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Privacy Policy

Your privacy and confidentiality are foundational to our therapeutic relationship. Learn how we protect your personal information.

  • Last Updated: April 23, 2026
  • Contents

Overview

Kaltum Counseling & Recovery, PLLC (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our counseling services, visit our website, or communicate with us.

By engaging our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms outlined here, please contact us to discuss your concerns before proceeding with services.

Information We Collect

We collect information necessary to provide you with quality mental health care. This may include:

Personal Identification Information:

  • Full name, date of birth, and contact information
  • Emergency contact details
  • Insurance information (if applicable)
  • Payment and billing information

Protected Health Information (PHI):

  • Medical and mental health history
  • Treatment plans, clinical notes, and session records
  • Assessment results and diagnostic information
  • Substance use history (when applicable)
  • Referral information from other healthcare providers

Technical Information:

  • IP address and browser type when visiting our website
  • Device information used for telehealth sessions

How We Use Your Information

We use the information we collect for the following purposes:

  • Treatment: To provide, coordinate, and manage your mental health care and related services
  • Payment: To process payments, submit insurance claims, and manage your billing account
  • Healthcare Operations: For quality improvement, training, and administrative functions
  • Communication: To contact you regarding appointments, treatment updates, and practice announcements
  • Legal Compliance: To comply with federal and state laws, including mandatory reporting obligations
  • We will never sell, rent, or trade your personal information or health records to third parties for marketing purposes.

HIPAA Compliance

As a licensed mental health practice, Kaltum Counseling & Recovery, PLLC complies with the Health Insurance Portability and Accountability Act (HIPAA) and its Privacy and Security Rules. This means:

  • Your Protected Health Information (PHI) is maintained with strict confidentiality
  • We implement administrative, physical, and technical safeguards to protect your health data
  • We only disclose PHI with your written authorization or as required/permitted by law
  • You will receive a Notice of Privacy Practices at intake, outlining your rights in detail
  • Exceptions to Confidentiality: Virginia law requires disclosure of information without your consent in certain situations, including: suspected child or elder abuse, imminent danger to yourself or others, and court orders.

Telehealth Privacy

All telehealth sessions are conducted through HIPAA-compliant platforms that use end-to-end encryption to protect your sessions. We take additional steps to ensure your telehealth privacy:

  • Sessions are conducted via secure, encrypted video conferencing platforms
  • We do not record telehealth sessions
  • Your therapist conducts sessions from a private, secure location
  • We recommend that you also participate from a private space for your own confidentiality
  • While we take every precaution to protect your telehealth sessions, we cannot guarantee the security of information transmitted over the internet. We encourage you to use a secure, private internet connection during sessions.

Data Security

We employ a variety of security measures to protect your personal information:

  • Encrypted electronic health records (EHR) system
  • Password-protected systems with multi-factor authentication
  • Regular security assessments and updates
  • Secure, HIPAA-compliant client communication portal
  • Limited access to records on a need-to-know basis
  • Secure disposal of records in accordance with Virginia law

Your Rights

Under HIPAA and Virginia law, you have the following rights regarding your health information:

  • Right to Access: Request copies of your health records
  • Right to Amend: Request corrections to your health information
  • Right to Restrict: Request limitations on how your health information is used or disclosed
  • Right to Confidential Communication: Request that we communicate with you through specific channels
  • Right to an Accounting: Receive a list of certain disclosures we have made of your health information
  • Right to Revoke Authorization: Withdraw your consent for specific uses of your information
  • Right to Complain:File a complaint with us or the U.S. Department of Health and Human Services if you believe your privacy rights have been violated
  • We will never retaliate against you for exercising any of your privacy rights. To make a request, please contact us using the information provided at the bottom of this page.

Website & Cookies

Our website may use cookies and similar technologies to enhance your browsing experience. These may include:

  • Essential Cookies: Required for the website to function properly
  • Analytics Cookies: Help us understand how visitors interact with our website

Our website does not collect Protected Health Information. Any health information you share is collected through our secure, HIPAA-compliant client portal — not through our public website.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.

Policy Changes

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will update the “Last Updated” date at the top of this page.

We encourage you to review this policy periodically. Continued use of our services after changes constitutes your acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your information is handled, please contact us:

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at hhs.gov/ocr.

Have Questions About Your Privacy?

We’re happy to discuss our privacy practices and answer any questions you may have about how your information is protected.

Contact Us
(571) 520-5686
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