Privacy Notice

Thank you for choosing to be part of our community at Mobile Counseling of New York, LCSW PLLC ("Company", "we", "us", "our"). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us at info@mcnys.com.

When you visit our website https://www.mcnys.com (the "Website") and more generally, use any of our services (the "Services", which include the Website), we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy notice that you do not agree with, please discontinue use of our Services immediately.

This privacy notice applies to all information collected through our Services (which, as described above, includes our Website), as well as any related services, sales, marketing, or events.

Please read this privacy notice carefully as it will help you understand what we do with the information that we collect.

Table of Contents

1. What Information Do We Collect?
2. Third-Party Services We Use
3. How Do We Use Your Information?
4. Will Your Information Be Shared with Anyone?
5. How Long Do We Keep Your Information?
6. How Do We Keep Your Information Safe?
7. Do We Collect Information from Minors?
8. What Are Your Privacy Rights?
9. Controls for Do-Not-Track Features
10. Do New York Residents Have Specific Privacy Rights?
11. HIPAA and Protected Health Information
12. Do We Make Updates to This Notice?
13. How Can You Contact Us About This Notice?
14. How Can You Review, Update or Delete the Data We Collect from You?

1. What Information Do We Collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you request a session, submit a form, contact us via live chat, apply for a scholarship, submit a job application, or otherwise interact with our Services.

The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the features you use. The personal information we collect may include the following:

• Contact Information: Names, phone numbers, email addresses, and mailing addresses.
• Session Request Information: Preferred location, service interest, insurance provider, and messages submitted through our session request forms (powered by JotForm).
• School Referral Information: Student and parent information submitted through school-based counseling referral forms (in English and Spanish).
• Scholarship Applications: Military service history, academic information, and personal statements submitted through our veteran scholarship application.
• Job Applications: Resumes, cover letters, and professional qualifications submitted via email.
• Live Chat Conversations: Messages exchanged through our live chat feature (powered by Tidio).

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your IP address, browser, and device characteristics — is collected automatically when you visit our Website.

We automatically collect certain information when you visit, use, or navigate the Website. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Website, and other technical information. This information is primarily needed to maintain the security and operation of our Website, and for our internal analytics and reporting purposes.

2. Third-Party Services We Use

Our Website integrates with the following third-party services, each of which has its own privacy policy governing data collection:

• JotForm — Powers our session request forms, school referral forms, release of information forms, and ECMC referral forms. Information submitted through these forms is processed by JotForm and transmitted to us. JotForm Privacy Policy
• Tidio — Powers our live chat feature, allowing visitors to message us in real-time. Chat conversations may be stored by Tidio. Tidio Privacy Policy
• YouTube — We embed YouTube videos on our Website. YouTube may collect data about your viewing activity. Google Privacy Policy
• Vercel — Hosts our Website. Vercel may collect standard web server logs including IP addresses. Vercel Privacy Policy

3. How Do We Use Your Information?

In Short: We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, and/or your consent.

We use the information we collect or receive:

• To schedule and provide clinical services. We use your contact and session request information to match you with a clinician, schedule appointments, and deliver mental health services.
• To process school-based referrals. We use information from school referral forms to coordinate counseling services for students within partner school districts.
• To evaluate scholarship applications. We use information from veteran scholarship applications to review eligibility and award scholarships.
• To respond to inquiries. We use information from live chat, email, and phone contacts to respond to your questions and requests.
• To process job applications. We use resumes and application materials to evaluate candidates for open positions.
• To send administrative information. We may use your information to send you service-related information, appointment reminders, and updates about our policies.
• To protect our Services. We may use your information as part of our efforts to keep our Services safe and secure.
• To comply with legal obligations. We may process your information to comply with applicable law, governmental requests, court orders, or legal processes.

4. Will Your Information Be Shared with Anyone?

In Short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfill business obligations.

We may process or share your data based on the following legal basis:

• Consent: We may process your data if you have given us specific consent to use your personal information for a specific purpose.
• Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.
• Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfill the terms of our contract.
• Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.
• Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, or situations involving potential threats to the safety of any person.
• Third-Party Service Providers: We share data with the third-party services listed in Section 2 above (JotForm, Tidio, YouTube, Vercel) as necessary to operate our Website and deliver our Services.
• Business Transfers. We may share or transfer your information in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. How Long Do We Keep Your Information?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, HIPAA, or other legal requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

6. How Do We Keep Your Information Safe?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. Our Website is served over HTTPS with SSL encryption. Form submissions are processed through secure third-party providers (JotForm). However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security. You should only access the Services within a secure environment.

7. Do We Collect Information from Minors?

In Short: We do not knowingly collect data from or market to children under 13 years of age through our Website.

We do not knowingly solicit data from or market to children under 13 years of age through our Website. Our school-based counseling services involve working with minors; however, those services are provided with appropriate parental/guardian consent and are governed by separate clinical consent processes and HIPAA protections. If you become aware of any data we may have inadvertently collected from children under age 13 through our Website, please contact us at info@mcnys.com.

8. What Are Your Privacy Rights?

In Short: You may review, change, or request deletion of your personal information at any time.

You have the right to request access to the personal information we collect from you, to request correction of inaccurate information, or to request deletion of your personal information in certain circumstances. To exercise these rights, please contact us at info@mcnys.com. We will respond to your request within 30 days.

9. Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

10. Do New York Residents Have Specific Privacy Rights?

New York State has enacted consumer privacy protections. As a New York-based organization, we are committed to complying with all applicable state privacy laws. If you are a New York resident and have questions about how your personal information is handled, please contact us at info@mcnys.com.

11. HIPAA and Protected Health Information

In Short: Clinical information is protected under HIPAA and governed by separate policies.

Mobile Counseling of New York complies with the Health Insurance Portability and Accountability Act (HIPAA). All protected health information (PHI) collected during the course of clinical services is handled in accordance with federal and state regulations and is governed by our separate Notice of Privacy Practices provided to clients at the start of treatment. This website privacy notice covers information collected through our Website and online forms — not clinical records or PHI maintained in our electronic health record system.

12. Do We Make Updates to This Notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Last updated" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

13. How Can You Contact Us About This Notice?

If you have questions or comments about this notice, you may email us at info@mcnys.com or by post to:

Mobile Counseling of New York, LCSW PLLC
14 Lafayette Square, Suite 2300
Buffalo, NY 14203
United States

14. How Can You Review, Update or Delete the Data We Collect from You?

Based on the applicable laws of your state and country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please contact us at info@mcnys.com. We will respond to your request within 30 days.