HeddyMind Privacy Policy

Notice of Privacy Practices

 
This notice describes how health information about you may be used and disclosed and how you can get access to this information. Please review it carefully. 
 

Sound Mind Counseling, LLC d/b/a HeddyMind Therapy Collective (“HeddyMind” or “We”) respects the privacy and confidentiality of your health information. This Notice of Privacy Practices (“Notice”) describes how we may use and disclose your health information and how you can get access to this information. This Notice applies to uses and disclosures we may make of all your health information whether created or received by us.  

Our pledge to you: We are required by law to: (1) maintain the privacy of your health information and to provide you with notice of our legal duties and privacy practices; (2) comply with the terms of our current Notice; (3) notify you promptly if a breach occurs that may have compromised the privacy or security of your information.  We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available on request, in our office, and on our website.  You have a right to a paper or electronic version of this Notice.

How we may use and disclose health information about you:

Below are the ways we may use and share your health information for treatment, payment, and health care operations. 

  • For Treatment.  We can use your health information and share it with other professionals who are treating you. For example, a doctor treating you for an injury asks another doctor about your overall health condition.  Special rules may apply to sensitive information. 
  • For Payment.  We can use and share your health information to bill and get payment from health plans or other entities.  For example, we give information about you and the services you received to your health insurance plan so it will pay for your services.  
  • For Health Care Operations.  We can use and share your health information to run our practice, improve your care, and contact you when necessary.  For example, we may use an external billing company to help prepare and send out bills.

For all three purposes, we may use an electronic health record system to maintain information about you and the services you receive.

Specific uses and disclosures of your health information without your authorization:

    • Health Care Messages.  HeddyMind may contact you using any contact information you provide, including by phone, email, text, mail, or through your patient portal with appointment reminders or other messages about your health care. You may ask us not to use one or more of these methods.
    • Involved in Your Care. Unless you object or the law prohibits it, we may share your information with family, friends, or others involved in your care to the extent of their involvement. 
    • As Required By Law.  We may use and disclose your health information when required by law to do so. This includes state laws that require us to report suspected abuse or neglect.
    • Public Health Activities.  We may disclose your health information for public health activities.
    • Reporting Victims of Abuse, Neglect or Domestic Violence.  If we believe you are a victim of abuse, neglect, or domestic violence, we may share your information with the appropriate government agency. 
    • Health Oversight Activities.  We may disclose your health information to a health oversight agency for activities authorized by law, such as audits, investigations, inspections and licensure actions. 
    • To Avert a Serious Threat to Health or Safety.  We may share your information when necessary to prevent or lessen a serious threat to your health or safety, or that of others.
    • Judicial and Administrative Proceedings.  We may disclose your health information in response to a court or administrative order.  We will not disclose your health information in response to a subpoena, discovery request, or other lawful process without a proper court order or your authorization.   
    • Law Enforcement.  We may share your information to file required reports or report emergencies or suspicious deaths; comply with a court order, warrant, or other legal process; identify or locate a suspect or missing person; or respond to certain law enforcement requests about crimes.
    • Research.  We may use or share your information for research if privacy protections for the information have been approved, for research preparation, after your death, or with your authorization.  
    • Coroners, Funeral Directors, and Organ Donation. We may share your information with coroners, medical examiners, funeral directors, or organ and tissue donation organizations.
    • Disaster Relief.  We may disclose your health information to a disaster relief organization.
    • Military, Veterans and other Specific Government Functions.  We may share your information as required by the military or for national security, protective services, or authorized investigations.
    • Workers’ Compensation.  We may use or disclose your health information to comply with laws relating to workers’ compensation or similar programs. 
    • Business Associates.  We may disclose your health information to our business associates under a Business Associate Agreement.
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Uses And Disclosures With Your Authorization:

We will obtain your written authorization for most uses or disclosures of psychotherapy notes, for marketing, and for any sale of your health information. Except as described in this Notice, we will not use or share your information without your authorization. You may revoke your authorization in writing at any time, except to the extent we have already relied on it. 

 

Your Rights Regarding Your Health Information:

You have certain rights regarding your health information, which you may exercise by submitting a request to us. Each right is subject to specific requirements and exceptions described below.  

  • Request Restrictions. You may ask us to limit how we use or share your information for treatment, payment, or operations. We’re not required to agree, except in limited cases.  For example, if you fully pay out of pocket and ask us not to share that information with your health plan. If we agree, we’ll follow the restriction unless there is an emergency.
  • Access to Health Information.  You have the right to inspect and, upon written request, obtain a copy of your health information.
  • Request Amendment. You may ask in writing to amend your health information and explain why. We may deny your request in some cases. If we do, we’ll send you a written denial with the reason, and you may submit a written statement of disagreement to include in your record. 
  • Accounting of Disclosures. You may request a written list (“accounting”) of certain disclosures of your information. The first request in a 12-month period is free; we may charge for additional requests.
  • Request Confidential Communications.  You have the right to request that we communicate with you concerning your health matters in a certain manner.  We will accommodate your reasonable requests.

Special Rules Regarding Sensitive Information:

  • Substance Use Treatment Information. Your substance use treatment information, including testimony about that information, cannot be used or disclosed in civil, criminal, administrative, or legislative proceedings against you unless you give written consent or a judge issues a special order accompanied by a subpoena or other document compelling disclosure, as required by federal law.  
  • Reproductive Health and Gender Affirming Care Information.  We will not disclose your reproductive health or gender affirming care information for use in any civil, probate, legislative or administrative proceeding without your explicit written consent unless required by law or an exception under Connecticut law applies.  
  • Other Sensitive Information.  Your health information regarding mental health, HIV/AIDS or other categories identified by state law may be subject to additional protections under state law.  Generally, we will share that information only with your specific authorization or as required by state law.

For Further Information Or To File A Complaint:

If you believe that your privacy rights have been violated, you may file a complaint in writing with us or with the Office of Civil Rights in the U.S. Department of Health and Human Services at 200 Independence Avenue, S.W., Room 509 F, HHH Building, Washington D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.

To file a complaint with us, contact the Privacy Officer, at: 
Jonathan Keltai
hello@havesoundmind.com
(860) 466-5065 

Effective Date: January 2026

Website Privacy Policy

Please read this Privacy Policy carefully before using this website.

Privacy Policy Consent

The website and its content are owned by Heather Keltai and Sound Mind Counseling (“Company”, “we”, or “us”). The term “you” refers to the user or viewer of havesoundmind.com.

This Privacy Policy describes how we collect, use, process, and distribute your information, including Personal Data (as defined below), used to access this Website. We will not use or share your information with anyone except as described in this Privacy Policy. The use of information collected through our Sites shall be limited to the purposes under this Privacy Policy and our Terms of Service to customers.

Please read this Privacy Policy carefully. We reserve the right to change this Privacy Policy on the Website at any time without notice. In the event of a material change, we will let you know via email and/or a prominent notice on our Website.

Use of any personal information or contribution that you provide to us, or which is collected by us on or through our Website or its content is governed by this Privacy Policy. By using our Website or its content, you consent to this Privacy Policy, whether or not you have read it.

Testimonials:
This website features actual feedback from former clients, shared with their written consent. No compensation was given in exchange for client testimony. In order to protect the confidentiality of our clients, the names are fictitious and the likenesses are of professional models.

Information We May Collect
We collect personal information from you so that we can provide you with a positive experience when utilizing our Website or content. We will only collect the minimum amount of information necessary for us to fulfill our obligation to you.

We may collect:

  • A name, email address, and telephone number so we can respond to your inquiry, provide requested information, communicate regarding scheduling or administrative matters, and, if you consent, send conversational text messages related to your inquiry.
  • A name and an email address so we can deliver our newsletter to you – you would be affirmatively consenting to this by providing this to us in our contact forms.
  • Billing information including name, address, and credit card information so that we can process payment to deliver our products or services to you under our contractual obligation.
  • A name and an email address if you complete our contact form with a question. We may send you marketing emails with either your consent or if we believe we have a legitimate interest to contact you based on your contact or question.
  • Information from you from a co-branded offer. In this case, we will make clear as to who is collecting the information and whose privacy policy applies. If both / all parties are retaining the information you provide, this will also be made clear as will links to all privacy policies.

Please note that the information above (“Personal Data”) that you are giving to us is voluntary, and by you providing this information to us you are giving consent for us to use, collect and process this Personal Data. You are welcome to opt-out or request for us to delete your Personal Data at any point by contacting us at hello@havesoundmind.com.

If you choose not to provide us with certain Personal Data, you may not be able to participate in certain aspects of our Website or content.

Other Information We May Collect:
Anonymous Data Collection and Use:
To maintain our Website’s high quality, we may use your IP address to help diagnose problems with our server and to administer the Website by identifying which areas of the Website are most heavily used, and to display content according to your preferences. Your IP address is the number assigned to computers connected to the Internet. This is essential “traffic data” which cannot personally identify you but is helpful to us for marketing purposes and for improving our services. Traffic data collection does not follow a user’s activities on any other websites in any way. Anonymous traffic data may also be shared with business partners and advertisers on an aggregate basis.

Use of “Cookies”
We may use the standard “cookies” feature of major web browsers. We do not set any personally identifiable information in cookies, nor do we employ any data-capture mechanisms on our Website other than cookies. You may choose to disable cookies through your own web browser’s settings. However, disabling this function may diminish your experience on our Website, and some features may not work as intended.

What We Do With Information We Collect:

Contact You
We may contact you with information that you provide to us based on these lawful grounds for processing:

Consent. We may contact you if you give us your clear, unambiguous, affirmative consent to contact you.

Contract. We will contact you under our contractual obligation to deliver goods or services you purchase from us.

Legitimate Interest. We may contact you if we feel you have a legitimate interest in hearing from us. For example, if you sign up for a webinar, we may send you marketing emails based on the content of that webinar. You will always have the option to opt-out of any of our emails.

Text Message Communications
By submitting an online form, you consent to receive conversational text messages from HeddyMind Therapy Collective regarding your inquiry, scheduling, appointment reminders, or other administrative communications. Message frequency varies.

If you provide us with your mobile phone number, we may contact you by text message regarding your inquiry, scheduling, appointment reminders, or other administrative and customer service matters.

We do not use text messaging to send promotional or marketing text messages.

Message and data rates may apply.

You may opt out of text messages at any time by replying STOP. For assistance, reply HELP or contact us directly at hello@havesoundmind.com.

Text messaging is not a secure method of communication. Please do not send sensitive medical or mental health information by text message. If a discussion involves sensitive or protected health information, we may ask you to continue the conversation through email, our secure patient portal, or another appropriate communication method.

We do not sell, rent, or share your mobile phone number or SMS consent information with third parties or affiliates for marketing or promotional purposes.

Process Payments
We will use the Personal Data you give to us in order to process your payment for the purchase of goods or services under a contract. We only use third party payment processors that take the utmost care in securing data and comply with the GDPR.

Targeted Social Media Advertisements
We may use the data you provide to us to run social media advertisements and/or create look-alike audiences for advertisements.

Share with Third Parties
We may share your information with trusted third parties such as our newsletter provider in order to contact you via email, our merchant accounts to process payments, and Google / social media accounts in order to run advertisements and our affiliates.

Viewing by Others
Note that whenever you voluntarily make your Personal Data available for viewing by others online through this Website or its content, it may be seen, collected and used by others, and therefore, we cannot be responsible for any unauthorized or improper use of the information that you voluntarily share (i.e., sharing a comment on a blog post, posting in a Facebook group that we manage, sharing details on a group coaching call, etc.).

Submission, Storage, Sharing and Transferring of Personal Data
Personal Data that you provide to us is stored internally or through a data management system. Your Personal Data will only be accessed by those who help to obtain, manage or store that information, or who have a legitimate need to know such Personal Data (i.e., our hosting provider, newsletter provider, payment processors, or team members).

It is important to note that we may transfer data internationally. For users in the European Union, please be aware that we transfer Personal Data outside of the European Union. By using our Website and providing us with your Personal Data, you consent to these transfers in accordance with this Privacy Policy.

Data Retention
We retain your Personal Data for the minimum amount of time necessary to provide you with the information and/or services that you requested from us. We may include certain Personal Data for longer periods of time if necessary for legal, contractual, and accounting obligations.

Confidentiality
We aim to keep the Personal Data that you share with us confidential. Please note that we may disclose such information if required to do so by law or in the good-faith belief that: (1) such action is necessary to protect and defend our rights or property or those of our users or licensees, (2) to act as immediately necessary in order to protect the personal safety or rights of our users or the public, or (3) to investigate or respond to any real or perceived violation of this Privacy Policy or of our Disclaimer, Terms and Conditions, or any other terms of use or agreement with us.

Passwords
To use certain features of the Website or its content, you may need a username and password. You are responsible for maintaining the confidentiality of the username and password, and you are responsible for all activities, whether by you or by others, that occur under your username or password and within your account. We cannot and will not be liable for any loss or damage arising from your failure to protect your username, password, or account information. If you share your username or password with others, they may be able to obtain access to your Personal Data at your own risk.

You agree to notify us immediately of any unauthorized or improper use of your username or password or any other breach of security. To help protect against unauthorized or improper use, make sure that you log out at the end of each session requiring your username and password.

We will use our best efforts to keep your username and password(s) private and will not otherwise share your password(s) without your consent, except as necessary when the law requires it or in the good faith belief that such action is necessary, particularly when disclosure is necessary to identify, contact or bring legal action against someone who may be causing injury to others or interfering with our rights or property.

How You Can Access, Update or Delete Your Personal Data

You have the right to:

  • Request information about how your Personal Data is being used and request a copy of what Personal Data we use.
  • Restrict processing if you think the Personal Data is not accurate, unlawful, or no longer needed.
  • Rectify or erase Personal Data and receive confirmation of the rectification or erasure. (You have the “right to be forgotten”).
  • Withdraw your consent at any time to the processing of your Personal Data.
  • Lodge a complaint with a supervisory authority if you feel we are using your Personal Data unlawfully.
  • Receive Personal Data portability and transference to another controller without our hindrance.
  • Object to our use of your Personal Data.
  • Not be subject to an automated decision based solely on automatic processing, including profiling, which legally or significantly affects you.
  • You may unsubscribe from our e-newsletters or updates at any time through the unsubscribe link at the footer of all email communications. If you have questions or are experiencing problems unsubscribing, please contact us at hello@havesoundmind.com.

Security
We take commercially reasonable steps to protect the Personal Data you provide to us from misuse, disclosure, or unauthorized access. We only share your Personal Data with trusted third parties who use the same level of care in processing your Personal Data. That being said, we cannot guarantee that your Personal Data will always be secure due to technology or security breaches. Should there be a data breach of which we are aware, we will inform you immediately.

Anti-Spam Policy
We have a no spam policy and provide you with the ability to opt-out of our communications by selecting the unsubscribe link at the footer of all e-mails. We have taken the necessary steps to ensure that we are compliant with the CAN-SPAM Act of 2003 by never sending out misleading information. We will not sell, rent, or share your email address.

Third Party Websites
We may link to other websites on our Website. We have no responsibility or liability for the content and activities of any other individual, company or entity whose website or materials may be linked to our Website or its content, and thus we cannot be held liable for the privacy of the information on their website or that you voluntarily share with their website. Please review their privacy policies for guidelines as to how they respectively store, use, and protect the privacy of your Personal Data.

Children’s Online Privacy Protection Act Compliance
We do not collect any information from anyone under 18 years of age in compliance with COPPA (Children’s Online Privacy Protection Act) and the GDPR (General Data Protection Regulation of the EU). Our Website and its content are directed to individuals who are at least 18 years old or older.

Notification of Changes
We may use your Personal Data, such as your contact information, to inform you of changes to the Website or its content, or, if requested, to send you additional information about us. We reserve the right, at our sole discretion, to change, modify, or otherwise alter our Website, its content, and this Privacy Policy at any time. Such changes and/or modifications shall become effective immediately upon posting our updated Privacy Policy. Please review this Privacy Policy periodically. Continued use of any of the information obtained through or on the Website or its Content following the posting of changes and/or modifications constituted acceptance of the revised Privacy Policy. Should there be a material change to our Privacy Policy, we will contact you via email or by a prominent note on our Website.

Data Controller and Processors
We are the data controllers as we are collecting and using your Personal Data. We use trusted third parties as our data processors for technical and organizational purposes, including for payments and email marketing. We use reasonable efforts to make sure our data processors are GDPR-compliant.

If you have any questions about this Privacy Policy, please contact us at hello@havesoundmind.com.
Last Updated: August 2026