Privacy Policy, Terms & Conditions

The Talking Place, Child & Adolescent Counseling

Terms & Conditions of Website Use

Privacy Policy, Notice of Privacy Practices, and Text Messaging (SMS) Policy
Effective Date: January 1, 2026
Website: thetalkingplace.org
Contact: office@thetalkingplace.org | 907‑206‑2166
Address: 17101 Snowmobile Lane, Ste 109, Eagle River, AK 99577

1. Overview

The Talking Place, Child & Adolescent Counseling (“we,” “our,” or “practice”) is committed to protecting the privacy and confidentiality of our clients and their families. This notice describes how we collect, use, and protect information—including Protected Health Information (PHI)—and outlines your rights under applicable federal and Alaska state law, as well as how we protect personal information submitted through our website.

We reserve the right to update this policy at any time. Updates will apply to all data and PHI we maintain and will be posted on our website with a revised effective date.

2. Protected Health Information (PHI)

Our records may contain personal information about you and your child’s past, present, or future physical and mental health care. This information is called Protected Health Information (PHI).

We are required by law to:

  • Maintain the privacy of PHI
  • Provide notice of our legal duties and privacy practices
  • Follow the terms of this notice

3. How We Use and Disclose PHI

We may use or disclose PHI without written authorization for:

  • Treatment: To provide, coordinate, or manage your child’s care (e.g., consultation with other providers).
  • Payment: To obtain reimbursement for services (e.g., insurance claims processing).
  • Health Care Operations: To support practice operations (e.g., billing services, administrative support), with appropriate confidentiality safeguards.

4. Uses Requiring Authorization

Written authorization is required for uses or disclosures outside of treatment, payment, or health care operations, including most disclosures of psychotherapy notes.
You may revoke any authorization in writing, except where actions have already been taken based on it.

5. Disclosures Without Authorization

We may disclose PHI without consent when required or permitted by law, such as:

  • Reporting child or vulnerable adult abuse or neglect
  • Health oversight activities (e.g., licensing boards)
  • Judicial or administrative proceedings with proper legal process
  • Preventing or reducing a serious threat to health or safety

Where possible and appropriate, we will attempt to inform you of such disclosures.

6. Parent and Guardian Rights (Minors)

Because we primarily serve children and adolescents:

  • A parent or legal guardian generally has the right to access their child’s PHI.
  • In certain cases, minors may consent to specific treatments and have confidentiality rights under Alaska law.
  • We may limit parental access if, in our professional judgment, disclosure could harm the therapeutic relationship or the minor’s safety, within the limits of the law.

These confidentiality expectations will be discussed with parents/guardians and minors at the start of treatment.

7. Your Rights Regarding PHI

You have the right to:

  • Request restrictions on certain uses or disclosures (though we may not always be required to agree)
  • Request confidential communications (e.g., using an alternate address)
  • Inspect or obtain copies of your records (fees may apply)
  • Request amendments to your records
  • Receive an accounting of disclosures
  • Receive a paper copy of this notice
  • Request that we not disclose PHI to your insurance if you pay out-of-pocket in full

8. Breach Notification

In the event of a breach involving unsecured PHI, we will notify you in accordance with applicable state and federal law.

9. Website Privacy

Information We Collect

When you visit thetalkingplace.org, we may collect:

  • Data you provide in forms or comments
  • Basic technical data (e.g., IP address, browser type)
  • Uploaded media (please avoid including location data in images)

Use and Storage

We may use this data to:

  • Respond to inquiries
  • Provide services
  • Improve website function

Contact form submissions are stored indefinitely for customer service purposes but are not used for marketing.
We use HIPAA-compliant vendors to securely process client information when applicable.

Comments and Cookies

If you leave comments on the site, we collect:

  • Data from the comment form
  • IP address and browser user agent string (for spam detection)

If you choose, your name, email, and website can be saved in cookies for convenience. Login and display preference cookies have specific durations (typically 1 day to 2 weeks).

Embedded content (e.g., videos, articles) from third-party websites behaves as if you visited those sites directly, which may result in data collection per the external site’s policies.

Data Sharing and Security

  • We do not sell or disclose personal information without explicit permission.
  • Malware and vulnerability scans are handled by Sucuri’s SiteCheck (see their privacy policy for details).
  • IP addresses of failed logins may be shared with iThemes.com to prevent brute-force attacks.
  • Visitor comments may be checked through automated spam detection services.
  • All data is encrypted via SSL and accessible only to authorized personnel.

10. How Long We Retain Your Data

  • Comments and associated metadata are kept indefinitely to aid moderation.
  • Registered users can see, edit, or delete personal information anytime, except for usernames.
  • Administrators can view and edit user information.

11. SMS and Email Communications Policy

Consent

By providing your phone number or email, you consent to receive communications (e.g., appointment reminders, provider correspondence, scheduling updates). Consent is not a condition of service.

Message Frequency

Message frequency varies.
You may opt out at any time:

  • Reply STOP to cancel texts or HELP for assistance
  • Use unsubscribe links in emails

Message and data rates may apply.

Privacy and Security

  • We do not sell or share phone numbers or email addresses for marketing purposes.
  • Text messaging is not fully secure — please avoid sending sensitive health information by text.
  • Relevant communications may be added to the clinical record.
  • Texting is not for emergencies — call 911 or visit the nearest ER in crisis situations.

12. How We Protect Your Data

We employ a variety of security measures:

  • Secure Socket Layer (SSL) encryption
  • Restricted access to authorized personnel only
  • Regular system scanning for vulnerabilities
    Although we maintain strong safeguards, no method of transmission or storage is completely secure.

13. Complaints

If you believe your privacy rights have been violated, contact:

The Talking Place, Child & Adolescent Counseling
17101 Snowmobile Lane, Ste 109
Eagle River, AK 99577
907‑206‑2166

You may also file a complaint with the U.S. Department of Health and Human Services (HHS).
We will not retaliate for filing a complaint.

14. Additional Information

  • Third‑Party Data: We do not receive or purchase data from third parties.
  • Automated Decision-Making: No automated decision making or profiling occurs using user data.
  • Industry Requirements: We collect personal data (e.g., name, address) only as necessary to provide requested services and maintain confidentiality at all times.

For any privacy-related questions or requests:

Email: office@thetalkingplace.org
Phone: 907‑206‑2166