PRIVACY POLICY

1. Introduction

MildCare Behavioral Health Solutions is committed to protecting the privacy and confidentiality of individuals who visit our website and receive behavioral health services through our telehealth platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information and protected health information (“PHI”) in compliance with applicable federal and Virginia laws.

2. Scope of This Privacy Policy

This Privacy Policy applies to:

• Visitors to the MildCare website;

• Prospective clients making inquiries;

• Clients receiving telehealth therapy services while physically located in Virginia.

This Policy does not apply to third-party websites or platforms linked from our website.

3. Information We Collect

We may collect the following categories of information:

a. Personal Information

• Name, email address, phone number

• Date of birth

• Mailing address

• Emergency contact information

b. Protected Health Information (PHI)

• Mental health history

• Intake forms and assessments

• Treatment notes and session information

• Diagnoses and treatment plans

c. Technical and Usage Information

• IP address

• Browser type

• Device information

• Website usage data (cookies, analytics)

4. How We Use Your Information

We use your information to:

• Provide and administer behavioral health services

• Conduct intake, assessment, and treatment planning

• Communicate regarding appointments, billing, and care coordination

• Comply with legal, regulatory, and licensing requirements

• Improve website functionality and user experience

• Protect the safety of clients, providers, and the public

5. HIPAA Compliance

MildCare Behavioral Health Solutions complies with HIPAA and applicable Virginia healthcare privacy laws. PHI is used and disclosed only as permitted or required by law, including for:

• Treatment

• Payment

• Healthcare operations

You will receive a separate Notice of Privacy Practices (NPP) where required, which provides additional details regarding your rights under HIPAA.

6. Confidentiality and Legal Exceptions (Virginia)

Your information is treated as confidential, subject to limitations required by law. Disclosure may occur when required or permitted under Virginia law, including but not limited to:

• Imminent risk of serious harm to yourself or others

• Suspected abuse or neglect of a child, elder, or incapacitated adult

• Court orders, subpoenas, or other lawful legal processes

• Licensing board or regulatory obligations

7. Telehealth Privacy Considerations

Telehealth services involve electronic communication. While we use reasonable administrative, technical, and physical safeguards to protect your information, no system can guarantee absolute security.

You are responsible for:

• Participating in sessions from a private location

• Protecting your device and login credentials

• Not recording sessions without express consent

8. Cookies and Website Tracking

Our website may use cookies and similar technologies to enhance functionality and analyze site usage. Cookies do not collect PHI.

You may disable cookies through your browser settings; however, some website features may not function properly.​

9. Information Sharing and Disclosure

We do not sell or rent personal or health information.

Information may be shared only with:

• Licensed providers involved in your care

• Business associates who support operations (subject to confidentiality agreements)

• Insurance companies or payers, if applicable

• Government authorities when required by law

10. Data Security

We maintain reasonable safeguards designed to protect information against unauthorized access, loss, misuse, or disclosure, consistent with HIPAA and Virginia regulations.

Despite these measures, no data transmission or storage system can be guaranteed to be 100% secure.

11. Your Rights (Virginia & Federal)

Depending on applicable law, you may have the right to:

• Access your personal information or PHI

• Request corrections

• Request restrictions on certain uses or disclosures

• Receive an accounting of disclosures

• File a complaint without retaliation

Requests must be submitted in writing and may be subject to verification and legal limitations.

12. Data Retention

We retain personal and health information for the period required by:

• Virginia law

• Licensing board regulations

• Professional and ethical standards

After the retention period, information is securely destroyed.

13. Children’s Privacy

Our services are not intended for individuals under eighteen (18) years of age without appropriate legal consent and compliance with Virginia law. We do not knowingly collect personal information from minors without authorization.

14. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Updates will be posted on our website with a revised effective date. Continued use of the website or services constitutes acceptance of the updated Policy.

15. Contact Information

For questions or concerns regarding this Privacy Policy or privacy practices, please contact:

Company: MildCare Behavioral Health Solutions LLC
Email: MildCareBHSolution@mcbhsolutions.com
Business Address: 1200 Marquis Pkwy, Williamsburg, VA 23185