Privacy Policy

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1. Introduction & Scope of This Privacy Policy

Peace of Serenity Psychiatry (“Practice,” “we,” “us,” or “our”) is committed to protecting the privacy and security of personal information collected through our website located at www.thepeaceofserenity.com (the “Website”).

This Privacy Policy explains how information is collected, used, disclosed, and safeguarded in connection with use of the Website and related online features, including appointment requests, telepsychiatry access points, patient portals made available through third-party platforms, online forms, and payment interfaces.

 

This Privacy Policy applies only to information collected through the Website and related digital interactions. It does not govern information collected offline or information collected in the context of an established provider–patient relationship, which is subject to separate clinical documentation and privacy notices.

 

2. Relationship to Our HIPAA Notice of Privacy Practices

This Privacy Policy is not a substitute for the Practice’s Notice of Privacy Practices issued pursuant to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”).

Where a formal provider–patient relationship exists, the Practice’s HIPAA Notice of Privacy Practices governs how protected health information (“PHI”) is used and disclosed in connection with treatment, payment, and healthcare operations, and describes patient rights under HIPAA.

This Privacy Policy applies to website-level interactions and online activities and is intended to supplement, not replace, our HIPAA Notice of Privacy Practices. Certain information submitted through the Website may later become part of a patient’s clinical record and be governed by HIPAA once a provider–patient relationship is established.

 

3. Information We Collect

Depending on how you use the Website, we may collect the following categories of information:

a. Personal Identifiers

• Name

• Email address

• Telephone number

• Mailing address

• Other contact details you voluntarily provide

b. Protected Health Information and Health-Related Data

• Intake forms and questionnaires

• Medical histories and health information submitted online

• Information relating to mental health services requested

• Emergency contact information

c. Identification and Insurance Information

• Copies of identification documents (such as driver’s licenses)

• Insurance cards and coverage information

d. Payment-Related Information

• Billing information submitted in connection with online payments
  (Payment card details are processed by third-party payment processors and are not stored in full by the Practice.)

e. Technical and Usage Information

• IP address

• Device and browser information

• Pages visited and interactions with the Website

• Analytics and performance data collected through cookies or similar technologies

We collect only the information reasonably necessary to support Website functionality, administrative processes, and lawful operations.

 

4. How Information Is Collected

Information may be collected through the Website in the following ways:

• Information you voluntarily submit through forms, portals, or scheduling tools;

• Information submitted through patient portals or secure systems operated by third-party service providers;

• Information collected during telepsychiatry or remote service interactions facilitated through the Website;

• Information automatically collected through cookies, analytics tools, and similar technologies;

• Information received through integrations with third-party platforms used for scheduling, communications, or payment processing.

 

5. How We Use Information

Information collected through the Website may be used for the following purposes:

• Responding to inquiries and appointment requests;

• Scheduling in-person or telepsychiatry services;

• Facilitating access to patient portals or secure systems;

• Administrative and operational communications;

• Processing payments and billing transactions;

• Complying with legal, regulatory, and professional obligations;

• Improving Website performance, functionality, and user experience.

We do not use Website-collected information for unrelated purposes without appropriate notice or consent where required by law.

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6. Protected Health Information & HIPAA Awareness

Certain information collected through the Website may constitute protected health information under HIPAA.

The Practice handles such information in a manner consistent with applicable privacy and security requirements. However, information submitted through public-facing Website features or preliminary online interactions may be treated differently than information collected after a formal provider–patient relationship has been established.

You acknowledge that:

• Submission of information through the Website does not automatically establish a provider–patient relationship;

• Information submitted online may be used for administrative or intake purposes prior to formal acceptance as a patient;

• Once a provider–patient relationship is established, applicable HIPAA protections will apply as described in our Notice of Privacy Practices.

 

7. Telepsychiatry & Remote Services Data Considerations

Where the Website facilitates access to telepsychiatry or other remote services, you acknowledge that electronic communications and digital platforms involve inherent privacy and security risks.

Information transmitted in connection with telepsychiatry services:

• May be processed through third-party platforms and technologies;

• May be subject to technical limitations, connectivity issues, or service interruptions;

• Is dependent on the security of your own devices, networks, and environment.

The Practice takes reasonable steps to safeguard information but cannot guarantee the absolute security of electronic communications. Telepsychiatry services are governed by separate clinical consents and agreements, which apply in addition to this Privacy Policy.

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8. Patient Portals & Secure Systems

Certain features of the Website may provide access to patient portals or secure systems operated by third-party service providers for purposes such as scheduling, document submission, communications, or billing.

Access to such portals is governed by additional terms and security requirements established by the applicable service provider. You are responsible for maintaining the confidentiality of your login credentials and for all activities conducted through your account. The Practice is not responsible for interruptions, errors, or security issues arising from third-party portal platforms, provided that the Practice has selected and uses such platforms in a commercially reasonable manner.

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9. Payment Information & Financial Data

The Website may facilitate online payments for services through integrated third-party payment processors and EHR platforms.

Payment card numbers and sensitive financial credentials are processed directly by third-party payment processors and are not stored in full on the Practice’s servers. The Practice does not control the privacy or security practices of payment processors and is not responsible for payment processing errors, delays, or unauthorized transactions attributable to third-party systems. You are responsible for ensuring that payment information submitted is accurate, current, and authorized.

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10. Third-Party Service Providers

The Practice uses third-party service providers to support Website functionality and operations. These providers may include, without limitation, service providers in the following categories:

• Website hosting and infrastructure

• Practice management and electronic health record systems

• Scheduling and calendar tools

• Telehealth and communication platforms

• Analytics and performance monitoring services

• Email and SMS notification systems

• Payment processing and financial services

Third-party service providers may have access to information only as necessary to perform services on the Practice’s behalf and are subject to contractual confidentiality and security obligations where required by law.

The Practice does not sell personal information and does not permit third parties to use information for their own independent marketing purposes where prohibited by law.

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11. Cookies, Analytics & Tracking Technologies

The Website may use cookies, web beacons, and similar tracking technologies to support Website functionality, analyze usage patterns, and improve performance. Analytics tools may collect information such as IP address, device type, browser information, and pages visited. You may control cookie preferences through your browser settings; however, disabling cookies may limit certain Website features. The Practice does not use Website data for targeted advertising unless expressly disclosed.

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12. Communications (Email, SMS & Notifications)

If you provide contact information, the Practice may use email, telephone, secure messaging, or SMS to send administrative communications, appointment confirmations, reminders, billing notices, or other non-marketing messages related to services you request. Electronic communications are subject to delivery delays, technical failures, or interception beyond the Practice’s control. The Practice does not guarantee the timeliness or receipt of electronic communications.

You are responsible for keeping your contact information accurate and current.

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13. Data Security Measures

The Practice employs reasonable administrative, technical, and physical safeguards designed to protect personal information collected through the Website against unauthorized access, disclosure, alteration, or destruction.

Despite these safeguards, no system can be guaranteed to be completely secure. You acknowledge and accept the inherent risks associated with transmitting information electronically. To the extent permitted by law, the Practice disclaims liability for unauthorized access or disclosures resulting from circumstances beyond its reasonable control.

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14. Records Retention

Information collected through the Website may be retained in accordance with applicable federal and Illinois laws, healthcare regulations, billing requirements, and professional obligations.

Requests to delete, modify, or restrict information may be subject to legal and regulatory limitations, particularly where records must be retained for healthcare, compliance, or audit purposes.

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15. User Rights & Choices

Subject to applicable law, you may request access to, correction of, or updates to certain personal information collected through the Website. Requests may be subject to verification and legal limitations.

Please note that rights applicable to information collected through the Website may differ from rights applicable to protected health information governed by HIPAA once a formal provider–patient relationship is established. The Practice may decline or limit requests where permitted or required by law, including where information must be retained for healthcare, billing, or regulatory purposes.

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16. Children’s Privacy (COPPA Positioning)

The Website is not directed to children under the age of thirteen (13), and the Practice does not knowingly collect personal information from children under 13 through the Website without verified parental or legal guardian consent, as required by the Children’s Online Privacy Protection Act (“COPPA”).

To the extent the Practice provides services to minors, such services are offered only pursuant to lawful parental or guardian consent and through appropriate clinical processes that occur outside the public-facing portions of the Website. If the Practice becomes aware that personal information has been inadvertently collected from a child under 13 without appropriate consent, it will take reasonable steps to delete such information in accordance with applicable law.

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17. Accessibility & Alternative Access

The Practice is committed to making the Website reasonably accessible to users with disabilities. However, the Website may rely on third-party platforms and technologies that are not fully accessible in all circumstances.

If you experience difficulty accessing any part of the Website or this Privacy Policy, please contact the Practice using the contact information provided so that reasonable assistance or alternative access may be offered.

The Practice’s accessibility efforts are intended to be reasonable and made in good faith and do not constitute a guarantee of full accessibility in all circumstances.

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18. Data Transfers & Hosting Location

Information collected through the Website may be stored, processed, or transmitted within the United States through systems operated by the Practice or its third-party service providers. By using the Website and submitting information, you acknowledge and consent to such data transfers and processing in accordance with this Privacy Policy and applicable law.

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19. Links to External Websites

The Website may contain links to third-party websites or services not operated by the Practice. This Privacy Policy does not apply to third-party websites, and the Practice is not responsible for the privacy practices, content, or security of external sites. You are encouraged to review the privacy policies of any third-party websites you visit.

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20. No Guarantee of Confidentiality in Electronic Communications

While the Practice takes reasonable steps to protect information, electronic communications and data transmissions may be subject to interception, unauthorized access, or technical failures beyond the Practice’s control.

You acknowledge and accept these risks when communicating electronically with the Practice and are encouraged to use secure communication channels where available.

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21. No Sale of Personal Information

The Practice does not sell personal information collected through the Website. Information is disclosed only as described in this Privacy Policy, as required by law, or as necessary to support the Practice’s operations and services.

 

22. Changes to This Privacy Policy

The Practice reserves the right to modify this Privacy Policy at any time. Any updates will be posted on the Website with a revised effective date.

Your continued use of the Website after changes are posted constitutes acceptance of the revised Privacy Policy.

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23. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the State of Illinois, without regard to conflict-of-law principles.

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24. Severability

If any provision of this Privacy Policy is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

 

25. Contact Information

If you have questions about this Privacy Policy or the Practice’s privacy practices, you may contact the Practice using the contact information provided on the Website.

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Changes to This Policy

We may update this Privacy Policy periodically.

 

Contact Us

Peace of Serenity Psychiatry LLC
1 Overlook Point, Suite 142
Lincolnshire, IL 60069
Email: info@thepeaceofserenity.com