Privacy Policy
Last Updated: 8/14/25
Your privacy and confidentiality are paramount to us. This Privacy Policy explains how Trauma Education & Support Services (TESS) collects, uses, protects, and shares your personal information when you use our services or website.
1. Information We Collect
Personal Information
We may collect the following types of personal information:
Contact Information: Name, email address, phone number, mailing address
Health Information: Medical history, mental health information, treatment records (protected under HIPAA)
Demographic Information: Age, gender, family composition
Insurance Information: Insurance provider details, policy numbers
Payment Information: Billing address, payment method details
Website Usage Information
When you visit our website, we may automatically collect:
IP address and browser information
Pages visited and time spent on our site
Referring website information
Device and operating system information
2. How We Use Your Information
We use your personal information for the following purposes:
Treatment: Providing therapy, counseling, and other clinical services
Payment: Processing payments and insurance claims
Healthcare Operations: Quality assurance, staff training, and administrative functions
Communication: Scheduling appointments, sending reminders, and providing updates
Legal Compliance: Meeting regulatory requirements and responding to legal requests
Service Improvement: Enhancing our programs and website functionality
3. HIPAA Privacy Protection
Protected Health Information (PHI): As a healthcare provider, Trauma Education and Support Services is required to protect your health information under the Health Insurance Portability and Accountability Act (HIPAA). We maintain strict confidentiality of all clinical and treatment information.
Your HIPAA Rights Include:
Right to access your health records
Right to request amendments to your records
Right to request restrictions on how your information is used
Right to request confidential communications
Right to file a complaint about privacy practices
4. Information Sharing and Disclosure
We may share your information only in the following circumstances:
With Your Consent
We will share your information with third parties only when you provide explicit written consent.
Treatment Coordination
We may share information with other healthcare providers involved in your care, including:
Your primary care physician
Referring providers
Other mental health professionals on your treatment team
Legal Requirements
We may disclose information when required by law, including:
Court orders or subpoenas
Reporting requirements for child or elder abuse
Imminent danger to self or others
Public health reporting requirements
Business Associates
We may share limited information with business associates who help us operate our practice, such as:
Billing and payment processing companies
IT support providers
Legal and accounting services
5. Data Security and Protection
We implement comprehensive security measures to protect your personal information:
Physical Safeguards: Secure facilities, locked filing cabinets, controlled access
Technical Safeguards: Encrypted data transmission, secure servers, access controls
Administrative Safeguards: Staff training, privacy policies, regular security assessments
Electronic Records: Password protection, encryption, automatic logoffs
6. Website Privacy and Cookies
Our website may use cookies and similar technologies to:
Improve website functionality and user experience
Remember your preferences
Analyze website traffic and usage patterns
Provide relevant content and resources
You can control cookie settings through your browser preferences. For more information, see our Cookies Policy.
7. Third-Party Services
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
8. Data Retention
We retain your personal information for as long as necessary to:
Provide ongoing clinical services
Meet legal and regulatory requirements
Resolve disputes or enforce agreements
Clinical records are typically retained for a minimum of 7 years after the last service date, or longer as required by law.
9. Minors' Privacy
When providing services to minors (under 18), we follow applicable state laws regarding:
Parental consent requirements
Minor's rights to confidential services
Disclosure of information to parents or guardians
Mandatory reporting obligations
10. Your Rights and Choices
You have the following rights regarding your personal information:
Access: Request copies of your personal information
Correction: Request corrections to inaccurate information
Deletion: Request deletion of personal information (subject to legal requirements)
Portability: Request transfer of your information to another provider
Opt-out: Unsubscribe from marketing communications
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:
Post the updated policy on our website
Notify you of significant changes via email or during your visit
Indicate the effective date of the updated policy
12. Contact Information
Privacy Officer
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:
Trauma Education & Support Services (TESS)
1601 Response Road, Ste. 230
Sacramento, CA 95815
Phone: (916) 274-4947
Email: privacy@tessprograms.org
13. Complaints
If you believe your privacy rights have been violated, you may file a complaint with:
TESS Privacy Officer (contact information above)
U.S. Department of Health and Human Services
Office for Civil Rights
Phone: 1-800-368-1019
Website: www.hhs.gov/ocr
You will not be retaliated against for filing a complaint.
Effective Date: This Privacy Policy is effective as of 8/14/25 and applies to all personal information collected by Trauma Education and Support Services.