At Pragma Counsellors, your privacy and the confidentiality of your personal information are of the utmost importance. This Privacy Policy outlines how we collect, use, protect, and disclose your information when you visit our website, contact us, or receive counseling services.
By using our services or accessing our website, you agree to the terms outlined in this policy.
1. Who We Are
Pragma Counsellors is a professional mental health counseling service dedicated to providing ethical, compassionate, and confidential support to individuals, couples, families, and groups. This privacy policy applies to all services provided by Pragma Counsellors, including in-person, telehealth, and online communications.
2. What Information We Collect
We may collect and process the following types of information:
a. Personal Identification Information
- Full name
- Date of birth
- Contact details (email, phone number, mailing address)
- Emergency contact information
- Insurance or billing details (if applicable)
b. Health and Therapy Information
- Medical history and mental health information
- Counseling session notes
- Assessments and screening results
- Treatment plans and progress reports
c. Technical Data (Website Use)
- IP address
- Browser type and version
- Device type
- Pages visited and session duration
- Cookies and usage data (see Section 7)
3. How We Use Your Information
We use the information collected to:
- Provide and manage counseling services
- Maintain accurate records for legal and clinical purposes
- Communicate with you regarding appointments, follow-ups, or emergencies
- Process payments and insurance claims (if applicable)
- Improve service quality and website functionality
- Meet legal and regulatory obligations
We only use your personal information for the purposes for which it was collected, unless required by law or with your consent.
4. Confidentiality and Disclosure
All counseling sessions and records are confidential. We will not disclose your information to any third party without your explicit consent, except in the following situations:
- Legal obligations (e.g., court orders or subpoenas)
- Risk of harm to yourself or others (including suspected abuse or neglect)
- Medical emergencies requiring coordination with other healthcare providers
- Insurance purposes, if billing is handled through a provider
All staff, including administrative personnel, are bound by strict confidentiality agreements.
5. Data Storage and Security
Your data is stored securely in encrypted digital systems and/or locked physical storage. We implement appropriate technical and organizational measures to prevent:
- Unauthorized access
- Data loss or destruction
- Alteration or disclosure of your personal information
Only authorized personnel with a legitimate professional need have access to your records.
6. Your Rights
Depending on your jurisdiction, you may have rights regarding your personal data, including:
- Right to access your records
- Right to correct or update inaccurate information
- Right to request deletion of records (within legal limits)
- Right to withdraw consent at any time
- Right to data portability (where applicable)
- Right to lodge a complaint with a data protection authority
To exercise any of these rights, please contact us at [insert contact email or phone number].
7. Cookies and Website Analytics
Our website may use cookies and similar tracking technologies to enhance user experience and monitor website performance. This includes:
- Remembering user preferences
- Tracking page views and time spent on the site
- Analyzing visitor behavior using tools like Google Analytics
You may disable cookies in your browser settings, but some website features may not function properly.
8. Third-Party Services
We may use third-party services for scheduling, teletherapy, payment processing, or analytics. These services are selected based on their compliance with data protection regulations and are bound by confidentiality agreements.
Examples include:
- Telehealth platforms (e.g., Zoom for Healthcare, Doxy.me)
- Online booking systems
- Payment gateways (e.g., Stripe, PayPal)
We are not responsible for the privacy practices of external websites or services linked from our website.
9. Children’s Privacy
We do not knowingly collect information from children under the age of 13 without verified parental or guardian consent. Counseling services for minors are provided only with the consent and involvement of a parent or legal guardian, in accordance with applicable laws.
10. Retention of Records
Clinical records are retained in accordance with local legal and ethical guidelines, typically for 7–10 years after the last session (or longer for minors). After this period, records are securely destroyed.
11. Updates to This Policy
We reserve the right to update or modify this Privacy Policy at any time. Updates will be posted on our website with the effective date. Your continued use of our services constitutes your acceptance of any changes.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or how your information is handled, please contact:
Pragma Counsellors
[Insert Address]
[Insert Email Address]
[Insert Phone Number]
[Insert Website URL]