Privacy Policy

Renewal of the Mind ("we," "us," or "our") operates vapsychotherapy.com. We are committed to protecting your privacy and handling your personal information responsibly, in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Virginia law, and applicable federal regulations.

This Privacy Policy explains what information we collect when you visit our website, how we use it, and the rights you have regarding your data. It does not govern the privacy of information exchanged within an active therapeutic relationship — that is covered by our HIPAA Notice of Privacy Practices, which you will receive at intake.

We collect information you provide voluntarily through our contact form and booking flow, and information collected automatically through your use of this website.

Protected Health Information

If you upload an insurance card image or provide your date of birth through our contact form, that information may constitute Protected Health Information (PHI) under HIPAA. We do not transmit PHI via unencrypted email. All PHI submitted through this website is routed exclusively through our HIPAA-aware CRM pipeline (Mega CRM) and is not stored in raw email.

Renewal of the Mind is a Covered Entity under HIPAA. Our full Notice of Privacy Practices (NPP) governs how we use and disclose health information in the context of your care. You will receive a copy of our NPP at the time of your first appointment.

This website does not collect clinical health records, treatment notes, or diagnostic information. The contact form is a scheduling and inquiry tool only.

We use the information we collect for the following purposes only:

• To respond to your inquiry and schedule a consultation or appointment
• To match you with a therapist or evaluator whose expertise fits your stated needs
• To verify insurance eligibility (if you provide insurance information voluntarily)
• To send administrative communications related to your appointment (confirmation, reminder, follow-up)
• To improve our website through aggregated, anonymized analytics
• To comply with legal obligations under Virginia law and applicable federal regulations

We do not

We do not sell, rent, or share your personal information with third parties for marketing purposes. We do not use your information to build advertising profiles. We do not send unsolicited commercial email.

When you submit our contact form, your information is transmitted to Mega CRM — our secure customer relationship management system — and simultaneously forwarded to info@vapsychotherapy.com. Mega CRM is our designated data processor for lead and inquiry management.

If you have not uploaded an insurance card at the time of submission, you will receive an automated follow-up email asking whether you wish to provide this information prior to your consultation. This step is entirely optional.

Renewal of the Mind offers telehealth services to clients across the Commonwealth of Virginia using a HIPAA-compliant video platform. By engaging in telehealth sessions, you acknowledge that you are accessing services remotely and that standard telehealth risks apply, including the possibility of technical interruptions.

Telehealth sessions are never recorded without your explicit written consent. The platforms we use for telehealth are separate from this website and are subject to their own privacy policies and Business Associate Agreements with our practice.

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Right to access — request a copy of personal information we hold about you
• Right to correction — request that inaccurate information be updated
• Right to deletion — request deletion of your personal information, subject to legal retention requirements
• Right to restrict processing — request that we limit how we use your data
• Right to withdraw consent — you may withdraw consent to optional data collection at any time without affecting your access to services

To exercise any of these rights, contact us at info@vapsychotherapy.com. We will respond within 30 days.

We retain contact form submissions and CRM records for up to [X] years from the date of last contact, unless a shorter retention period is required by law or requested by you. Analytics data is retained by Google Analytics for [13 months] on a rolling basis.

If you become a client, your clinical records are retained in accordance with Virginia Board of Counseling requirements (minimum 7 years from last session; 10 years for minors after they turn 18).