This Privacy Policy explains how NobleMind Counseling, PLLC ("NobleMind", "we") collects, uses, and protects information from visitors to this website. It is separate from our HIPAA Notice of Privacy Practices, which governs Protected Health Information (PHI), and is supplemented by our Data Retention Schedule.
Information we collect
- Contact and booking details you type into our forms: name, email, phone, preferred appointment time and general inquiry text. Please do not include sensitive medical or mental health information in the contact form.
- New client intake and portal information, which may include Protected Health Information (PHI). PHI is handled under our HIPAA Notice.
- Security and audit records: IP address, browser type and timestamps, captured by our servers to prevent abuse and keep a compliance trail.
- Your cookie choice (see "Cookies and consent" below).
Where your data is stored
Website, booking, intake and portal data is stored in a managed cloud database operated by our hosting provider in the United States. Data is encrypted in transit (TLS) and at rest. Access is restricted by row-level security rules so clients can see only their own records, and only authorized staff can view client records. Sensitive actions are logged. Accounts and sign-in are managed by the same provider, and passwords are never stored in readable form.
How we use information
To respond to inquiries, schedule and confirm appointments, send reminders, provide care, maintain security and meet legal record-keeping duties. We do not sell or rent your information, and we do not use it for advertising.
Appointment and telehealth emails
When you book, we email a confirmation and reminders about 24 hours and 1 hour before your session. For telehealth appointments we also send a short notice explaining how your secure video link will be delivered. These emails come from notify.nobleminds360.com and include only your first name (if given) and the date and time of your session. They never contain the video link, meeting ID, diagnosis, provider name or any clinical details. The subject line and preview text never show your appointment details. The video link itself is shared only through the secure client portal. Please do not reply to these emails with health information. Each telehealth notice is sent at most once per appointment, and sending is rate-limited to prevent misuse.
How long we keep it
Retention varies by category and is published in full in our Data Retention Schedule. Clinical records are kept as required by Ohio law.
Cookies and consent
We use only strictly necessary cookies and browser storage (for sign-in, security and remembering your cookie choice) unless you say otherwise. Analytics and marketing are off by default, and no such scripts load until you click Accept or explicitly accept selected categories. Maps and AI chat are also off until accepted. OpenStreetMap receives your IP address and browser information when its map loads; Lovable AI receives messages you submit to the FAQ assistant. Do not include health details in chat. The app registers no advertising or analytics vendors. Your choice is saved in your browser, and an anonymous record of it (a random ID, the categories you chose, the notice text and version, time, IP address and browser type) is stored so we can show proof of consent. It is not linked to your name. If you withdraw consent, we stop any app-controlled non-essential tools and clear accessible optional cookies and storage; a reload may be needed to stop an already-running service. Earlier consent evidence is retained when you withdraw. Choices expire after 180 days and changed notices require a new choice. Fonts are served from this website, not Google Fonts. Hosting-level Visitor analytics is a separate publishing control; the owner must disable it to prevent host-injected measurement before consent. You can change your choice at any time through Cookie Settings:
Your rights (GDPR, CCPA / CPRA, HIPAA)
Depending on where you live and what data is involved, you have the right to access, correct, delete, port, or restrict processing of your information, and to opt out of any sale or sharing of personal information. To exercise these rights, use our privacy request portal. PHI rights (access, amendment, accounting of disclosures) are also described in our HIPAA Notice.
Do Not Sell or Share My Personal Information (California)
NobleMind does not sell or share personal information for cross-context behavioral advertising. California residents may still record this preference using the "Do not sell or share" option in our privacy request portal.
Contact
Privacy Officer (name available on request) · admin@nobleminds360.com · +1 (419) 309-6961 · 5902 Southwyck Blvd, Toledo, OH 43614