Effective Date: [Insert Date]
Company: H.O.P.E. Counseling & Associates, LLC

H.O.P.E. Counseling & Associates, LLC (“H.O.P.E.,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of the individuals and families we serve, as well as visitors to our website. This Privacy Policy explains how we collect, use, protect, and disclose information.

We may collect the following types of information:

• Personal Information: Name, contact information, demographic details, and identification documents provided by clients, employees, or contractors.
   
• Health Information: Protected Health Information (PHI) as defined by HIPAA, including medical, therapeutic, and counseling records.
   
• Employment Information: Application materials, background checks, licensing, and credentialing information.
   
• Website Information: Basic analytics, such as IP addresses, browser type, and pages visited.
   

• To provide counseling, case management, and related services.
   
• To comply with Indiana Department of Child Services (DCS) requirements.
   
• To manage employment, contracting, and internship programs.
   
• To process applications, training, and supervision records.
   
• To improve our website, programs, and service delivery.
   

H.O.P.E. complies with the Health Insurance Portability and Accountability Act (HIPAA). This means:

• PHI is only used or disclosed with client consent or as legally required.
   
• Staff and contractors are trained on HIPAA and confidentiality policies.
   
• Safeguards (administrative, technical, and physical) are in place to protect all PHI.
   
• Clients may request copies of their records or ask for corrections, consistent with HIPAA rights.
   

We do not sell or rent personal information. We may share information only in the following cases:

• With authorized agencies such as Indiana DCS, courts, or law enforcement, as required by law.
   
• With insurance providers for billing or reimbursement purposes.
   
• With trusted vendors who provide IT, HR, or administrative services, under confidentiality agreements.
   
• When legally required to protect the safety of clients, staff, or the public.
   

We use safeguards to protect personal and health information, including:

• Encrypted electronic records and secure case management systems.
   
• Background checks and confidentiality agreements for staff and contractors.
   
• Secure storage of physical records with limited access.
   

When you visit our website:

• We may use cookies and analytics to improve user experience.
   
• Any information submitted through forms (e.g., contact, careers, applications) will only be used for the stated purpose.
   
• Our site may contain links to external sites; H.O.P.E. is not responsible for their privacy practices.
   

Clients, employees, and visitors have the right to:

• Access, correct, or request restrictions on their personal or health information.
   
• File a complaint if they believe their privacy rights have been violated.
   
• Decline optional communications such as newsletters or surveys.
   
• 8. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, compliance requirements, or applicable laws. The effective date will always be posted at the top of this policy.

For questions about this Privacy Policy or to exercise your rights, please contact:

H.O.P.E. Counseling & Associates, LLC
Johnny Everett 

Director of Human Resources