Privacy Policy

Effective Date: June 13th, 2026

Cascadia Psychiatry & Wellness LLC. (“we,” “us,” or “our”) operates Cascadiamindcare.com (the “Site”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site or use our online services.

Please read this Privacy Policy carefully. By using the Site, you agree to the practices described herein.

1. Scope and Relation to Your Protected Health Information (PHI)

This Privacy Policy applies to personal information processed by us on our website and other online or offline business offerings (collectively, the “Services”).

Important Note on Protected Health Information (PHI): Any individually identifiable health information provided to us for the purpose of receiving clinical care is considered Protected Health Information (PHI) and is strictly governed by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and our separate Notice of Privacy Practices.

The Notice of Privacy Practices—not this Privacy Policy—governs how we handle your clinical records and medical data. If there is any discrepancy between this website Privacy Policy and federal/state healthcare privacy laws, healthcare laws and your Notice of Privacy Practices will always take precedence.

2. Personal Information We Collect

The categories of information we collect depend on how you interact with our Site and the requirements of applicable laws.

Information You Provide to Us

• Account & Portal Creation: If you create a user or patient portal account, we collect your name, email address, and password. To the extent this information is tied to your clinical care, it is treated as PHI under HIPAA. We will never sell your PHI or use it for advertising, marketing, or data-mining.

• Communications: We collect personal information (such as your email address, phone number, or mailing address) when you request information about our services, complete an online screening form, use a contact form, or otherwise communicate with us.

• Voluntary Surveys: We may occasionally invite you to participate in voluntary surveys to improve our services. Refusing to participate will never impact the quality of clinical care afforded to you.

Information Automatically Collected

When you navigate our Site, we or our third-party service providers may automatically collect certain technical information, including:

• Internet Protocol (IP) address, browser type, operating system, and device identifiers.

• Pages you visit before, during, and after using our Site, links clicked, and other browsing behavior data.

3. Cookies, Tracking, and Analytics

We and our third-party partners may use cookies, pixel tags, web beacons, and local storage technologies to collect information automatically.

• Cookies: Small text files stored on your device to remember your preferences. You can block or delete cookies through your browser settings, though some features of the Site may not function properly as a result.

• Analytics: We may use tools like Google Analytics to understand visitor behavior and demographics on our Site. You can opt out of Google Analytics by adjusting your web browser settings or using specific browser add-ons.

Purpose of These Technologies

• Operational Necessity: To allow you access to our Site, secure forms, and prevent fraudulent activity.

• Performance & Functionality: To assess how visitors use the Site, fix bugs, and remember your preferences when you return.

• Advertising/Targeting: We may occasionally use tools that help deliver relevant information or track the effectiveness of our local outreach. We do not target ads based on clinical medical history.

4. How We Use Your Information

We use the data we collect on this website to fulfill our business operations and provide you with high-quality services, including:

• Managing your inquiries, forms, and online accounts.

• Responding to your questions, comments, and customer support requests.

• Processing financial transactions and payments for services purchased.

• Ensuring internal quality control, verifying identity, and detecting software bugs or security incidents.

• Complying with our legal obligations, protecting your safety, or defending our legal rights.

We may use personal information to create de-identified or aggregated data (such as anonymized website traffic statistics). Because this data cannot be tied back to an individual, it is not subject to HIPAA protections.

5. Disclosing Your Information to Third Parties

We may share website or personal information with third parties in the following limited circumstances:

• Healthcare Operations: To other covered entities (like pharmacies or labs) involved directly in your treatment, payment, or healthcare operations.

• Business Associates: We partner with trusted third-party service providers (such as secure Electronic Health Record platforms or telehealth software) to facilitate our business. These partners are legally bound by HIPAA Business Associate Agreements (BAAs) to maintain strict privacy and security standards.

• Disclosures for Protection: We may disclose information if required to do so by law, court order, subpoena, law enforcement request, or if we believe in good faith that disclosure is necessary to protect your safety, our safety, or the safety of others.

• Business Transfers: In the event of a merger, sale, reorganization, or transfer of practice assets, patient data and website information may be transferred to the successor entity as permitted by law and contract.

6. Your Choices and Privacy Rights

Communications

• Promotional Emails: If you opt into a newsletter or receive promotional materials and wish to opt out, you can click the "unsubscribe" link at the bottom of the email.

• Transactional/Clinical Emails: You cannot opt out of essential, non-promotional communications regarding your appointments, account safety, or billing.

Do Not Track

• Please note that our Site does not currently alter its behavior in response to "Do Not Track" (DNT) signals transmitted by web browsers.

General Privacy Rights

Depending on your state of residence and applicable federal healthcare laws, you may have the right to:

• Request confirmation of whether we are processing your personal information.

• Receive an electronic copy of your records (subject to HIPAA medical records rules).

• Request the correction or amendment of inaccurate or incomplete personal data.

• Request the erasure of certain personal information, subject to legal and medical record retention exceptions.

To protect your privacy, we will always take steps to verify your identity before fulfilling any data or privacy requests.

7. Data Retention and Security

• Retention: We store your personal information for as long as necessary to provide services, resolve disputes, conduct audits, and comply with state and federal laws (including medical record retention mandates, which typically require records to be kept for several years).

• Security: We employ industry-standard administrative, physical, and technical safeguards to protect your data. However, please be aware that no internet transmission or electronic storage system can be guaranteed 100% secure.

• Electronic Communications: By using this Site, you agree that we may communicate with you electronically regarding security, privacy, and administrative issues. If a data breach occurs, we will notify you in compliance with state laws and HIPAA Breach Notification rules.

8. Children's Privacy

Our online website services are not directed to or intended for individuals under the age of 18 without parental consent, and we do not knowingly collect information directly from children online. If you learn that a child has provided us with unauthorized personal information via the website, please contact us immediately so we can remove it.

9. State-Specific Consumer Rights

Residents of certain states (including California, Colorado, Connecticut, Utah, and Virginia) are afforded specific consumer data privacy rights by law. These can include the right to know, delete, correct, or opt out of the sale/sharing of consumer personal data.

Please note that federally regulated healthcare data (PHI governed by HIPAA) is generally exempt from these broad state-level consumer privacy acts. However, we strive to honor privacy requests regarding your standard website data to the fullest extent permitted by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time at our sole discretion. Any changes will be posted directly to this page with an updated "Effective Date." Continued use of our Site or Services after an update constitutes acceptance of the revised policy.

11. Contact Us

If you have any questions about this website Privacy Policy, or if you wish to exercise your privacy rights, please contact us at:

• Business Name: Cascadia Psychiatry & Wellness LLC.

• Email: Info@cascadiamindcare.com

• Phone: 503-567-8622

• Mailing Address: 205 SE Spokane St. Suite 300, Portland, Or 97202