Website Privacy Policy

Effective Date: July 31, 2026

Collective Counseling & Consultation, LLC - Brookfield, Wisconsin

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Collective Counseling & Consultation, LLC ("Collective Counseling," "we," "us," or "our") respects your privacy. This Website Privacy Policy explains how we collect, use, disclose, retain, and protect information obtained through www.collectivewi.com, including information submitted through our website contact form.

1. Scope and Relationship to Our HIPAA Notice

This policy applies to our public website, website forms, cookies, and website analytics. It does not replace our HIPAA Notice of Privacy Practices, which explains how we use and disclose protected health information (PHI) in connection with treatment, payment, and health care operations. When information collected through the website is PHI, the HIPAA Notice of Privacy Practices and applicable federal and Wisconsin confidentiality requirements also apply.

 

Our HIPAA Notice of Privacy Practices is available through our website and client portal. For appointments, intake documents, secure messages, and clinical communications, use our SimplePractice client portal.

2. Information We Collect

Information you provide directly may include:

• Your first and last name, email address, telephone number, and company name, if provided.

• Your reason for contacting us, therapist preference, scheduling request, and information included in your message.

• Your communication preferences and records of consent to receive text messages.

• Other information you voluntarily provide through the website or in communications with us.

• Information collected automatically may include:

• Internet Protocol (IP) address, browser type, device type, operating system, language, and approximate location.

• Referring and exit pages, pages viewed, links selected, dates and times of visits, and other website interactions.

• Cookie identifiers, visitor or session identifiers, security logs, performance information, and cookie-preference records.

3. Website Forms and Protected Health Information

Our website is hosted by Wix. We have activated Wix protections for PHI and entered into a Business Associate Agreement with Wix. Information submitted through our website form may reveal that you are seeking mental health services and may qualify as PHI. We use this information only for legitimate administrative, scheduling, care-coordination, security, and legal purposes.

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The website form is not monitored continuously and is not appropriate for emergencies. Existing clients should use the SimplePractice client portal for confidential clinical communications. If you or another person is in immediate danger, call 911 or go to the nearest emergency department. For immediate emotional support in the United States, call or text 988.

4. How We Use Information

• Respond to inquiries and requested communications.

• Coordinate consultations, scheduling, intake, and care-related administrative activities.

• Send appointment reminders, follow-ups, or care-coordination messages when permitted and requested.

• Operate, maintain, secure, troubleshoot, and improve the website and forms.

• Measure website performance and understand how visitors use the site.

• Maintain consent, communication, security, and compliance records.

• Comply with legal, regulatory, professional, and contractual obligations and protect the rights and safety of visitors, clients, staff, and others.

5. How We Disclose Information

We do not sell or rent personal information. We may disclose information only as reasonably necessary in the following circumstances:

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• Website services: Wix provides website hosting, forms, security, operational logging, cookie-management tools, and website analytics. Wix handles PHI for us under a Business Associate Agreement when applicable.

• Client services: SimplePractice provides our client portal, appointment-request tools, intake forms, secure messaging, telehealth, payment, and related practice-management services.

• Communication and operational vendors: Providers may assist with email, telephone, text messaging, information technology, security, records management, and other services on our behalf, subject to appropriate confidentiality and contractual protections.

• Legal and safety needs: We may disclose information when required or permitted by law, to respond to valid legal process, to protect rights or safety, or to investigate fraud, misuse, or security incidents.

• Professional and organizational needs: We may disclose information to attorneys, accountants, insurers, auditors, or successor organizations when reasonably necessary and subject to appropriate safeguards.

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Mobile telephone numbers, text-messaging consent, and opt-in records are not sold or shared with third parties or affiliates for their marketing or promotional purposes. They may be provided to service providers solely to deliver or support our messages.

6. Cookies and Website Analytics

Our website and Wix may use essential, functional, security, and analytics cookies or similar technologies. These technologies help the website function, remember privacy choices, prevent misuse, measure performance, and understand website interactions. Website data may be associated with IP addresses, devices, cookies, visitor identifiers, or session identifiers and should not be considered anonymous in every circumstance. Reports may also contain aggregated or pseudonymized information.

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Where available, you may use the cookie banner or Cookie Settings control to accept, reject, or manage nonessential cookies. Browser settings may also allow you to limit cookies, although doing so may affect website functionality. We do not currently use website information for targeted advertising or sell personal information for cross-context behavioral advertising.

7. Text Messages

If you separately opt in, we may send non-marketing text messages concerning consultation scheduling, appointments, reminders, or care coordination. Consent to receive text messages is not a condition of receiving services. Message frequency varies, and message and data rates may apply. Reply STOP to opt out or HELP for assistance. We will honor other reasonable revocation requests as required by applicable law. Mobile carriers are not responsible for delayed or undelivered messages.

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Text messaging has privacy and security limitations. Do not use text messages for emergencies or detailed clinical communications. Use the SimplePractice client portal for confidential clinical messages.

8. Data Security

We use reasonable administrative, technical, and physical safeguards appropriate to the nature of the information we maintain. Our Wix website is configured for PHI-related use under a Business Associate Agreement, and access to submitted information is restricted to authorized personnel and service providers with a legitimate need. No internet transmission, website, or storage system can be guaranteed to be completely secure.

9. Retention

We retain website inquiries, form submissions, communications, consent and opt-out records, security logs, and related information only for as long as reasonably necessary for the purposes described in this policy and to satisfy legal, clinical, professional, security, contractual, and recordkeeping obligations. Retention periods vary according to the type of information and the reason it is maintained. Wix, SimplePractice, and other service providers may retain information according to our settings, contracts, instructions, and applicable law.

10. Your Choices and Requests

• Website information: You may request access to, correction of, or deletion of personal information associated with you. We may verify your identity and may retain information when required or permitted for legal, clinical, security, fraud-prevention, recordkeeping, or other legitimate purposes.

• Protected health information: Rights concerning PHI, including access, amendment, restrictions, confidential communications, and complaints, are described in our HIPAA Notice of Privacy Practices.

• Text messages: Reply STOP or contact us to revoke consent. Opting out of text messages does not prevent communications through other methods you have requested or that are otherwise permitted.

• Cookies: Use the website Cookie Settings control, when available, or your browser settings to manage cookies.

11. External Websites and Services

Our website links to services and websites we do not control, including SimplePractice, Psychology Today, Facebook, Instagram, LinkedIn, and mapping services. Those services may collect information under their own privacy policies when you follow a link or interact with their content. Review their policies before providing information. This Website Privacy Policy does not govern their independent practices.

12. Age Limitations

Our practice and website are intended for adults age 18 and older. The website is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through the website. A parent or guardian who believes a child has submitted information may contact us to request review and appropriate action.

13. Changes to This Policy

We may revise this policy to reflect changes in our website, service providers, practices, or legal obligations. The updated version will be posted on this page with a revised effective date. Material changes may also be communicated by other reasonable means when appropriate.

14. Contact Us

Questions or requests concerning this Website Privacy Policy may be directed to:

• Privacy Officer, Collective Counseling & Consultation, LLC

• 15400 W. Capitol Drive, Suite 105, Brookfield, WI 53005

• Phone: (414) 367-9155

• Email: privacy@collectivewi.com