Privacy Policy

Effective Date: March 15, 2025

Owner: Sierra Stein, LMHC-D

Practice Name: Deep Roots Psychotherapy Mental Health Counseling PLLC

Licensed in: New York (012945), Florida (MH26696), Vermont (068.0136372TELE)

Website: https://www.deeproots-psychotherapy.com/

Contact Email: sstein@deeproots-psychotherapy.com

1. Introduction

This Privacy Policy explains how I, Sierra Stein, owner of Deep Roots Psychotherapy Mental Health Counseling, PLLC, (“Us” or “We”) collect, use, and protect personal information through this website (https://www.deeproots-psychotherapy.com/) in accordance with federal laws, including the Health Insurance Portability and Accountability Act (HIPAA), and applicable laws in New York, Vermont, and Florida.

By using this site, you agree to the terms of this Privacy Policy.

2. Information I Collect

a. Personal Information (which may be Protected Health Information under HIPAA):

  • Name

  • Email address

  • Phone number

  • Any information you voluntarily submit via contact forms or intake forms

Deep Roots Psychotherapy Mental Health Counseling, PLLC, is regulated as a Business Associate under the Health Insurance Portability and Accountability Act (“HIPAA”). Certain demographic, health and/or health-related information that We collect about clients as part of providing the Services may be considered “protected health information” or “PHI” under HIPAA.  Specifically, when We are acting as a Business Associate (as such term is defined in HIPAA) and receives identifiable information from or about a client, this information is considered PHI. This Privacy Policy does not apply to PHI, which is instead regulated by the Providers’ Notice of Privacy Practices and our agreements with the Providers.  Please note that, as part of services, you and Deep Roots Psychotherapy Mental Health Counseling, PLLC may need to transmit PHI to you or Providers. You acknowledge and agree that Deep Roots Psychotherapy Mental Health Counseling, PLLC may send Personal Information constituting PHI to you via email or text, which are not secure methods of communication.  Please notify Deep Roots Psychotherapy Mental Health Counseling, PLLC if you do not wish to transmit or receive PHI through these methods, and Deep Roots Psychotherapy Mental Health Counseling, PLLC will arrange for an alternative secure method of communication.   

b. Non-Personal Information:

  • Browser type

  • IP address

  • Date and time of visits

  • Pages visited

This information may be collected through cookies or analytics tools to improve the website's functionality and performance.

3. How Your Information is Used

Your information may be used to:

  • Respond to your inquiries or requests

  • Provide therapy or consultation services

  • Send appointment or administrative updates

  • Comply with legal, ethical, or licensing obligations

  • for other treatment, payment or health care purposes

  • a third party as We believe to be necessary or appropriate: (a) under applicable law; (b) to comply with legal process; (c) to respond to requests from public or government authorities; (d) to enforce the Terms of Use; (e) to protect our operations or those of any of our affiliates; (f) to protect our rights, privacy, safety or property, or that of our affiliates, you or others; (g) at our discretion under emergency circumstances, to notify emergency services or a client’s family members, personal representative or other individuals involved in a client’s care of such client’s location and condition; or (h) to allow Us to pursue available remedies or limit the damages that we may sustain.

Deep Roots Psychotherapy Mental Health Counseling PLLC, does not sell, rent, or share your personal information without your written consent, unless required by law.

4. Data Security

Deep Roots Psychotherapy Mental Health Counseling, PLLC follows HIPAA-compliant practices to protect your personal and health information.

  • Electronic records are securely stored and encrypted when possible

  • Access to sensitive information is restricted to authorized individuals only

  • Contact forms and client communication tools are selected for their security features

Please be aware that no method of internet transmission is completely secure. Use discretion when sharing sensitive information online.

5. Cookies and Analytics

This website may use cookies or similar technologies to collect anonymous usage data and track visitor behavior (e.g., pages visited, time on site). This helps improve the user experience.

You can disable cookies in your browser settings at any time.

Deep Roots Psychotherapy Mental Health Counseling, PLLC may use services like Google Analytics, which collect general site usage data, but do not collect personal health information.

6. Third-Party Tools and Links

If you access third-party services through this website (e.g., teletherapy platform, appointment scheduling, or email communication), please note that these services have their own privacy policies. Deep Roots Psychotherapy Mental Health Counseling, PLLC is not responsible for the content or practices of external websites.

Examples may include:

  • Telehealth platforms (e.g., Zoom, SimplePractice)

  • Scheduling systems

  • Secure client communication portals

7. Teletherapy & Confidentiality

Deep Roots Psychotherapy Mental Health Counseling, PLLC provides teletherapy services through a secure, HIPAA-compliant platform. You will be asked to complete an Informed Consent for Teletherapy before services begin.

As a licensed therapist, I adhere to federal and state confidentiality laws. However, confidentiality may be legally broken in the following situations:

  • Suspected abuse or neglect of a child, elder, or vulnerable adult

  • Serious threats of harm to self or others

  • Court orders or legal subpoenas requiring disclosure

8. Storage of Your Data

We will only store Personal Information for as long as it is needed to fulfill the purposes for which it was collected, subject to applicable data retention periods imposed upon Us by applicable law. This may mean that your Personal Information is stored by Us for a number of years, depending on the purpose and need for that data to be processed.

9. Your Privacy Rights

You have the following rights regarding your PHI:

The right to get an electronic or paper copy of your medical record. You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this. We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
The right to ask us to correct your medical record. You have the right to request an amendment to your PHI if you believe it is inaccurate or incomplete. We may say "no" to your request, but we'll tell you why in writing within 60 days.
The right to request restrictions on your information we use or share. You can ask us not to use or share certain health information for treatment, payment, or to run our business. We are not required to agree to your request, and we may say "no" if it would affect your care.
The right to receive a list of those with whom we have shared your information. You can ask for a list (accounting) of the times we've shared your health information for six years prior to the date you ask, who we shared it with, and why. We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We'll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
The right to request confidential communications. You have the right to request confidential communication of your PHI. You can ask us to contact you in a specific way (i.e., by home or office phone) or to send mail to a different address. We will say "yes" to all reasonable requests.
The right to receive a paper copy of this Notice. You have the right to obtain a paper copy of this Notice upon request.
The right to choose someone to act for you. If you have given someone medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has this authority and can act for you before we take any action.
The right to file a complaint if you feel your rights are violated. If you believe your privacy rights have been violated, you may complain to us by contacting us using the contact information in Section VI of this Notice. You may also file a complaint with the Secretary of the Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 1-877-696-6775, or visiting www.hhs.gov/ocr/privacy/hipaa/complaints/. We will not retaliate against you for filing a complaint.

To exercise any of these rights, contact Sierra Stein using the information provided below.

10. Children’s Privacy

This website is not intended for children under the age of 13. Deep Roots Psychotherapy Mental Health Counseling, PLLC does not knowingly collect information from children without verified parental or guardian consent.

11. Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in legal requirements or business practices. The effective date at the top of the page will be updated accordingly. Continued use of the site indicates acceptance of any changes.

12. Contact Information

For questions about this Privacy Policy or how your information is handled, contact:

Sierra Stein LMHC-D
Email: sstein@deeproots-psychotherapy.com
Website: https://www.deeproots-psychotherapy.com/