Your privacy is a core value at Sullivan & Sullivan — not just a legal checkbox. This policy explains what we collect, why, who can see it, and what your rights are.
WHAT WE COLLECT
Personal & contact. Name, address, phone, email; emergency contact; date of birth.
Clinical.Your reasons for seeking counseling, mental-health and relevant medical history, session notes and progress, and any records you share.
Billing & administrative.Payment information (processed securely — card data is never stored by us directly) and your scheduling history.
VIRTUAL & IN-PERSON SESSIONS
Sessions are conducted on a secure, HIPAA-compliant telehealth platform. We take every precaution on our end; you're responsible for a private environment on yours — headphones, a private room, and a secure connection are recommended. Sessions are never recorded without your explicit written consent. When in-person sessions become available, the same confidentiality standards apply.
WHEN WE SHARE INFORMATION
Confidentiality is foundational. Your information stays private — with these exceptions:
With your written permission — we share with other providers or family only when you give explicit written consent.
Clinical supervision — as Associates working toward full licensure, we discuss cases with our clinical supervisor to ensure you receive the best care. Supervisors are bound by the same confidentiality standards we are.
Mandatory reporting (required by law) — reasonable suspicion of child abuse or neglect; abuse of a dependent adult or elder; or a serious, credible intent to harm yourself or another.
Legal process — if ordered by a court, we may be required to release records, protecting your privacy within the bounds of the law.
HOW WE USE & STORE IT
We use your information to provide care and track progress, communicate about appointments and billing, and meet our legal and ethical obligations. We do not sell your information, use it for marketing, or share it with third parties for their benefit.Records are kept in a HIPAA-compliant system with encrypted communication, password-protected devices, and secure disposal of any paper records. No system is without risk, but we use industry-standard practices to protect you.
YOUR RIGHTS
You have the right to request a copy of your records, ask that inaccurate information be corrected, request restrictions on how information is used, receive an account of certain disclosures, and file a complaint if you believe your privacy rights were violated. To make a request, contact us directly — you'll never be penalized for exercising your rights. You may also contact the U.S. Department of Health & Human Services Office for Civil Rights: hhs.gov/ocr or 1-800-368-1019.
RECORD RETENTION & QUESTIONS
Records are retained for at least seven (7) years from the last session — or seven years past age 18 for minor clients, whichever is later. (Confirm this exact retention period with your supervisor or insurer before publishing — verify it against current NC board requirements rather than taking it as settled.) Questions? Reach us at hello@sullivanmft.com.
