Privacy Policy

Who we are

Actualize Counseling & Nutrition (“Actualize,” “we,” “us,” or “our”) provides therapy and nutrition counseling services. This Privacy Policy applies to information collected through our website, www.actualizecounseling.com, and through website-based communications, forms, and related online tools.

This website Privacy Policy does not replace our separate Notice of Privacy Practices, which governs how protected health information may be used or disclosed in connection with healthcare services.

Information we collect

Information you provide directly

We may collect information you voluntarily provide through this website, including:

• your name
• email address
• phone number
• general location or address information
• insurance information
• service preferences or appointment interests
• the contents of messages, consultation requests, newsletter signups, or other submissions

Information collected automatically

When you use the website, certain information may be collected automatically, such as:

• IP address
• browser type and device type
• operating system
• pages viewed and time spent on the site
• referring page or website
• diagnostic, performance, and usage data
• cookies and similar tracking data

Information from third parties

We may receive information from third-party service providers that support our website operations, such as website hosting, analytics, contact forms, appointment tools, email systems, or similar vendors.

How we use your information

We may use the information we collect to:

• respond to inquiries and communicate with you
• help determine whether our services may be an appropriate fit
• coordinate consultations or follow-up outreach
• send newsletters, updates, or other communications you requested
• operate, maintain, troubleshoot, and improve the website
• protect the security and integrity of the website
• comply with legal, regulatory, licensing, insurance, and risk-management obligations
• establish, exercise, or defend legal claims
• carry out internal practice administration and business operations

How we share your information

Service providers and contractors

We may share information with vendors and contractors that assist us in operating the website or our practice, such as website hosting, IT support, security services, form processors, scheduling systems, email platforms, payment processors, or similar business providers. Where appropriate, such providers are expected to protect information in accordance with applicable confidentiality, privacy, and security obligations.

Insurance, billing, and operations

If you become a client and choose to use insurance or other third-party payment sources, we may need to disclose information necessary for eligibility checks, billing, claims submission, utilization review, reimbursement, or related healthcare operations.

Basic information may also be accessible to authorized administrative, billing, accounting, or compliance personnel who support our operations and who are subject to appropriate confidentiality expectations.

Professional consultation

We may consult with supervisors, consultants, or other professionals to support quality care and practice operations. When reasonably possible, identifying details will be limited or omitted.

Legal and safety disclosures

We may disclose information when we believe it is necessary or appropriate to comply with law, regulation, court order, subpoena, licensing requirements, or other legal process, or to protect the rights, safety, and property of Actualize, our staff, our clients, or others.

Business transfers

If Actualize is involved in a merger, restructuring, acquisition, financing, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.

De-identified or aggregated information

We may use or disclose information that has been de-identified or aggregated so that it cannot reasonably be used to identify an individual.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.

Cookies and tracking

We may use cookies, pixels, tags, scripts, and similar technologies to help the website function, measure traffic, improve performance, understand user engagement, and maintain website security.

Some third-party tools we use may also place cookies or collect technical information according to their own privacy practices. You can usually control cookies through your browser settings, though doing so may affect website functionality.

Embedded content, videos, maps, scheduling tools, or external services may collect data as though you were visiting the third-party provider directly.

Communications and telehealth

Email, phone, text, and voicemail

If you contact us, you authorize us to respond using the contact information you provide, including by phone, voicemail, email, and, where applicable, text message.

While we take reasonable steps to safeguard communications, standard email, text messaging, and mobile communications may not always be fully secure. Messages may be accessed, intercepted, misdirected, or stored by third-party providers.

No emergency communications

The website, contact forms, email, and general messaging channels are not intended for urgent, crisis, or emergency communications and are not monitored continuously.

If you are experiencing a medical or mental health emergency, call 911, go to the nearest emergency room, or contact appropriate crisis resources in your area.

Telehealth and state-based services

Certain services may be offered only where our clinicians are licensed or otherwise authorized to practice. If you seek telehealth services, you may be asked to confirm your physical location and contact details at the time of service.

Sensitive information

Please do not submit highly sensitive medical, mental health, or personal information through general website forms or ordinary email unless specifically requested through an appropriate channel.

How we protect your data

Security safeguards

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, alteration, or disclosure. However, no internet transmission, email system, cloud platform, or electronic storage method can be guaranteed to be completely secure.

Retention

We retain information for as long as reasonably necessary for the purposes described in this Policy, including to respond to inquiries, maintain business and legal records, comply with legal obligations, enforce agreements, resolve disputes, and support practice operations.

If you become a client or patient, retention of clinical, billing, and related records may be governed by applicable healthcare laws, licensing requirements, professional standards, payer rules, and internal record-retention policies.

Your rights and choices

Depending on applicable law and your relationship with us, you may have the right to:

• opt out of non-essential marketing emails using the unsubscribe link
• request access to certain personal information we maintain about you
• request correction of inaccurate information
• request deletion of certain information where legally permitted
• request an alternative communication method in certain situations

If you are a client or patient, rights related to protected health information are addressed more fully in our separate Notice of Privacy Practices.

Children’s privacy and third-party links

This website is not intended for children to use independently. We do not knowingly collect personal information online from children in violation of applicable law. Parents or legal guardians may contact us on behalf of a minor.

Our website may contain links to third-party websites, portals, social media pages, scheduling tools, or embedded content. We are not responsible for the content, privacy practices, or security of those third parties, and we encourage you to review their policies before providing information.

Changes to this policy

We may update this Privacy Policy from time to time. Any updated version will be posted on this page with a revised effective date. Your continued use of the website after changes are posted indicates your acceptance of the updated Policy to the extent permitted by law.