1. Who we are

Sincere Counseling & Treatment Centers (“Sincere”, “we”, “us”) is a licensed behavioral health agency operating at 1420 Wellspring Avenue, Suite 200, Columbus, OH 43215. We are a covered entity under HIPAA. Our Privacy Officer can be reached at privacy@sincerecounseling.com or (555) 748-2637.

2. Information we collect

Information you give us

• Website enquiries: name, email address, phone number, contact preferences and the content of your message when you use our contact, referral or careers forms.
• Uploaded documents: files you attach to a form, such as résumés, assessments, court orders or medical records.
• Newsletter: your email address, if you subscribe.
• Clinical information: once you become a client, the protected health information necessary to provide, coordinate and bill for your care.

Information collected automatically

• Analytics: pages viewed, approximate region, device and browser type, and referring source, collected via Google Analytics 4 with IP anonymisation enabled.
• Cookies: essential cookies required for the site to function, and analytics cookies set only after you consent through our cookie banner.

3. How we use your information

• To respond to your enquiry, referral or job application.
• To provide, coordinate and manage your treatment, including sharing information with other providers involved in your care.
• To obtain payment from Medicaid, Medicare, insurers or contracting agencies.
• For healthcare operations: quality improvement, staff training, licensure and accreditation reviews.
• To send newsletters you have subscribed to, which you may leave at any time.
• To improve the accessibility and performance of this website.

4. When we disclose information without your authorisation

State and federal law permit or require disclosure in limited circumstances, including: suspected abuse or neglect of a child, elder or vulnerable adult; a serious and imminent threat to the health or safety of any person; a valid court order or subpoena; public health reporting obligations; and oversight activities by licensing or accrediting bodies. Where a disclosure is made, we release the minimum information necessary and record it in your accounting of disclosures.

5. Your rights

• Access: request a copy of your records; we respond within thirty days and the first copy is free.
• Amendment: request correction of information you believe is inaccurate or incomplete.
• Accounting of disclosures: request a list of disclosures we have made of your protected health information.
• Restriction: request limits on how we use or share your information; we will accommodate reasonable requests where we are able.
• Confidential communications: ask us to contact you at a specific number or address.
• Revoke authorisation: withdraw a release of information in writing at any time, effective going forward.
• Complain: file a complaint with our Privacy Officer or with the U.S. Department of Health and Human Services Office for Civil Rights. We will never retaliate against you for filing a complaint.

6. Data security and retention

Website forms are transmitted over TLS 1.2 or higher. Uploaded documents are stored on encrypted servers with role-based access limited to staff who need them. Clinical records are retained for the period required by state law and agency policy — generally seven years after the last date of service, and for minors, seven years past the age of majority. Job applications are retained for six months unless you ask us to delete them sooner.

7. Children’s privacy

This website is not directed at children under 13 and we do not knowingly collect information from them online. Information about minors receiving our services is collected through their parent, guardian or referring agency and handled under the protections described above.

8. Third-party services

We use a small number of third parties to operate this site: Google Analytics 4 (analytics), Google Maps (location display), and our website hosting and form-delivery providers. Each is engaged under terms limiting their use of your data, and business associate agreements are in place where protected health information may be involved. We do not sell your personal information, and we do not use it for advertising retargeting.

9. Changes to this notice

We may revise this notice and will post the updated version here with a new effective date. Material changes affecting your rights will be communicated directly to active clients. Printed copies are available at our office on request.

10. Contact us

Privacy Officer
Sincere Counseling & Treatment Centers
7374 Reading Road, Suite 117, Cincinnati, OH 45237
privacy@sincerecounseling.com · (513) 990-1002