Privacy You Can Trust

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The Pauling Institute: 700 12th St NW, Suite 700, Washington, DC 20005

Last Updated: March 7, 2026

Introduction

The Pauling Institute ("we," "our," or "us") is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains how we collect, use, store, and protect information you provide when accessing our services, including in-person therapy and telehealth sessions. By using our services or website, you agree to the practices described in this policy.

Information We Collect

We may collect the following types of information:

Personal Identification Information: Your name, date of birth, address, phone number, and email address.

Health and Clinical Information: Information you share during intake, assessments, or sessions, including mental health history, treatment notes, and any records you provide.

Payment Information: Billing details necessary to process payments for services rendered. We do not store full payment card details on our systems.

Telehealth Session Information: Technical data necessary to facilitate secure online sessions, such as device type and connection information. We do not record telehealth sessions without your explicit written consent.

Website Usage Data: If you contact us or schedule through our website, we may collect standard browsing data such as IP address, browser type, and pages visited.

How We Use Your Information

We use the information we collect to:

• Provide and coordinate your care, including scheduling, treatment, and follow-up
• Process payments and manage billing
• Communicate with you about appointments, services, and important updates
• Comply with legal, regulatory, and licensing obligations
• Improve the quality and accessibility of our services

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

HIPAA and the Protection of Health Information

As a mental health and therapy practice, we are bound by the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) is handled in accordance with our Notice of Privacy Practices, which is provided to you at the start of care and is available upon request. We implement administrative, physical, and technical safeguards to protect your PHI from unauthorized access or disclosure.

Telehealth Privacy

When you participate in a telehealth session, we use secure, HIPAA-compliant platforms to protect the confidentiality of your communications. You are responsible for ensuring that your own environment is private during sessions. We recommend using a secure internet connection and a private location.

Disclosure of Information

We may share your information only in the following circumstances:

• With your consent: When you have authorized us to share information with another provider, family member, or third party.
• For treatment and care coordination: With other healthcare professionals involved in your care, where applicable.
• As required by law: To comply with legal obligations, court orders, or mandatory reporting requirements (such as imminent risk of harm).
• With service providers: With trusted vendors who assist in operating our practice (e.g., billing, scheduling, or telehealth platforms), all of whom are contractually required to maintain confidentiality.

Data Retention

We retain your records in accordance with applicable Washington, DC and federal regulations. Mental health records are generally maintained for a minimum of seven (7) years following the last date of service, or longer if required by law.

Your Rights

You have the right to:

• Access and request a copy of your records
• Request corrections to inaccurate information
• Request restrictions on how your information is used or shared
• Receive an accounting of certain disclosures of your information
• File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us using the information below.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with a revised "Last Updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:

The Pauling Institute 700 12th St NW, Suite 700 Washington, DC 20005