Privacy Policy
Effective Date: May 18, 2026
Last Updated: May 18, 2026
Insight Northwest Counseling (“Insight Northwest Counseling,” “INC,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of the individuals and families we serve.
This Privacy Policy explains how we may collect, use, maintain, and share personal information, health information, and communication-related information when you interact with us through our services, website, phone calls, text messaging, email, online forms, AI-assisted phone systems, or other communication tools.
This Privacy Policy is intended for public website use. It does not replace any clinical consent forms, treatment agreements, release-of-information forms, financial policies, or other documents that may apply when someone becomes a client or patient of Insight Northwest Counseling.
1. Information We May Collect
We may collect information that you provide directly to us, information generated through services or communication with us, and limited information collected automatically through our website or technology systems.
This may include:
Name
Date of birth
Contact information, including phone number, email address, and mailing address
Insurance or payment-related information
Referral information
Appointment and scheduling information
Information submitted through website forms or phone calls
Information shared by clients, parents/guardians, authorized representatives, referral sources, or other providers
Health-related information relevant to services, care coordination, administrative support, or follow-up
Communication records, such as voicemail, text messages, emails, call logs, recordings, transcripts, summaries, or AI-assisted call notes, when applicable
Website usage information, such as device type, browser type, pages visited, and general analytics data
Insight Northwest Counseling provides behavioral health services, including counseling, psychiatric medication management, psychological testing, and related administrative and care coordination services.
2. How We May Use Information
We may use information for purposes related to providing and supporting services, operating our practice, communicating with clients and prospective clients, and meeting legal and compliance responsibilities.
Examples include:
Responding to inquiries
Scheduling appointments or follow-up calls
Providing, coordinating, or supporting counseling, psychiatry, psychological testing, or related services
Communicating with clients, families, authorized representatives, referral sources, providers, pharmacies, insurers, or others involved in care, as permitted by law
Processing billing, insurance, payment, or administrative matters
Sending appointment reminders or care coordination messages
Supporting quality improvement, training, compliance, documentation, and internal operations
Routing phone calls, website inquiries, after-hours messages, or administrative requests to the appropriate team member
Maintaining records
Complying with legal, regulatory, licensing, or contractual obligations
Protecting the safety of clients, staff, or others when required or permitted by law
We do not use personal or health information to make automated clinical decisions.
3. Protected Health Information
Some information collected or maintained by Insight Northwest Counseling may be protected health information under federal or state privacy laws.
When these protections apply, Insight Northwest Counseling follows applicable privacy and confidentiality requirements regarding how information may be used, shared, retained, and disclosed.
If you have questions about how privacy protections apply to your information, you may contact us using the contact information at the bottom of this page.
4. When We May Share Information
We may share information as permitted or required by law, and as appropriate for services, care coordination, administrative operations, safety, payment, or compliance.
This may include sharing information with:
INC staff involved in services, administration, billing, scheduling, care coordination, or operations
Licensed providers or members of a care team
Insurance companies, payers, or billing-related entities
Pharmacies or prescribers, when appropriate
Emergency providers or crisis services, when safety requires it
Parents, guardians, or authorized representatives, when permitted or required
Referral sources or outside providers, when authorized or permitted
Technology vendors or service providers who support our operations
Government agencies, oversight entities, courts, or law enforcement when required or permitted by law
We may also share information when necessary to prevent or reduce a serious threat to health or safety.
We do not sell client or patient health information.
5. Website Privacy
When you visit our website, we may collect limited technical information, such as browser type, device type, pages visited, and general website analytics. This helps us understand how the website is used, improve functionality, and maintain security.
If you submit information through a website form, we may use that information to respond to your inquiry or route your message to the appropriate team member.
Please do not use general website forms for emergencies or urgent clinical concerns.
If you are experiencing a medical emergency, call 911 or go to the nearest emergency room. If you are experiencing a mental health crisis, suicidal thoughts, thoughts of self-harm, or feel unable to stay safe, call or text 988 for crisis support.
6. Text Messaging and SMS Communications
Insight Northwest Counseling may use text messaging for service-related communication, such as:
Appointment reminders
Scheduling or callback coordination
Administrative follow-up
Care coordination
Provider availability updates
General practice-related communication
By providing a mobile phone number or communicating with us by text, you understand that we may use text messaging to communicate with you as permitted by law and applicable consent.
Text messaging may not be fully secure and should not be used for emergencies or urgent clinical needs.
SMS terms:
Message frequency may vary.
Message and data rates may apply.
You may opt out of non-emergency text messages by replying STOP.
You may request help by replying HELP or by contacting us directly.
Opting out of text messaging may limit our ability to communicate with you by SMS, but it will not affect your ability to receive services.
We do not sell or share mobile phone numbers, SMS opt-in data, or text messaging consent information with third parties for their marketing or promotional purposes. We may share information with service providers who help us send, receive, or manage messages, but only as needed to support our services and operations.
7. AI-Assisted Phone Systems
Insight Northwest Counseling may use AI-assisted phone systems to support communication, answer general questions, collect basic information, route calls, summarize messages, or notify staff when follow-up may be needed.
AI-assisted phone systems do not provide therapy, diagnosis, medication advice, emergency services, crisis counseling, psychological testing interpretation, or clinical decision-making.
Calls with AI-assisted systems may be recorded, transcribed, summarized, or logged so our team can respond accurately. Information collected through these systems may be used for administrative follow-up, care coordination, safety-related routing, service improvement, or recordkeeping.
If you do not wish to interact with an AI-assisted phone system, you may contact Insight Northwest Counseling during business hours to speak with a staff member.
8. Email, Voicemail, and Other Communications
We may communicate by phone, voicemail, email, text message, secure platform, mail, or other communication methods.
Although we take reasonable steps to protect information, some communication methods may involve risks, including the possibility that information could be viewed or accessed by others. You may request that we contact you in a specific way, and we will consider reasonable requests consistent with our operational and legal obligations.
Please do not use voicemail, email, text messaging, website forms, or AI-assisted phone systems for emergencies.
9. Third-Party Service Providers
Insight Northwest Counseling may use third-party vendors and technology providers to support communication, scheduling, records, billing, phone systems, messaging, website hosting, analytics, AI-assisted call routing, transcription, or other operations.
When required, we work with service providers that agree to protect information appropriately and use it only for authorized purposes.
Our website or communications may include links to third-party websites or platforms. We are not responsible for the privacy practices of third-party websites.
10. Your Privacy Choices
Depending on the type of information and applicable law, you may have options regarding how your information is used or shared.
You may contact us to:
Ask questions about this Privacy Policy
Request that we contact you in a specific way
Update your contact information
Ask about accessing or correcting information
Ask about text messaging preferences
Opt out of non-emergency text messages
Raise a privacy concern or complaint
Some requests may be subject to legal, clinical, recordkeeping, or operational limitations.
11. Emergencies and Urgent Concerns
Insight Northwest Counseling’s website, text messaging, voicemail, email, online forms, and AI-assisted phone systems are not emergency services.
If you are experiencing a medical emergency, call 911 or go to the nearest emergency room.
If you are experiencing a mental health crisis, suicidal thoughts, thoughts of self-harm, or feel unable to stay safe, call or text 988 or go to the nearest emergency room.
Do not wait for a response from Insight Northwest Counseling if you need urgent or emergency help.
12. Contact Information
If you have questions about this Privacy Policy or wish to raise a privacy concern, please contact:
Sarah Harris
Director of Operations
Insight Northwest Counseling
132 E Broadway, Suite 735 Eugene, OR 97401
Phone: (541) 357-9433
Email: info@insightnorthwest.com
You may also file a privacy complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. Information is available at: https://www.hhs.gov/hipaa/filing-a-complaint/index.html
Insight Northwest Counseling will not retaliate against anyone for raising a privacy concern or filing a complaint.
13. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last Updated” date. Changes apply to information we maintain as of the effective date of the updated policy, unless otherwise required by law.