collected through IntakeQ and Headway is used to:
Provide psychiatric and mental health services
Verify insurance coverage and process billing
Communicate regarding care, scheduling, and administrative matters
Maintain accurate clinical and billing records
We do not sell, rent, or share personal information for marketing purposes.
HIPAA & Protected Health Information
Protected Health Information (PHI) is handled in compliance with the Health Insurance Portability and Accountability Act (HIPAA). Access to PHI is limited to authorized individuals and secure systems. A detailed Notice of Privacy Practices is provided to patients at the start of care and outlines rights related to PHI.
Third-Party Services
This practice relies on trusted, HIPAA-compliant third-party services to operate, including IntakeQ, Headway, and secure telehealth platforms. Each service maintains its own privacy and security standards and policies.
Website Cookies & Analytics
This website may use basic cookies or analytics tools to understand website traffic and improve functionality. These tools do not collect personal health information or sensitive personal data.
Electronic Communications
Email and website contact forms are intended for non-urgent administrative communication only. While reasonable safeguards are used, electronic communication cannot be guaranteed to be fully secure. Please do not use this website for emergencies. If you are experiencing an emergency, call 911 for immediate assistance.
Your Rights
You have the right to:
Access your personal and health information
Request corrections to your records
Request restrictions on certain disclosures
Receive copies of applicable privacy notices
Requests should be submitted through the appropriate secure platform or in writing.
Data Security
Reasonable administrative, technical, and physical safeguards are used to protect information collected through secure systems. No electronic system can guarantee absolute security.
Changes to This Policy
This Privacy Policy may be updated periodically. Updates will be posted on this page with a revised effective date.
Contact Information
If you have questions about this Privacy Policy, please contact:
Willow & Wave Mental Health, PLLC
Email: admin@willowandwavementalhealth.com
Phone: 407-676-7139