Reflections Mental Health Services

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Privacy Policy

Last updated: April 25, 2026

Reflections Mental Health Services (“Reflections,” “we,” “our,” “us”) is committed to protecting the privacy of every person who visits our website, contacts us, or receives services from us. This Privacy Policy describes how we collect, use, share, and protect information — including Protected Health Information (PHI) governed by the Health Insurance Portability and Accountability Act (HIPAA).

1. Information we collect

Information you provide to us: name, email address, phone number, date of birth, insurance details, reason for seeking care, and any other information you submit through our intake form, contact form, by email, by phone, or during a session.

Information collected automatically: when you visit this website, our hosting provider (WordPress.com / Automattic) and any analytics tools may collect basic technical information such as your IP address, browser type, device type, pages visited, and the date and time of your visit. We do not knowingly use this information to identify you personally.

2. How we use your information

  • To respond to inquiries and schedule appointments
  • To provide therapy and clinical care
  • To bill insurance and process payments
  • To meet legal, regulatory, and professional ethical obligations
  • To improve the security and function of our website

We do not sell your personal information. We do not share your information with advertisers.

3. Protected Health Information (PHI) & HIPAA

If you become a client, the information you share during therapy is Protected Health Information under HIPAA. We use a HIPAA-compliant telehealth platform and electronic health record system. Your PHI is kept confidential, with the following limited legal exceptions explained in your intake paperwork and informed consent:

  • If we have reason to believe a child, elder, or vulnerable adult is being abused or neglected, we are required by law to report.
  • If you express a serious intent to harm yourself or another identifiable person, we may need to act to keep you or others safe.
  • If we receive a valid court order or subpoena.
  • For limited treatment, payment, or healthcare operations purposes (for example, communicating with your insurance carrier).

You will receive our complete Notice of Privacy Practices in writing when you begin services. That document is the controlling description of how we handle PHI.

4. Website forms and email

The contact and intake forms on this website are convenient ways to reach us, but standard email and web forms are not encrypted end-to-end and are not appropriate for sharing detailed clinical information. Please limit form and email messages to scheduling, general questions, and brief identifying information. Once you become a client, we will give you access to a secure patient portal for confidential communication.

5. SMS Consent and Messaging

When you consent to receive SMS messages from us, we may collect your name, phone number, and email address. This information is used only to send updates about our services, programs, and events; respond to your inquiries and provide support; and share information about groups, workshops, or other offerings you may find helpful.

By opting into SMS via a web form or other method, you agree to receive messages from Reflections Mental Health Services, which may include account notifications, polling and voting requests, marketing content, and public service announcements. Message frequency will vary but will not exceed ten messages per month. Message and data rates may apply. For more information, you can view our full privacy policy at https://www.reflecttoheal.com/About-Me/privacy-policy.

We never sell, rent, or share your personal information for marketing purposes, and your SMS consent is not shared with third parties or affiliates. Your information may only be shared with trusted service providers under strict confidentiality agreements or when required by law. We take reasonable steps to protect your data from unauthorized access or misuse.

If you need help, you can reply HELP to any SMS, and to opt out of receiving SMS messages, simply reply STOP at any time. You may also update, correct, or delete your information by calling 718‑255‑5120 or emailing info@reflecttoheal.com. This Privacy Policy may be updated periodically, and the latest version will always be posted at https://www.reflecttoheal.com/About-Me/privacy-policy with its effective date.

SMS Terms and Conditions

  1. SMS Consent Communication. Information such as name, phone number, and email address obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.
  2. Types of SMS Communications. If consent has been given to receive text messages from Wellness Reflections LLC (Reflections Mental Health Services), messages may be received related to the following:
    • Appointment reminders
    • Follow-up messages
    • Billing inquiries
    • New groups
    • Polling for new groups
    • Information on community events
    • Marketing
  3. Message Frequency. Message frequency may vary depending on the type of communication. For example, up to 10 SMS messages per month may be received related to appointments, billing, groups, polling for new groups, as well as information for community events. An example of a message may be:
    “[Reflections Mental Health Services] Hello, this is a friendly reminder of your upcoming appointment with your therapist on August 20th. If you cannot make the appointment we ask you inform us within 48 hours of the appointment. You can reply STOP to opt out of SMS messaging from Wellness Reflections LLC (Reflections Mental Health Service) at any time.”
  4. Potential Fees for SMS Messaging. Standard message and data rates may apply, depending on the carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.
  5. Opt-In Method. Opt-in to receive SMS messages from Wellness Reflections LLC (Reflections Mental Health Services) can be done by filling out the online form on our Schedule an Appointment page.
  6. Opt-Out Method. Opting out of receiving SMS messages can be done at any time by replying STOP to any SMS message received. Alternatively, direct contact can be made to request removal from the messaging list. You can call us at 718‑255‑5120 or email us at Info@reflecttoheal.com.
  7. Help. For any issues, reply with the keyword HELP. Alternatively, help can be obtained directly from us at info@reflecttoheal.com. Additional options: if SMS messages are not desired, the SMS consent box on forms can be left unchecked.
  8. Standard Messaging Disclosures. Message and data rates may apply. Opt out at any time by texting STOP. For assistance, text HELP or visit our website for Policy and Terms and Conditions. Message frequency may vary.

6. Cookies and tracking

This website is hosted on WordPress.com. WordPress.com may set functional cookies (for security, analytics, and basic site operation). We do not place advertising cookies. You can disable cookies in your browser settings; doing so may affect site functionality.

7. Third-party services

We use the following vetted third-party services to provide care:

  • MyTheraNest — our HIPAA-compliant electronic health record and patient portal
  • WordPress.com (Automattic) — website hosting
  • Stripe / payment processors — for payments, when applicable

Each of these vendors has its own privacy practices and is bound by appropriate Business Associate Agreements where required by HIPAA.

8. Your rights

You have the right to:

  • Request a copy of the personal information or PHI we hold about you
  • Request correction of inaccurate information
  • Request restrictions on certain uses or disclosures
  • Receive a written copy of our Notice of Privacy Practices
  • File a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights without retaliation

9. Children

This website is not directed at children under 13. We do not knowingly collect personal information from children under 13 through this website. If a parent or guardian becomes aware that a child has provided information here, please contact us so we can delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be communicated to active clients in writing.

11. Contact

For questions about this Privacy Policy or to make a request about your information:

This Privacy Policy is provided for transparency and general information. It does not replace your formal Notice of Privacy Practices, which you receive in writing when you begin services. Reflections Mental Health Services recommends consulting a qualified attorney for jurisdiction-specific legal compliance.