Legal
Website Privacy Policy and
Notice of Privacy Practices
BEing LLC | Effective July 16, 2026
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED, HOW YOU CAN ACCESS IT, AND HOW INFORMATION COLLECTED THROUGH THIS WEBSITE IS HANDLED. PLEASE REVIEW IT CAREFULLY.
This document serves two related purposes: (1) it explains BEing LLC’s website privacy practices, and (2) it provides the Notice of Privacy Practices required of a HIPAA-covered health care provider. Information you submit through the website is not necessarily protected health information (“PHI”). Information becomes PHI when it is created, received, maintained, or transmitted by BEing LLC in connection with providing or paying for health care and is protected by HIPAA.
1. About BEing LLC
BEing LLC is an Oregon-based psychotherapy practice. In this policy, “BEing LLC,” “we,” “us,” and “our” refer to the practice. “You” refers to a website visitor, prospective client, or current client.
Privacy Contact:
BEing LLC
318 S. Grape St
Medford, OR 97501
(541) 638-8442
2. Website Information We Collect
Depending on how you use the website, we may collect:
Information you voluntarily provide, such as your name, email address, telephone number, preferred contact method, and the content of a contact or appointment-request form.
Technical information automatically provided by your device or browser, such as IP address, browser type, device type, operating system, referring pages, pages viewed, and approximate location.
- Cookie and analytics information used to operate the website, understand traffic, prevent misuse, and improve functionality.
Communication records, including appointment, scheduling, customer-care, and SMS preference information.
Depending on how you use the website, we may collect:
Information you voluntarily provide, such as your name, email address, telephone number, preferred contact method, and the content of a contact or appointment-request form.
Technical information automatically provided by your device or browser, such as IP address, browser type, device type, operating system, referring pages, pages viewed, and approximate location.
Cookie and analytics information used to operate the website, understand traffic, prevent misuse, and improve functionality.
Communication records, including appointment, scheduling, customer-care, and SMS preference information.
Please do not include diagnoses, treatment details, trauma history, medication information, or other sensitive clinical information in a general website contact form. A website form or ordinary email may not be an appropriate channel for urgent or confidential clinical communication. Current clients should use the secure client portal or another communication method approved by the practice.
3. How Website Information Is Used and Shared
We may use website information to respond to inquiries, evaluate whether our psychotherapy services may be appropriate, schedule appointments, provide requested information, maintain and secure the website, comply with law, and improve our services.
We may use service providers for website hosting, scheduling, communications, analytics, payment processing, security, or related operational functions. We disclose only the information reasonably necessary for those providers to perform their services. When a vendor creates, receives, maintains, or transmits PHI on our behalf, we require a HIPAA-compliant business associate agreement when required by law.
We do not sell PHI. We do not disclose SMS consent or telephone numbers to third parties or affiliates for their marketing purposes. We do not use or disclose PHI for marketing or sell PHI without your written authorization when HIPAA requires authorization.
4. Cookies, Analytics, and Third-Party Links
The website may use essential cookies and limited analytics technologies. You may restrict cookies through your browser, although some website features may not function correctly. BEing LLC does not authorize tracking technologies to collect PHI from authenticated client-portal pages or appointment pages in a manner inconsistent with HIPAA. The website may link to third-party websites. Their privacy practices are governed by their own policies, and BEing LLC is not responsible for those sites.
5. SMS and Electronic Communications
If you provide a mobile number and consent to text messages, BEing LLC may send appointment, scheduling, customer-care, and service-related messages. Message frequency may vary. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Opting out of text messages does not affect your ability to receive psychotherapy services, but another communication method may be required.
Email and SMS are not guaranteed to be secure. We use reasonable safeguards, but you accept the ordinary privacy risks of electronic communications when you choose those methods. This policy does not authorize BEing LLC to send detailed psychotherapy information by unsecured email or text without appropriate permission and professional judgment.
6. Website Data Security and Retention
We use reasonable administrative, physical, and technical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction. No website, email system, or internet transmission can be guaranteed completely secure. We retain website information only as long as reasonably necessary for the purposes described in this policy, to meet professional and legal recordkeeping obligations, to resolve disputes, or to enforce agreements. PHI is retained and destroyed in accordance with applicable federal and Oregon law and professional requirements.
7. Your Website Privacy Choices
You may ask us to update or delete nonclinical contact information, change communication preferences, or opt out of nonessential communications by contacting us. These requests do not apply where retention is required for clinical, legal, billing, security, or professional purposes. Rights under state consumer-privacy laws apply only when the law covers BEing LLC and the information at issue; HIPAA-regulated PHI is handled under the rights described below.
8. Our Duties Regarding PHI
BEing LLC is required by law to maintain the privacy and security of PHI; provide this Notice describing our legal duties and privacy practices; follow the Notice currently in effect; notify affected individuals following a breach of unsecured PHI as required by law; and refrain from retaliating against anyone who exercises a privacy right or files a complaint. If Oregon law provides greater privacy protection than HIPAA, we follow the more protective applicable requirement.
9. Uses and Disclosures of PHI Without Written Authorization
HIPAA permits certain uses and disclosures without your written authorization. Oregon law may require consent or impose additional limits, particularly for behavioral-health information. We will use or disclose only the minimum necessary PHI when the minimum-necessary rule applies.
Treatment
We may use and disclose PHI to provide, coordinate, or manage psychotherapy and related care, including appropriate coordination with another treating provider.
Payment
We may use and disclose PHI to bill and collect payment, verify coverage, obtain authorization, submit claims, and respond to a health plan or other payer.
Health Care Operations
We may use and disclose PHI for activities necessary to operate the practice, such as quality assessment, compliance, licensing, credentialing, auditing, legal services, business management, and secure records administration.
Business Associates
We may share PHI with vendors that perform services for the practice, such as records, billing, technology, or legal support. Business associates must protect PHI under written agreements and applicable law.
Clinical Supervision and Professional Consultation
We may use or disclose information for lawful supervision, peer review, or professional consultation related to treatment or health care operations. We limit identifying information when practicable. Any supervisor, consultant, or other recipient must have an appropriate professional, ethical, or contractual duty to protect confidentiality. We do not promise that all consultations will be fully de-identified when identifiable information is clinically or legally necessary and disclosure is permitted by law.
Other Permitted or Required Disclosures
When required by federal or Oregon law, including reports of suspected child abuse, elder abuse, or abuse of certain vulnerable adults.
To avert a serious and imminent threat to health or safety, when disclosure is permitted or required by law and professional standards.
For public-health activities and health-oversight activities authorized by law.
For workers’ compensation or similar programs, as authorized by law.
To coroners, medical examiners, or funeral directors, as authorized by law.
For specialized government functions, including certain military, national-security, protective-service, and correctional-institution purposes, when applicable and authorized by law.
In response to a court order, subpoena, administrative demand, law-enforcement request, or other legal process only after the requirements of
HIPAA, Oregon confidentiality law, psychotherapist-client privilege, and other applicable law have been satisfied.
To the U.S. Department of Health and Human Services when it investigates or determines our compliance with HIPAA.
A subpoena does not automatically authorize the release of psychotherapy records. BEing LLC will evaluate the validity and scope of legal process and any required notice, authorization, protective order, court order, or opportunity to object before disclosing PHI.
LIMITATION OF LIABILITY REGARDING USE OF THE SITE
10. Uses and Disclosures Requiring Authorization
Except as permitted or required by law, we will obtain your written authorization before using or disclosing PHI for a purpose not described in this Notice. Most uses or disclosures of psychotherapy notes, most uses or disclosures for marketing, and any sale of PHI require authorization. You may revoke an authorization in writing at any time, except to the extent we have already acted in reliance on it.
Psychotherapy notes are the therapist’s separate notes documenting or analyzing the contents of a counseling conversation, as defined by HIPAA. They do not include the clinical record, diagnosis, treatment plan, symptoms, prognosis, progress summaries, session times, billing records, or other information excluded from HIPAA’s definition.
11. Substance Use Disorder and Other Specially Protected Information
Some records may receive additional protection under federal or Oregon law, including certain substance use disorder treatment records, HIV-related information, genetic information, and behavioral-health records. BEing LLC will obtain consent when required and will not use or disclose specially protected information merely because a general HIPAA permission might otherwise apply. The federal 42 C.F.R. Part 2 rules apply only if BEing LLC is a Part 2 program or receives Part 2-protected records under circumstances in which those rules continue to apply.
12. Your Rights Regarding PHI
Inspect and obtain a copy. You may ask to inspect or receive an electronic or paper copy of PHI in a designated record set. We generally respond within 30 days. We may charge a reasonable, cost-based fee and may deny access only as permitted by law.
Request an amendment. You may ask us to correct PHI you believe is inaccurate or incomplete. We may deny the request, but we will explain the denial in writing, generally within 60 days.
Request restrictions. You may ask us to limit certain uses or disclosures for treatment, payment, or operations. We generally are not required to agree. If you pay in full out of pocket and ask us not to disclose information about that item or service to a health plan for payment or operations, we must agree unless disclosure is required by law.
Request confidential communications. You may ask us to contact you in a reasonable alternative way or at a different location. We will accommodate reasonable requests.
Receive an accounting of disclosures. You may request a list of certain disclosures made during the six years before your request. The accounting excludes disclosures HIPAA does not require us to list, including many disclosures for treatment, payment, and operations. One accounting in a 12-month period is free; a reasonable cost-based fee may apply to additional accountings after advance notice.
Receive a paper copy. You may obtain a paper copy of this Notice at any time, even if you agreed to receive it electronically.
Choose a personal representative. A person with lawful authority, such as a health care representative, guardian, or person acting under an applicable power of attorney, may exercise rights on your behalf. We will verify that authority before acting.
Be notified of a breach. You have the right to receive notice following a breach of unsecured PHI when notification is required by law.
To exercise a right, contact BEing LLC using the information in Section 1. We may require a written request and reasonable identity verification.
MISCELLANEOUS TERMS
To exercise a right, contact BEing LLC using the information in Section 1. We may require a written request and reasonable identity verification.
13. Family, Friends, and Others Involved in Your Care
With your agreement, or when otherwise permitted by law, we may share PHI directly relevant to a family member’s, friend’s, or other person’s involvement in your care or payment. If you cannot state a preference, we may make a limited disclosure when, in our professional judgment, it is in your best interest and is permitted by law. We may also share limited information with an authorized disaster-relief organization. Oregon law may require additional permission for behavioral-health information.
14. Complaints
If you believe your privacy rights have been violated, you may file a complaint with BEing LLC at the address, telephone number, or email in Section 1. You may also file a HIPAA complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, through https://www.hhs.gov/ocr/privacy/hipaa/complaints/, by calling 1-800-368-1019 (TDD 1-800-537-7697), or by writing to Centralized Case Management Operations, U.S. Department of Health and Human Services, 200 Independence Avenue, S.W., Room 509F HHH Building, Washington, DC 20201.
You may also contact the Oregon Board of Licensed Social Workers regarding professional conduct at https://www.oregon.gov/blsw or the Oregon Department of Justice Consumer Protection Hotline at 1-877-877-9392 regarding applicable consumer-privacy concerns. BEing LLC will not retaliate against you for filing a complaint.
15. Children’s Privacy
This website is intended for individuals seeking information about psychotherapy services and is not directed to children for independent use. A parent, guardian, or minor seeking services should contact the practice directly. Rights concerning a minor’s records depend on who consented to care, the minor’s legal authority to consent, and applicable federal and Oregon law.
16. Changes to This Policy and Notice
We may change this policy and Notice and make the revised terms effective for PHI we already maintain and information received in the future, as permitted by law. The current version will be posted on the website and available upon request. A material change to the HIPAA portion of this Notice will be handled in accordance with HIPAA’s notice requirements.
17. Oregon and Federal Legal Framework
This Notice is intended to reflect the HIPAA Privacy Rule, 45 C.F.R. Parts 160 and 164; applicable Oregon health-information protections, including ORS 192.553–192.581 and ORS 179.505; and Oregon’s psychotherapist-client privilege under OEC Rule 504 (ORS 40.230). These laws may change, and the more protective applicable requirement controls.
Vanessa-Gissele Holliman
Licensed Clinical Social Worker (LCSW)
Oregon License No. L11078
Oregon Board of Licensed Social Workers
Phone: 503-378-5735
Email: [email protected]
Website: https://www.oregon.gov/blsw
BEing LLC
This website is intended for informational purposes only and does not constitute professional advice. If you are experiencing a mental health crisis or need immediate assistance, please call 911 or contact the National Suicide Prevention Lifeline at 988.