Privacy Policy

Introduction

Mentally STRONG values your privacy and safeguards all information you share with us. This notice explains how we collect, use, and protect personal data and protected health information (PHI) when you visit our website, book services, or communicate with our team.

Key Definitions

PHI (Protected Health Information) – Personal details that relate to past, present, or future physical or mental health services.
Personal Data – Contact details such as name, email, phone number, and address.
Usage Data – Automatically collected technical details such as IP address, browser type, and pages viewed.
Cookies – Small text files stored on your device to help our site function and measure traffic.

Information We Collect

We may collect the following types of information:

Personal Data / PHI you provide in forms, phone calls, or the patient portal (e.g., name, email, phone number, service selections, intake notes).
Usage Data gathered through cookies and analytics tools to understand site performance and security.

How We Use Your Information

We process Personal Data and PHI to:

Schedule retreats, coaching, and appointments.
Confirm bookings, send reminders, and handle payments or refunds.
Tailor resources and improve our programs.
Contact you by email, phone, or text with requested information and occasional surveys (opt-out anytime).
Send appointment reminders and service notifications via SMS/text messaging when you provide a mobile phone number and consent to receive such messages.
Comply with legal or regulatory requirements, maintain security safeguards, and create internal audit or compliance reports.

SMS / Text Messaging Communications

If you provide your mobile phone number to Mentally STRONG and opt in to receive text messages, you may receive SMS communications related to appointment reminders, scheduling updates, administrative messages, service-related announcements, educational content, event invitations, and promotional or marketing messages related to our clinic, academy, programs, products, or services.

Text messages are used for administrative, informational, and promotional purposes only and will not include sensitive medical information.

Message frequency will vary depending on your appointments, interactions with our office, and the types of messages you have agreed to receive.

Message and data rates may apply depending on your mobile carrier.

You may opt out of receiving text messages at any time by replying STOP to any message you receive. For assistance, reply HELP or contact our office directly at (719) 493-9555.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

Text messaging originator opt-in data and consent will not be shared with any third parties, excluding aggregators and providers of the Text Message services.

When We Share Information

We never sell your data. We share information only when necessary to operate our services or when required by law.

We may share information with:

HIPAA-compliant Business Associates (secure email providers, cloud storage vendors, payment processors, messaging providers, and other service vendors) under binding agreements.
Mentally STRONG affiliates that assist in delivering the services you request.
Regulators or authorities when required by law or to protect safety.

All partners are contractually required to protect PHI and maintain confidentiality.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding aggregators and providers of the Text Message services.

Data Retention

PHI is stored for at least six (6) years or longer if law requires. Non-PHI Usage Data is retained only as long as needed for security, analytics, or site improvement.

Data Security

We encrypt PHI in transit and at rest, limit access to trained staff, and maintain audit logs. While no system is flawless, we follow the HIPAA Security Rule and other industry safeguards to reduce risk.

Important: Messages sent through general website forms or regular email are not encrypted. For sensitive matters, please use our secure Patient Portal.

Children’s Privacy

Our online services are not directed to children under 18. We do not knowingly collect data from children under 18 without verified parental consent.

Your Rights

You may request:

Access to or a copy of your PHI
Correction of inaccurate information
Restrictions on certain uses or disclosures
An accounting of PHI disclosures
A paper copy of this notice

Use of Google Analytics

We use Google Analytics with IP anonymization enabled. No PHI is sent to Google. You can disable cookies, turn off JavaScript, or use Google’s opt-out add-on to prevent analytics tracking.

Changes to This Policy

We may update this notice from time to time. Material changes will be posted on this page and are effective when published.

Contact Us

Questions about this policy or your rights?

Mentally STRONG
3720 Sinton Road, Suite 104
Colorado Springs, CO 80907

Phone: (719) 493-9555
Email: info@mentallystrong.com

Talk to us

(719) 493-9555