Privacy policy

Effective as of July 30, 2025

Soulence Psychiatry and Wellness, A Professional Nursing Corporation ("Soulence," "we," "our," or "us") values your privacy and is committed to protecting the personal and health information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our services.

By using this website, you consent to the practices described in this Privacy Policy.

Definitions

For the purposes of this Privacy Policy: 

  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Soulence Psychiatry and Wellness, A Professional Nursing Corporation.

  • You means the individual accessing or using the website or services of the Company, or any legal entity on behalf of which such individual is accessing or using the service, as applicable.

  • Website refers to the official site operated by Soulence Psychiatry and Wellness, accessible at soulencepsychiatry.com.

  • Personal Information means any information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with a particular individual. This includes, but is not limited to: name, email address, phone number, mailing address, and IP address.

  • Protected Health Information (PHI) refers to individually identifiable health information as defined by the Health Insurance Portability and Accountability Act (HIPAA). PHI includes any health-related information that can be linked to a specific individual and is created, received, stored, or transmitted by a HIPAA-covered entity.

  • HIPAA means the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, which establish national standards to protect sensitive patient health information from being disclosed without the patient's consent or knowledge.

  • Cookies are small text files placed on your device by a website. They are used to help the website function properly, improve user experience, and collect information about how the site is used.

  • Service refers to the psychiatric and wellness services provided by the Company, including clinical evaluations, medication management, telehealth services, wellness consultations, and the preceptorship program.

  • Device means any internet-connected tool such as a computer, smartphone, tablet, or any other device used to access the Service or Website.

  • Usage Data refers to information automatically collected through the Website or Service infrastructure, such as browser type, IP address, pages visited, time and date of access, time spent on pages, and other diagnostic data.

  • Third-Party Service Providers refers to external vendors, contractors, or partners who perform functions on our behalf, such as website hosting, analytics, electronic health record management, or payment processing, under contractual obligations to protect personal and health information.

  • Billing Information: Refers to any data required to process payments for services rendered, including but not limited to credit card numbers, billing addresses, transaction history, or insurance information (if applicable). This may also include identifiers necessary to comply with legal or tax reporting requirements.

Information We Collect

We collect information in the following ways:

A. Information You Provide Directly 

  • When you fill out service request forms

  • When you apply for our preceptorship program

  • When you contact us via email or web forms

This may include:

  • Name

  • Email address

  • Phone number

  • Address

  • Date of birth

  • Health-related details

  • Professional background (for preceptors)

B. Automatically Collected Information

We may collect limited data automatically through cookies and similar technologies: 

  • IP address

  • Browser type

  • Date and time of access

  • Pages visited

  • Device information

This data helps us improve website performance and user experience.

Use of Information 

We use your information to:

  • Provide psychiatric and wellness services

  • Process requests and inquiries

  • Manage appointments and follow-up

  • Review and consider applications for preceptorship

  • Ensure compliance with legal and regulatory requirements

  • Communicate important updates, if opted in

  • Analyze website traffic and performance

  • Process payments and manage billing operations, including sending invoices, verifying insurance benefits (if applicable), and maintaining financial records in compliance with legal and regulatory standards.

Protection of PHI and HIPAA Compliance 

We are committed to safeguarding your Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA). Your PHI may be used and disclosed for treatment, payment, and healthcare operations (TPO) in accordance with HIPAA standards. This includes using your information to bill and collect payment for services rendered.

Your PHI will:

  • Only be accessed by authorized staff

  • Only be disclosed with your consent or when legally required

  • Be stored securely using encryption, firewalls, and secure platforms

We follow administrative, physical, and technical safeguards to maintain HIPAA compliance.

Disclosure of Information

We do not sell or rent your personal information. We may share information only in the following circumstances:

  • With third-party service providers who assist in operating the website or clinical systems (e.g., appointment platforms, EHR systems), under strict confidentiality agreements

  • To comply with legal obligations, such as subpoenas or lawful requests

  • With your explicit written consent

  • To prevent harm or as required by law for public health and safety

  • With third-party billing platforms, financial processors, or insurance verification services solely for the purposes of processing payments or facilitating reimbursement, all of whom are bound by strict confidentiality and HIPAA-compliant agreements.

Cookies and Tracking Technologies 

We use cookies and similar technologies to:

  • Understand how you use our site

  • Enhance your user experience

  • Track preferences and sessions

You can manage or disable cookies via your browser settings, though this may affect site functionality.

Your Rights and Choices

You have the right to:

  • Access and request a copy of your personal or health information

  • Correct or update inaccurate information

  • Request the restriction or deletion of your data where legally applicable

  • Withdraw consent for future communications

  • File a complaint if you believe your privacy rights have been violated 

To exercise any of these rights, please contact us using the information below.

Data Retention

We retain personal and health information as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements. PHI will be maintained per HIPAA retention guidelines.

Third-Party Links 

This website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their policies separately.

Security 

We implement reasonable administrative, technical, and physical safeguards to protect your personal and health data from unauthorized access, disclosure, alteration, or destruction.

Changes to This Policy 

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with the revised effective date. Your continued use of the website constitutes acceptance of any updates.

Contact Us 

If you have questions about this Privacy Policy, your rights, or the handling of your information, please contact us: 

Soulence Psychiatry and Wellness, A Professional Nursing Corporation
Email: info@soulencepsychiatry.com
Phone: 818.324.3331