Privacy Policy

Effective Date: July 1, 2026
Last Updated: September 10, 2026

Healing Hearts Counseling Resource & Wellness Center (“Healing Hearts Wellness Center,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit healingheartswellness.org, contact us, complete an online form, make a donation, or communicate with us by telephone, email, or text message.

By using our website, you acknowledge the practices described in this Privacy Policy. If you do not agree with this policy, please do not submit personal information through the website.

INFORMATION WE MAY COLLECT

Information You Provide

We may collect information that you voluntarily provide, including:

• Your name

• Email address

• Telephone number

• Preferred method of contact

• Information included in a contact form or message

• Appointment or service inquiry information

• Information related to program participation

• Donation and transaction information

• Communication preferences

• Text-message consent and opt-in records

• Any other information you choose to provide

Please do not include detailed medical, mental health, financial, or other highly sensitive information in a general website contact form, email, or text message.

Information Collected Automatically

When you visit our website, certain information may be collected automatically, including:

• Internet Protocol address

• Browser and device type

• Operating system

• Pages viewed

• Date and time of access

• Referring website

• General website interaction and usage information

• Cookie and similar technology information

This information may be collected through cookies, analytics services, website-hosting providers, and similar technologies.

Payment and Donation Information

If you make a payment or donation through our website, the transaction may be processed by a third-party payment provider. We may receive information about the transaction, such as your name, contact information, donation amount, transaction date, and payment status.

We generally do not directly receive or store complete credit card or bank account numbers submitted through a third-party payment processor. The payment provider’s collection and use of your information are governed by its own privacy policy and terms.

HOW WE USE INFORMATION

We may use collected information to:

• Respond to questions and requests

• Contact you about services, programs, resources, or appointments

• Provide appointment confirmations and reminders

• Process and acknowledge donations or payments

• Coordinate requested services

• Maintain administrative and communication records

• Operate, maintain, and improve our website

• Understand how visitors use our website

• Protect the safety and security of our clients, staff, website, and systems

• Prevent fraud, misuse, or unauthorized activity

• Comply with legal, regulatory, licensing, and reporting obligations

• Enforce our policies and agreements

• Carry out other purposes disclosed when information is collected

We will use personal information only for legitimate organizational purposes, as permitted by law, or as otherwise authorized by you.

MOBILE MESSAGING AND SMS PRIVACY

When you provide your mobile telephone number and consent to receive text messages from Healing Hearts Counseling Resource & Wellness Center, we may use your number to send:

• Appointment confirmations and reminders

• Scheduling, rescheduling, or cancellation updates

• Responses to questions and inquiries

• Service or program information

• Administrative or account notifications

• Other communications related to services you requested

Messaging frequency may vary. Message and data rates may apply according to your mobile carrier and service plan.

You may opt out at any time by replying STOP. After opting out, you may receive one final message confirming your request. You will no longer receive SMS messages unless you opt in again.

For assistance, reply HELP or visit healingheartswellness.org.

We do not sell, rent, or share mobile telephone numbers or other personal information with third parties or affiliates for their marketing or promotional purposes.

We may disclose information to service providers that help us deliver and manage text-message communications, but only as necessary for those providers to perform services on our behalf.

Text-message opt-in information and consent will not be sold or shared with third parties or affiliates for marketing or promotional purposes. This restriction applies even when another part of this Privacy Policy permits certain information sharing.

Consent to receive text messages is not a condition of receiving services.

Text messaging may not be secure or encrypted. Please do not send Social Security numbers, financial information, detailed medical information, or other highly sensitive information by text message.

Text messages are not continuously monitored and must not be used for emergencies. If you are experiencing a medical or mental health emergency, call 911 or go to the nearest emergency room. If you or someone else is experiencing a suicidal, mental health, or substance-use crisis, call or text 988 to reach the Suicide & Crisis Lifeline.

HEALTH AND CLINICAL INFORMATION

This Website Privacy Policy applies primarily to information collected through our public website and general communications.

Information created or received as part of counseling, clinical, or other healthcare services may be subject to additional privacy protections and organizational policies. To the extent that information qualifies as protected health information and applicable law, including the Health Insurance Portability and Accountability Act (“HIPAA”), applies, that information will be handled according to applicable law and the Notice of Privacy Practices of the provider or organization furnishing the service.

The applicable Notice of Privacy Practices explains how protected health information may be used and disclosed, the individual’s rights concerning that information, and how to submit a privacy complaint.

If there is a conflict between this Website Privacy Policy and an applicable Notice of Privacy Practices concerning protected health information, the Notice of Privacy Practices will control.

General website forms, ordinary email, and standard text messaging may not be secure methods for transmitting sensitive information. Please use an approved client portal or another method provided by our staff when sharing clinical or sensitive information.

COOKIES AND WEBSITE ANALYTICS

Our website and service providers may use cookies or similar technologies to operate the website, remember preferences, understand website traffic, improve performance, and identify technical problems.

A cookie is a small file stored on your device by a website. You may be able to limit or disable cookies through your browser settings. Disabling cookies may affect the operation of certain website features.

We may use third-party analytics services to help us understand how visitors use the website. These providers may collect information such as device type, browser type, approximate location, pages visited, and time spent on the website.

We do not use information collected through the website to sell personal information or mobile data to third parties for marketing purposes.

WHEN INFORMATION MAY BE DISCLOSED

We may disclose information in the following circumstances:

Service Providers

We may provide limited information to vendors and service providers that perform work on our behalf, including website hosting, technology support, scheduling, communications, text messaging, analytics, payment processing, and donation processing.

These providers are authorized to use information only as necessary to provide services to us, subject to applicable agreements and legal requirements.

Legal and Safety Reasons

We may disclose information when we reasonably believe disclosure is necessary to:

• Comply with applicable law, a subpoena, court order, or lawful government request

• Protect the rights, property, or safety of our organization, clients, staff, visitors, or others

• Investigate fraud, security incidents, or misuse

• Respond to an emergency or prevent serious harm

• Fulfill mandatory reporting or other legal obligations

Organizational Changes

If our organization undergoes a restructuring, merger, transfer, or similar organizational change, information may be transferred as permitted by law and subject to appropriate privacy protections.

With Your Direction or Consent

We may disclose information when you direct us to do so or provide authorization or consent.

We do not sell or rent personal information. We do not share mobile information or SMS opt-in consent with third parties or affiliates for their marketing or promotional purposes.

DATA SECURITY

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.

However, no website, electronic transmission, email system, text-message system, or storage method can be guaranteed to be completely secure. You should use caution when submitting personal or sensitive information electronically.

If you believe information you provided to us may have been compromised, please contact us promptly through healingheartswellness.org.

DATA RETENTION

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, provide requested services, maintain appropriate records, meet legal or regulatory requirements, resolve disputes, and enforce agreements.

Retention periods may vary depending on the type of information, how it was collected, why it is needed, and applicable legal, clinical, grant, accounting, or operational requirements.

Text-message opt-in and opt-out records may be retained as necessary to document consent and honor communication preferences.

YOUR CHOICES AND REQUESTS

Depending on the information involved and applicable law, you may ask us to:

• Confirm whether we maintain personal information about you
• Correct inaccurate contact information
• Update your communication preferences
• Stop sending text messages
• Stop sending nonessential email communications
• Delete certain information, when deletion is not prohibited by law or required for legitimate organizational purposes

To stop receiving text messages, reply STOP. To request help with text messaging, reply HELP.

Certain information may not be eligible for deletion if we must retain it to comply with legal, clinical, accounting, grant, safety, contractual, or recordkeeping obligations.

Requests involving clinical records or protected health information may be subject to separate procedures described in the applicable Notice of Privacy Practices.

CHILDREN’S PRIVACY

Our website is intended primarily for adults, including parents, guardians, caregivers, donors, and community members. It is not designed to knowingly collect personal information directly from children under 13 without authorization from a parent or legal guardian.

Although our organization may provide services or resources benefiting children and families, a parent, legal guardian, or otherwise authorized adult should submit website inquiries concerning a child.

If you believe a child under 13 has submitted personal information through our website without appropriate authorization, please contact us so we can review the information and take appropriate action.

THIRD-PARTY WEBSITES AND SERVICES

Our website may contain links to third-party websites, scheduling systems, donation platforms, social media pages, or other online services.

We do not control and are not responsible for the content, security, or privacy practices of third-party services. Visiting or using a third-party service is subject to that provider’s own privacy policy and terms.

A link from our website does not necessarily indicate that we endorse all practices of the third-party provider.

EMAIL AND ELECTRONIC COMMUNICATIONS

If you contact us by email or another electronic method, we may retain the communication and use the information to respond to your request.

Standard email may not be encrypted. Please do not send detailed medical, mental health, financial, or other highly sensitive information through ordinary email unless our staff has provided an approved secure method.

You may ask us to stop sending nonessential email communications by using any unsubscribe instructions included in the communication or by contacting us.

DO NOT TRACK SIGNALS

Some web browsers allow users to send “Do Not Track” signals. Because there is not a universally accepted standard for responding to these signals, our website may not respond to every Do Not Track request.

You can manage cookies and certain tracking technologies through your browser settings.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our services, technology, legal obligations, or privacy practices.

When we make changes, we will post the revised policy on this page and update the “Last Updated” date. Material changes will be communicated in an appropriate manner when required by law.

We encourage you to review this policy periodically.

CONTACT US

If you have questions about this Privacy Policy, our privacy practices, or information you have submitted through the website, please contact:

Healing Hearts Counseling Resource & Wellness Center
Rolla, Missouri
Website: healingheartswellness.org
Contact page: healingheartswellness.org/contact

For SMS assistance, reply HELP. To stop receiving text messages, reply STOP.

For concerns involving clinical records or protected health information, please use the contact information and complaint procedures provided in the applicable Notice of Privacy Practices.