Privacy Policy

Renew Hope and Healing Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Effective Date: October 1, 2025

Our Commitment to You: We at Renew Hope and Healing (previously Victor Counseling Practice) understand that the information we collect about you and your health is personal. Keeping your health information confidential and secure is one of our most important responsibilities. We provide evidence-based therapy services for children, teens, adults, couples, and families at our locations in Henrietta, Victor, Pittsford, and Penfield, NY.

We keep a record of the care and services you receive. We need this record to provide you with quality care and to comply with certain legal requirements, including HIPAA and New York Mental Hygiene Law Section 33.13. We are committed to protecting your health information and following all state and federal laws, including potential applicability of the New York Health Information Privacy Act (NYHIPA) for non-PHI data collected via marketing.

This notice tells you how we may use or release your health information. It also tells you about your rights and our requirements concerning the use and disclosure of your health information.

We are required by law to:

• Make sure that health information that identifies you is kept private.
• Give you this notice of our legal duties and privacy practices with respect to health information about you.
• Follow the terms of the notice that is currently in effect.

If you have any questions about this notice, please contact Mary Marcy at 585-398-8835 or marymarcy@renewhopeandhealing.com.

Who Will Follow This Notice: This notice describes the practices of Renew Hope and Healing and that of:

• Our offices in Henrietta, Victor, Pittsford, and Penfield, NY.
• Any student or member of a volunteer group we allow to help you while you are in our care.
• All employees, staff, and other personnel.
• Business associates involved in our operations (e.g., billing services).

Your Health Information Rights: You have the following rights regarding health information we have about you:

• Right to Inspect and Obtain Copies: You have the right to inspect and obtain a copy of health information that may be used to make decisions about your care (e.g., medical and billing records). This does not include information needed for civil, criminal, or administrative actions. We may charge a fee for copying/mailing. Submit requests in writing to Mary Marcy at 585-398-8835 or marymarcy@renewhopeandhealing.com. We may deny access in limited circumstances, but you can request a review.
• Right to Amend: If information is incorrect/incomplete, request an amendment in writing to Mary Marcy, providing a reason. We may deny if the information wasn’t created by us or is accurate.
• Right to an Accounting of Disclosures: Request a list of disclosures (excluding those for treatment, payment, operations, or with your authorization). Submit in writing; covers up to 6 years.
• Right to Request Restrictions: Ask us not to use/disclose information for treatment, payment, or operations. We are not required to agree but will consider.
• Right to Request Confidential Communications: Ask for communications via alternative means (e.g., email instead of mail).
• Right to a Paper Copy of This Notice: Available upon request.
• Right to Revoke Authorization: Revoke any prior authorization in writing, except where we’ve already acted on it.

Under NYHIPA (if applicable to non-PHI data), you may have additional rights to consent for certain processing.

How We May Use and Disclose Your Health Information: The following categories describe ways we use and disclose health information. Not every use/disclosure is listed, but all are covered by these categories.

• For Treatment: Share with doctors, nurses, or other providers involved in your care (e.g., coordinating therapy with a psychiatrist).
• For Payment: Use to bill insurance or collect payment (e.g., sharing diagnosis for reimbursement).
• For Health Care Operations: Use for quality improvement, training, or audits.
• Appointment Reminders and Health-Related Benefits: Contact you about appointments or services.
• Marketing and Lead Generation: We collect personal details (e.g., name, email, phone) via Google and Meta ads for lead generation. This data is used to contact you about our services. We obtain consent where required and do not share with third parties without authorization. Under Meta/Google policies, we ensure transparency and secure handling.
• Individuals Involved in Your Care: Disclose to family/friends if relevant to their involvement, unless you object.
• Research: May use de-identified data; otherwise, with authorization.
• As Required by Law: For public health, abuse reporting, legal proceedings, or law enforcement.
• Health Oversight Activities: For audits or investigations.
• Workers’ Compensation: If related to work injury.
• Special Categories (Mental Health): Under NY law, mental health records have extra protections; disclosures require consent except in emergencies or as mandated.
• Other Uses: Require your written authorization (e.g., most marketing, sale of PHI).

Data from Ads and Digital Sources: We use Google and Meta ads to collect leads. Data collected (e.g., contact info, interests) is protected as potential PHI. We do not target based on sensitive health data without compliance. Security measures include encryption and access controls.

Our Responsibilities:

• Maintain privacy and notify you of breaches.
• Abide by this notice; notify of changes via posting on https://renewhopeandhealing.com/.
• Accommodate reasonable requests for restrictions/communications.

Changes to This Notice: We reserve the right to change practices and apply to all held information. Revised notice effective upon posting.

Complaints: If you believe your privacy rights were violated, complain to Mary Marcy at 585-398-8835 or marymarcy@renewhopeandhealing.com or the U.S. Department of Health and Human Services. No retaliation.