How We Protect Your Information at Access Den

Access Den Privacy Policy: Our Commitment to Confidentiality

Privacy Policy

At Access Den, the privacy and protection of your personal information is a priority. We are committed to collecting, using, and disclosing personal information responsibly and only as necessary to provide our services. Whether you are a therapy client, intern, associate therapist, or university partner, we are transparent about how we manage your information. This Privacy Policy outlines how we protect the personal and health-related data of our clients, interns, professionals, and partners in compliance with applicable privacy laws.

Who We Are

Access Den is a mental health organization that provides affordable and accessible therapy services while offering professional development through structured internship and clinical training programs. Our services include low-cost virtual therapy, client-centered care, and educational pathways for future mental health professionals. Our team is composed of student intern therapists, associate therapists, clinical supervisors, and administrative personnel, all of whom adhere to strict confidentiality and privacy practices.

What is Personal Information?

Personal information refers to any data about an identifiable individual. This includes information such as your name, address, phone number, email address, date of birth, gender, and any details you share with us regarding your mental or physical health. Information is not considered personal if it has been anonymized or de-identified in such a way that it cannot reasonably be linked back to an individual.

Consent

We will obtain your informed consent before collecting, using, or sharing your personal information, unless doing so is not required by law. There are limited circumstances where we may collect, use, or disclose your information without your consent. These include situations where there is a risk of harm to you or another person, when disclosure is legally mandated (such as in response to a court order or investigation), or when required to prevent fraud or respond to unlawful activity.


In such cases, we will take reasonable steps to inform you of the disclosure unless doing so would compromise the safety or integrity of the situation. You always have the right to refuse or withdraw your consent, although doing so may affect our ability to provide certain services.

Types of Information We Collect

Depending on your relationship with Access Den, we may collect personal details such as your name, address, phone number, email address, date of birth, emergency contact information, academic or professional background, billing and payment information, and relevant health or clinical details. We also collect information you provide when you contact us, register for services, participate in internships, or interact with our website or staff.

How We Use Personal Information

We use your personal information to provide and improve therapy services, to manage communication related to appointments, supervision, and support, and to facilitate training and clinical education. We also use it to comply with legal or regulatory requirements, process payments, respond to inquiries, prevent fraud, and evaluate the quality of care and supervision within our programs. With your consent, we may also use your contact information to send updates, resources, or service-related information.

Protecting Your Information

Access Den takes the protection of your personal information seriously. We have implemented a range of security measures including administrative procedures, technical safeguards, and physical controls to prevent unauthorized access, use, or disclosure of your data. Our systems and communication platforms are encrypted and access is limited only to staff who require the information to perform their duties. All team members receive training on confidentiality and privacy practices.

While we make every reasonable effort to protect your data, no system is entirely immune from risk. By using our services, you acknowledge and accept the inherent risks associated with electronic data transmission and storage.

Retention and Disposal

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy and to comply with applicable legal, regulatory, and professional obligations. Clinical records are generally maintained for a minimum of ten years from the date of last contact, which reflects widely accepted best practices in clinical and administrative documentation. In some circumstances, such as ongoing claims, legal matters, or supervision requirements, records may need to be retained for longer periods.

When personal information is no longer required, it is securely deleted, destroyed, or anonymized using industry-standard procedures to protect confidentiality. This includes the secure disposal of physical records and the permanent deletion or de-identification of electronic files to prevent unauthorized access or recovery.

Your Rights

Personal information refers to any data about an identifiable individual. This includes information such as your name, address, phone number, email address, date of birth, gender, and any details you share with us regarding your mental or physical health. Information is not considered personal if it has been anonymized or de-identified in such a way that it cannot reasonably be linked back to an individual.

Cookies and Website Tracking

Our website uses cookies and similar tracking technologies to improve your browsing experience, analyze site traffic, and enhance site functionality. Cookies are small data files stored on your device that collect information about your interaction with our website. You have the option to manage or disable cookies through your browser settings; however, please be aware that doing so may limit the availability or proper functioning of certain features on our site.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technologies, or legal requirements. Any changes will be posted on this page with the updated effective date. Your continued use of our services after any modifications to the policy indicates your acceptance of the updated terms.

Have Questions About Privacy?

Contact Access Den For More Information

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact our Privacy Officer. We are committed to addressing your concerns promptly and respectfully.