PRIVACY POLICY

Effective Date: January 1, 2025
Last Updated: January 1, 2025

INTRODUCTION

Therapy with Akilah, LLC ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website www.therapywithakilah.com (the "Website").

Please read this Privacy Policy carefully. By using our Website, you agree to the collection and use of information in accordance with this policy.

This Privacy Policy applies to website visitors. If you are a current or prospective client seeking or receiving mental health services, your protected health information (PHI) is also governed by our HIPAA Notice of Privacy Practices, which you can review here.

INFORMATION WE COLLECT

1. Information You Provide to Us

We collect information that you voluntarily provide when you:

  • Contact us via email, phone, or contact form

  • Book a consultation through our scheduling system (SimplePractice)

  • Subscribe to our newsletter (Love's Practice)

  • Submit forms on our Website

This information may include:

  • Name

  • Email address

  • Phone number

  • General inquiry or message content

  • Any other information you choose to provide

Note: We do not collect sensitive health information through our public Website. Health information is only collected through our secure, HIPAA-compliant client portal (SimplePractice) after you become a client.

2. Information Collected Automatically

When you visit our Website, certain information is automatically collected about your device and browsing activity:

Usage Data:

  • IP address

  • Browser type and version

  • Device type (desktop, mobile, tablet)

  • Operating system

  • Pages visited and time spent on pages

  • Referring website (how you found us)

  • Date and time of visit

  • Links clicked

Cookies and Tracking Technologies:

We use cookies and similar technologies to enhance your experience. See the Cookies section below for details.

HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

Website Visitors:

  • To respond to your inquiries and communications

  • To send you information you requested (such as newsletter subscription)

  • To improve our Website and services

  • To analyze Website usage and trends

  • To detect and prevent fraud or abuse

  • To comply with legal obligations

For Prospective and Current Clients:

  • To schedule and manage appointments

  • To provide mental health services

  • To process payments

  • To communicate about your care

Client health information is governed by HIPAA and is described in our HIPAA Notice of Privacy Practices.

COOKIES AND TRACKING TECHNOLOGIES

What Are Cookies?

Cookies are small text files placed on your device by websites you visit. They help websites remember your preferences and improve your experience.

Types of Cookies We Use:

Strictly Necessary Cookies:

  • Essential for the Website to function properly

  • Enable basic functions like page navigation and secure access

  • Cannot be disabled without affecting Website functionality

Analytics Cookies:

  • Help us understand how visitors use our Website

  • Collect anonymous information about pages visited, time spent, and user paths

  • We may use Google Analytics or similar services

  • Data is aggregated and anonymized

Functionality Cookies:

  • Remember your preferences (such as language settings)

  • Provide enhanced features

  • May remember information you've entered in forms

Session Cookies:

  • Temporary cookies that are deleted when you close your browser

Persistent Cookies:

  • Remain on your device for a set period or until you delete them

  • Help us recognize you when you return to our Website

Third-Party Cookies:

Some cookies are placed by third-party services we use:

  • Google Analytics (website analytics)

  • Squarespace (website hosting platform)

  • SimplePractice (appointment scheduling widget, if embedded)

These third parties have their own privacy policies governing their use of your information.

Managing Cookies:

You can control and manage cookies through your browser settings:

  • Accept all cookies

  • Reject all cookies (may affect Website functionality)

  • Receive notification when cookies are set

  • Delete cookies already on your device

To manage cookies:

  • Chrome: Settings → Privacy and security → Cookies

  • Firefox: Options → Privacy & Security → Cookies

  • Safari: Preferences → Privacy → Cookies

  • Edge: Settings → Privacy → Cookies

Note: Disabling cookies may affect your ability to use certain features of our Website.

HOW WE SHARE YOUR INFORMATION

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

1. Service Providers

We share information with trusted third-party service providers who help us operate our Website and provide services:

  • Squarespace (website hosting)

  • SimplePractice (client portal, scheduling, telehealth)

  • Doxy.me (telehealth backup platform)

  • Google Workspace (email services - Gmail)

  • Substack (newsletter delivery for Love's Practice)

  • Payment processors (for processing therapy session payments)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

2. Legal Compliance

We may disclose information if required to do so by law or in response to:

  • Court orders or subpoenas

  • Legal processes or government requests

  • Protection of our rights, property, or safety

  • Compliance with legal obligations

3. Business Transfers

If our practice is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. With Your Consent

We may share information with third parties when you give us explicit permission to do so.

DATA SECURITY

We implement reasonable technical and organizational measures to protect your information from unauthorized access, disclosure, alteration, or destruction.

Security measures include:

  • Encryption of data in transit (SSL/TLS)

  • Secure, password-protected servers

  • Regular security assessments

  • Restricted access to personal information

  • HIPAA-compliant platforms for client health information

However, please note:

  • No method of transmission over the Internet is 100% secure

  • No electronic storage system is completely secure

  • We cannot guarantee absolute security of your information

You can help protect your information by:

  • Using strong passwords for any accounts

  • Not sharing your login credentials

  • Logging out of secure portals when finished

  • Using secure internet connections (not public Wi-Fi for sensitive activities)

DATA RETENTION

Website visitor information:

  • We retain contact form submissions and general inquiries for a reasonable period to respond to your request

  • Newsletter subscriber information is retained until you unsubscribe

  • Analytics data is typically retained for 14-26 months

Client health information:

  • Governed by HIPAA and state law requirements

  • See our HIPAA Notice of Privacy Practices for details

  • Typically retained for 7 years after last service in compliance with professional standards

YOUR PRIVACY RIGHTS

Depending on your location, you may have the following rights regarding your personal information:

All Users:

Right to Access: Request a copy of the personal information we hold about you

Right to Correction: Request that we correct inaccurate or incomplete information

Right to Deletion: Request that we delete your personal information (subject to legal obligations)

Right to Restrict Processing: Request that we limit how we use your information

Right to Object: Object to our processing of your information in certain circumstances

Right to Data Portability: Request a copy of your information in a structured, machine-readable format

Right to Withdraw Consent: Withdraw consent for processing where we rely on consent

To Exercise Your Rights:

Contact us at:

We will respond to your request within 30 days.

State-Specific Rights:

Pennsylvania, New Jersey, and Washington, D.C. residents may have additional privacy rights under state law. Contact us to learn more about your specific rights.

THIRD-PARTY WEBSITES

Our Website may contain links to third-party websites (such as insurance providers, professional organizations, or book recommendations).

We are not responsible for:

  • The privacy practices of third-party websites

  • The content of third-party websites

  • How third-party websites collect or use your information

Please review the privacy policies of any third-party websites you visit.

EMAIL COMMUNICATIONS

General Communications

When you contact us via email or sign up for our newsletter, you consent to receive email communications from us.

We may send you:

  • Responses to your inquiries

  • Newsletter content (Love's Practice)

  • General practice updates or announcements

  • Administrative information

You can unsubscribe from marketing emails at any time by clicking the "unsubscribe" link at the bottom of any email or by contacting us.

Note: If you are a client, we may still send you important administrative emails related to your care, appointments, or billing.

Email Security

Email is not completely secure. While we use Gmail with encryption, standard email is not HIPAA-compliant for transmitting detailed health information.

For clients: Please do not include sensitive health information in unencrypted emails. Use our secure client portal (SimplePractice) for confidential communications.

NEWSLETTER (LOVE'S PRACTICE)

How We Use Your Newsletter Information

When you subscribe to Love's Practice, our newsletter:

  • We collect your email address and name (if provided)

  • We use Substack to deliver the newsletter

  • You can unsubscribe at any time via the link in each email

  • We do not share your email address with third parties for marketing purposes

  • Your subscription information is stored by Substack in accordance with their privacy policy

Newsletter Content

Love's Practice provides therapeutic insights, self-love practices, and resources for women healing from complex families. Content is educational and does not constitute therapy or establish a therapist-client relationship.

CHILDREN'S PRIVACY

Our Website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18 through our public Website.

If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at akilah@therapywithakilah.com, and we will delete such information.

For clients under 18: If we provide services to minors, parental consent is obtained as required by law, and health information is handled in accordance with HIPAA and state law.

TELEHEALTH AND TECHNOLOGY PLATFORMS

Therapy with Akilah provides services exclusively via telehealth (online video therapy).

Platforms We Use:

SimplePractice:

Doxy.me:

Google Workspace (Gmail):

  • Email communications

  • Encrypted in transit

  • Used for administrative communications only

  • Not used for detailed clinical information

  • Privacy Policy: https://policies.google.com/privacy

Your Responsibilities for Telehealth:

  • Use a private location for sessions

  • Use a secure internet connection (not public Wi-Fi)

  • Protect your login credentials

  • Use updated browsers and devices

  • Inform us immediately if you suspect unauthorized access

See our HIPAA Notice and Telehealth Consent (provided in intake paperwork) for more details.

DO NOT TRACK SIGNALS

Some web browsers have a "Do Not Track" (DNT) feature that signals websites you visit that you do not want to be tracked.

Currently, our Website does not respond to DNT signals. We collect analytics data to improve our Website, but this data is anonymized and aggregated.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make changes:

  • We will update the "Last Updated" date at the top of this policy

  • We will post the revised policy on this page

  • For material changes, we may notify you via email or a prominent notice on our Website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

CALIFORNIA PRIVACY RIGHTS

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).

Your rights may include:

  • Right to know what personal information we collect and how it's used

  • Right to delete personal information

  • Right to opt-out of the sale of personal information

  • Right to non-discrimination for exercising your privacy rights

We do not sell personal information.

To exercise your California privacy rights, contact us at akilah@therapywithakilah.com.

INTERNATIONAL USERS

Our Website is operated in the United States and is intended for users located in the United States.

If you are accessing our Website from outside the United States:

  • Your information will be transferred to and processed in the United States

  • United States privacy laws may differ from those in your country

  • By using our Website, you consent to the transfer and processing of your information in the United States

We do not provide services to individuals located outside the United States (we are only licensed in Pennsylvania, New Jersey, and Washington, D.C.).

CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Akilah J. Pierre, LMFT
Therapy with Akilah, LLC
5049 Copley Road
Philadelphia, PA 19144

Email: akilah@therapywithakilah.com
Phone: 610-227-5071
Website: www.therapywithakilah.com

For HIPAA-related questions about client health information, please review our HIPAA Notice of Privacy Practices or contact us at the information above.

CONSENT

By using our Website, you consent to this Privacy Policy and agree to its terms.