Privacy Policy
Effective Date: 12/22/2025
Last Updated: 12/22/2025
Big Picture Therapy is committed to protecting the privacy and confidentiality of our clients’ personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.
This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), the California Online Privacy Protection Act (CalOPPA), and other applicable state and federal laws.
Personal Information
We may collect the following types of personal information:
- Contact Information: Name, email address, phone number, mailing address
- Demographic Information: Age, gender, date of birth
- Health Information: Medical history, mental health history, treatment records, diagnosis, progress notes, insurance information
- Billing Information: Payment method details, insurance information
- Website Usage Information: IP address, browser type, pages visited, time spent on pages, referring website
Protected Health Information (PHI)
As a healthcare provider, we collect Protected Health Information as defined by HIPAA, which includes any individually identifiable health information related to your past, present, or future physical or mental health condition and treatment.
How We Collect Information
We collect information through:
- Direct Interactions: Information you provide when scheduling appointments, filling out intake forms, during therapy sessions, or communicating with us
- Website Forms: Contact forms, appointment request forms, newsletter subscriptions
- Cookies and Tracking Technologies: (See Cookies section below)
- Third Parties: Insurance companies, referring healthcare providers (with your authorization)
How We Use Your Information
We use your information for the following purposes:
Treatment, Payment, and Healthcare Operations (HIPAA-Permitted Uses)
- Providing psychotherapy services and treatment
- Coordinating your care with other healthcare providers
- Processing insurance claims and payments
- Scheduling and appointment reminders
- Quality assurance and improving our services
- Training and supervision purposes (with identifying information removed)
Other Uses
- Responding to your inquiries and requests
- Sending administrative information, policy updates, and appointment reminders
- Complying with legal obligations
- Website functionality and improvements
HIPAA Privacy Rights
Under HIPAA, you have the following rights regarding your Protected Health Information:
- Right to Access: You may request to review and obtain copies of your health records
- Right to Amendment: You may request corrections to your health records
- Right to an Accounting of Disclosures: You may request a list of certain disclosures we have made
- Right to Request Restrictions: You may request limitations on how we use or disclose your information
- Right to Confidential Communications: You may request we communicate with you in a specific way or at a specific location
- Right to a Paper Copy: You may request a paper copy of this privacy policy at any time
For more detailed information about your HIPAA rights, please request our Notice of Privacy Practices.
Confidentiality and When We May Disclose Information
Confidentiality Commitment
We maintain strict confidentiality of all client information and records. Your information will not be disclosed without your written authorization except as described below.
Legal Exceptions to Confidentiality
We may disclose your information without your authorization when:
- Danger to Self or Others: If we believe you are at risk of harming yourself or others
- Abuse or Neglect: Suspected abuse or neglect of children, elderly persons, or dependent adults must be reported to authorities
- Court Orders: When required by court order or subpoena
- Legal Proceedings: If you are involved in a lawsuit and your mental health is an issue
- Workers’ Compensation: If you file a workers’ compensation claim
- Health Oversight Activities: Audits or investigations by government agencies
- Law Enforcement: In limited circumstances as required by law
Disclosures with Your Authorization
With your written consent, we may share information with:
- Other healthcare providers involved in your care
- Insurance companies for billing purposes
- Family members or others you designate
- Legal or financial representatives
Cookies and Tracking Technologies
What Are Cookies?
Cookies are small text files stored on your device when you visit our website. We use cookies to improve your browsing experience and analyze website usage.
Types of Cookies We Use
Essential Cookies: Necessary for website functionality (e.g., secure login, form submissions)
Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics) to improve user experience
Preference Cookies: Remember your settings and preferences
Managing Cookies
You can control and manage cookies through your browser settings. Disabling cookies may affect website functionality. Most browsers allow you to:
- View cookies stored on your device
- Delete cookies
- Block all cookies or only third-party cookies
- Clear cookies when you close your browser
CalOPPA Compliance
Under the California Online Privacy Protection Act, we provide the following information:
Personal Information Collected
We collect the categories of personal information listed in the “Information We Collect” section above.
How We Respond to Do Not Track Signals
Our website currently does not respond to “Do Not Track” browser signals. You may disable cookies through your browser settings.
Third-Party Behavioral Tracking
We do not allow third-party behavioral tracking on our website.
Your California Privacy Rights
California residents have the right to request information about the personal information we collect and how it is shared. To make a request, contact us using the information provided below.
Data Security
We implement appropriate technical, administrative, and physical safeguards to protect your information, including:
- Secure, encrypted storage systems
- Password-protected electronic health records
- Locked filing cabinets for paper records
- Limited access to authorized personnel only
- Regular security assessments and updates
- Encrypted transmission of data through secure connections (SSL/TLS)
- Secure destruction of records when no longer needed
Despite our efforts, no security measures are completely impenetrable. We cannot guarantee absolute security but are committed to protecting your information.
Data Retention
Active Client Records
We retain your health information for the duration of our therapeutic relationship and as long as required by law.
Record Retention After Termination
After termination of services, we retain records according to California law, which requires mental health records be maintained for a minimum of:
- Adults: 7 years from the date of last service
- Minors: 7 years from the date of last service OR until the minor reaches age 19, whichever is later
Billing and Insurance Records
Billing records are maintained for a minimum of 7 years as required by federal and state regulations.
Website Data
Website usage data and cookies are typically retained for 1-2 years for analytics purposes.
After the required retention period, records are securely destroyed through shredding (paper) or permanent deletion (electronic).
Third-Party Service Providers
We may use trusted third-party service providers to support our practice, including:
- Electronic health record systems (HIPAA-compliant)
- Payment processors
- Insurance billing services
- Website hosting providers
- Email service providers
- Scheduling platforms
All third-party providers who have access to PHI sign Business Associate Agreements as required by HIPAA and are contractually obligated to maintain confidentiality.
Informed Consent
By using our services, you acknowledge that you have been informed about:
- The nature and goals of psychotherapy
- The risks and benefits of treatment
- Our privacy practices and confidentiality policies
- The limits of confidentiality
- Your rights regarding your personal and health information
- Payment policies and insurance procedures
We will obtain your written informed consent before beginning treatment. You may withdraw consent at any time, though this may affect our ability to provide services.
Policy Updates
We reserve the right to modify this Privacy Policy at any time. When we make changes:
- The “Last Updated” date at the top of this policy will be revised
- Material changes will be communicated via email or prominent notice on our website
- For health information, we will not make material changes to how we use or disclose your PHI without your authorization, unless required by law
We encourage you to review this policy periodically. Continued use of our website or services after changes indicates acceptance of the updated policy.
Minors
If you are under 18 years of age, please obtain parental or guardian consent before providing any personal information through our website. Parents/guardians of minors should be aware that California law grants certain confidentiality rights to minors aged 12 and older for specific mental health services.
Links to Other Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any website you visit.
Contact Us
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to file a complaint, please contact us:
Big Picture Therapy
3401 Glendale Blvd. #B
Los Angeles, CA 90039
Phone: (323) 508-3231
Email: chauney@bigpicturetherapy.org
Filing a Complaint
If you believe your privacy rights have been violated, you may file a complaint with:
Our Practice: Using the contact information above
U.S. Department of Health and Human Services:
Office for Civil Rights
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/
Phone: 1-877-696-6775
You will not be retaliated against for filing a complaint.
Consent and Acknowledgment
By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with this policy, please do not use our website or services.
© 2025 Big Picture Therapy. All rights reserved.