PATIENT PROTECTED HEALTH INFORMATION

USES AND DISCLOSURE OF HEALTH INFORMATION TREATMENT, PAYMENT, AND HEALTH CARE OPERATIONS

Sonshine Counseling Services uses and discloses your protected health information for treatment, payment, and health care operations. Some examples of when our office may use or disclose your health care information for these purposes include:

Sharing test results with other health care providers for confirmation of a diagnosis
Providing your diagnosis or other information about your health to your insurance provider or our billing service to obtain payment for the health care services we provide
Reviewing information as part of our quality improvement program

OTHER USES AND DISCLOSURES

Sonshine Counseling Services may also use or disclose your protected health information, in compliance with guidelines outlined by law, for the following purposes:

Providing you with information related to your health
Contacting you regarding appointments, information about Sonshine Counseling Services, or other health-related services
Incidental uses or disclosures (e.g., listing your name on a sign-in sheet, etc.)
Compliance with all laws (including reports of suspected abuse, neglect or violence)
Providing certain specified information to law enforcement or correctional institutions
Information disclosed in the course of a visit by a licensing/regulatory/accrediting body
Responding to court or administrative tribunal orders, subpoenas, discovery requests, or other lawful processes
Research activities
When necessary to avert a serious threat to health or safety
Military affairs, veterans affairs, national security, intelligence, Department of State, or presidential protective service activities
Providing information regarding your location, general condition, or death, to public or private disaster relief agencies
To assist in your health care (e.g. pick-up prescriptions or other documents, note follow-up care instructions, etc.)

AUTHORIZATION FOR OTHER USES

Sonshine Counseling Services will make other uses and disclosure of your protected health information only after obtaining your written authorization. If you authorize a use not contained in this notice, you may revoke your authorization at any time by notifying us that you wish to revoke your authorization.

DUTIES REGARDING PRIVACY OF HEALTH INFORMATION

Subject to limitations outlined by law, Sonshine Counseling Services has certain duties related to your protected health information, including:

Sonshine Counseling Services is required by law to maintain the privacy of protected health information and to provide individuals with notice of our legal duties and privacy practices with respect to protected health information.
Sonshine Counseling Services is required to abide by the terms of the privacy notice that is currently in effect.
Sonshine Counseling Services reserves the right to change a privacy practice described in this notice and to make such change effective for all protected health information. Revised notices will be posted in our offices, on our website, and available upon request.
Sonshine Counseling Services is required by law to let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
Sonshine Counseling Services will not use your information other than as described in this patient privacy policy unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

SONSHINE COUNSELING SERVICES' DUTIES REGARDING THE PRIVACY OF YOUR HEALTH INFORMATION

Subject to limitations outlined by law, Sonshine Counseling Services has certain duties related to your protected health information, including:

Sonshine Counseling Services is required by law to maintain the privacy of protected health information and to provide individuals with notice of our legal duties and privacy practices with respect to protected health information.
Sonshine Counseling Services is required to abide by the terms of the privacy notice that is currently in effect.
Sonshine Counseling Services reserves the right to change a privacy practice described in this notice and to make such change effective for all protected health information. Revised notices will be posted in our offices, on our website, and available upon request.
Sonshine Counseling Services is required by law to let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
Sonshine Counseling Services will not use your information other than as described in this patient privacy policy unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

HIPPA Information can be found at: https://www.hhs.gov/hipaa/index.html

This Privacy Policy applies only to the Sonshine Counseling Services and Website. This Privacy Policy does not apply to any websites managed, maintained, and/or hosted by third parties not directly affiliated with Sonshine Counseling Services that you may visit, e.g., via a link provided through the Website or Services or on a website maintained by any third party. Sonshine Counseling Services does not control the privacy policies of other websites to which we may provide hyperlinks. We encourage you to learn more about the online privacy and data security policies of third party websites directly from such third parties, as their policies may differ from ours.

By submitting your information to us and by using the Website or Services, Sonshine Counseling Services will assume that you have read, understood, and consent to this Privacy Policy, our Terms and Conditions, all amendments, addenda, and licenses to the Privacy Policy and Terms and Conditions, and all applicable Sonshine Counseling Services rules and policies (collectively, the “Agreement”). We also assume that you consent to our use of your information and data as described in the Agreement. If you do not consent, you should not access or use the Website or Services.

WEBSITE PRIVACY AND DATA COLLECTION POLICY

Sonshine Counseling Services & Associates LLC
907 Marwalt Drive, Suite 2022
Fort Walton Beach, FL 32547
850-822-3013

Effective Date: January 1, 2026

INTRODUCTION

Sonshine Counseling Services & Associates LLC (“Sonshine Counseling Services & Associates LLC,” “we,” “us,” or “our”) respects your privacy and is committed to protecting information provided through our website.

This Website Privacy and Data Collection Policy explains what information may be collected through our website, how that information may be used, and important limitations concerning the submission of sensitive health information through website contact forms.

This Website Privacy Policy applies to the Sonshine Counseling Services & Associates LLC website and website-related services controlled by Sonshine Counseling Services & Associates LLC.

It does not automatically apply to websites, applications, platforms, or services operated by third parties.

IMPORTANT: DO NOT SUBMIT SENSITIVE HEALTH INFORMATION THROUGH WEBSITE CONTACT FORMS

PLEASE READ THIS SECTION CAREFULLY.

DO NOT USE THIS WEBSITE'S GENERAL CONTACT FORMS, WEBSITE CHAT FEATURES, GENERAL EMAIL, OR OTHER PUBLIC-FACING WEBSITE COMMUNICATION TO SEND CONFIDENTIAL OR SENSITIVE MEDICAL OR MENTAL HEALTH INFORMATION.

Website contact forms are intended for general inquiries, scheduling requests, questions about services, and similar communications.

Please do not submit:

Diagnoses or suspected diagnoses;
Mental health information;
Therapy or counseling information;
Psychotherapy notes;
Medication information;
Substance use or treatment information;
Detailed symptoms or treatment history;
Information regarding a mental health crisis;
Social Security numbers;
Insurance identification numbers;
Medical record numbers;
Information concerning another patient;
Detailed information about your medical condition; or
Other sensitive or confidential health information.

If you voluntarily submit sensitive health information through a website contact form or other non-secure communication method, there may be privacy and security risks associated with that transmission.

For established patients, please use the secure communication method provided by Sonshine Counseling Services & Associates LLC, such as an authorized patient portal or other secure communication system, when communicating sensitive treatment information.

THIS WEBSITE IS NOT FOR EMERGENCIES

The website and its contact forms are not monitored continuously and should not be used for emergencies or urgent mental health concerns.

If you are experiencing an emergency or believe that you or another person is in immediate danger, call 911 or go to the nearest emergency department.

You may also call or text 988 to reach the Suicide & Crisis Lifeline.

Submitting a website contact form does not guarantee an immediate response.

INFORMATION WE MAY COLLECT

Depending on how you interact with our website, we may collect information that you voluntarily provide, such as:

Name;
Telephone number;
Email address;
General reason for contacting us;
Scheduling information; and
Other information that you voluntarily include in a website inquiry.

We may also automatically collect certain technical information when you visit the website.

This may include, depending on the website's configuration:

Internet Protocol (“IP”) address;
Browser type;
Device type;
Operating system;
Date and time of access;
Pages viewed;
Referring website;
General website usage information; and
Other technical information necessary for website operation, security, and performance.

HOW WE MAY USE WEBSITE INFORMATION

We may use information collected through the website to:

Respond to inquiries;
Respond to requests for information;
Schedule or facilitate appointments;
Provide information about our services;
Maintain and improve our website;
Monitor website performance;
Protect website security;
Detect or prevent fraud or unauthorized activity;
Maintain business records;
Comply with applicable laws; and
Perform other lawful business purposes.

HIPAA AND WEBSITE INFORMATION

Sonshine Counseling Services & Associates LLC is committed to complying with HIPAA and other applicable privacy and security laws when they apply.

HIPAA protects certain individually identifiable health information maintained or transmitted by covered entities and their business associates.

Not every piece of information collected through a website is automatically Protected Health Information under HIPAA. The legal status of information depends on the nature of the information, how it is collected, who receives or maintains it, and the circumstances under which it is handled.

At the same time, information collected through a health care provider's website can, under certain circumstances, constitute PHI and may be subject to HIPAA protections.

For this reason, Sonshine Counseling Services & Associates LLC takes website privacy and security seriously and does not encourage individuals to submit sensitive health information through general website contact forms.

WEBSITE TRACKING, COOKIES, AND ANALYTICS

Our website may use cookies, pixels, analytics tools, security technologies, or other online tracking technologies.

These technologies may collect technical or usage information about visitors.

Depending on how these technologies are configured, information may include IP address, device information, browser information, pages viewed, and website interaction information.

Because online tracking technologies can potentially collect information associated with an individual's interaction with a health care provider's website, Sonshine Counseling Services & Associates LLC will take reasonable steps to configure website technologies in a manner consistent with applicable privacy and security requirements.

HIPAA-regulated entities may have obligations concerning online tracking technologies when the information collected constitutes PHI. HHS has specifically addressed HIPAA requirements concerning tracking technologies used on health care websites and applications.

THIRD-PARTY SERVICE PROVIDERS

Our website may use third-party companies to provide services such as:

Website hosting;
Website security;
Scheduling;
Electronic communications;
Analytics;
Forms;
Payment processing;
Technical support; or
Other business or website functions.

Third-party providers may collect or process information according to their own privacy policies and contractual obligations.

Where required by HIPAA, Sonshine Counseling Services & Associates LLC will use appropriate contractual safeguards, including Business Associate Agreements where applicable.

WEBSITE CONTACT FORMS

Information submitted through a general website contact form may be transmitted electronically.

Although Sonshine Counseling Services & Associates LLC takes reasonable measures to protect information, no method of electronic communication or storage can be guaranteed to be completely secure.

For that reason, website contact forms should be used only for general, non-sensitive communications.

By submitting information through a website contact form, you acknowledge that electronic communications may involve privacy and security risks.

This does not constitute a waiver of any privacy rights you may have under applicable law.

EMAIL AND TEXT COMMUNICATION

Email and text messaging may not be secure methods for transmitting sensitive health information.

If you choose to communicate with Sonshine Counseling Services & Associates LLC by email or text message, you should avoid including sensitive medical, mental health, psychotherapy, or other confidential health information unless the communication method has specifically been designated by Sonshine Counseling Services & Associates LLC as appropriate for that purpose.

Appointment reminders and other routine communications may be sent electronically when permitted and when you have provided the appropriate consent or authorization where required.

THIRD-PARTY WEBSITES

Our website may contain links to third-party websites.

Sonshine Counseling Services & Associates LLC does not control the privacy policies, security practices, or data-collection practices of third-party websites.

Once you leave our website, the third party's privacy policy and terms may apply.

We encourage you to review the privacy and security practices of any third-party website before submitting information.

NO SALE OF PROTECTED HEALTH INFORMATION

Sonshine Counseling Services & Associates LLC does not sell Protected Health Information except as expressly permitted by applicable law and, when required, only after obtaining the appropriate written authorization.

Certain uses and disclosures of PHI, including the sale of PHI, marketing, and most uses or disclosures of psychotherapy notes, require written authorization under HIPAA.

RELATIONSHIP TO OUR HIPAA NOTICE OF PRIVACY PRACTICES

This Website Privacy and Data Collection Policy supplements, but does not replace, the Sonshine Counseling Services & Associates LLC Notice of Privacy Practices.

If information collected through the website constitutes PHI subject to HIPAA, applicable HIPAA requirements and our Notice of Privacy Practices will apply.

Our Notice of Privacy Practices is available on this website and may also be requested from our office.

HHS requires covered health care providers that maintain a website providing information about their services to prominently post and make their Notice of Privacy Practices available on the website.

NO THERAPIST-CLIENT RELATIONSHIP THROUGH WEBSITE SUBMISSION

Submitting a contact form, sending an email, or otherwise communicating through the website does not by itself establish a therapist-client relationship.

A website inquiry does not guarantee acceptance as a client, an appointment, or the availability of counseling services.

Information submitted through the website should not be relied upon for diagnosis, treatment, medical advice, crisis intervention, or emergency assistance.

DATA SECURITY

We use reasonable administrative, technical, and organizational safeguards appropriate to the nature of information we maintain.

However, no website, electronic transmission, computer system, or storage method can be guaranteed to be completely secure.

You should exercise caution when submitting information online and should not submit sensitive health information through general website contact forms.

DATA RETENTION

We retain information for as long as reasonably necessary for the purposes for which it was collected, to provide services, maintain appropriate business and health records, comply with legal and regulatory requirements, resolve disputes, and enforce applicable agreements.

The retention period may differ depending on the type of information and the legal requirements applicable to it.

CHANGES TO THIS WEBSITE PRIVACY POLICY

Sonshine Counseling Services & Associates LLC may update this Website Privacy and Data Collection Policy from time to time.

When changes are made, the revised policy will be posted on this website with an updated effective date.

CONTACT US

Questions regarding this Website Privacy and Data Collection Policy may be directed to:

Sonshine Counseling Services & Associates LLC
Attn: Office Management
907 Marwalt Drive, Suite 2022
Fort Walton Beach, FL 32547
Phone: 850-822-3013

Effective Date: January 1, 2026