Client Rights & Disclosures
Updated: July 2025
Privacy Policy
Introduction
Valley Oak Counseling (“Valley Oak,” “we,” “us”) respects your privacy and is committed to protecting your personal information collected via this website, hosted in Lafayette, California (“Site”), email, social media, and related digital services (collectively, “Platforms”).
By using our Platforms, you agree to this Privacy Policy and our Terms of Service. Please don’t use our Platforms if you disagree.
1. What We Collect
1.1 Information You Provide:
- Personal Identifiers: name, email, phone, address
- Health-related Information: therapy intake details, mental health history (HIPAA protected)
- Billing Info: credit/debit card data (via secure third-party payment processors)
- Communications: messages, forms, and appointment requests
- Optional demographic or referral info
1.2 Information Automatically Collected:
Using cookies and similar tools, we collect:
- Browser type, device type, IP address
- Pages visited, time on site, referral sources
- Web-beacons, pixels (e.g. Google Analytics) for performance insights
2. Legal Bases & Purposes
We collect and process data to:
1. Provide therapy & health services (HIPAA, CMIA)
2. Process payments and send confirmations
3. Respond to your inquiries and provide support
4. Improve our Platforms through analytics
5. Communicate practice news or resources (with opt-in/out rights)
6. Comply with legal duties, such as responding to subpoenas or regulatory guidance
7. Protect Valley Oak in legal claims or emergencies
3. How We Share Data
3.1 Internal Users: Staff and contracted therapists access data only as needed to deliver care.
3.2 Third-Party Services: We engage HIPAA‑compliant, BA‑covered vendors (EHR, scheduling, payment processing) under Business Associate Agreements.
3.3 Public & Advertising Data: We DO NOT sell or share personal health data. Public posts/comments may be visible to anyone.
3.4 Legal or Business Changes: Includes legal compliance, safety, or business restructuring with comparable privacy safeguards.
4. Cookies & Tracking
Our Platforms use cookies and tracking under CalOPPA and AB‑370.
You may disable cookies via browser settings. Do‑Not‑Track signals are honored where technically feasible.
5. Security & Retention
We implement reasonable administrative, technical, and physical safeguards. In case of a breach, we follow legal notification processes.
We retain data as needed for patient care, legal or billing obligations, and records related to minor users.
6. Your Rights (California Residents)
Under CCPA/CPRA and CalOPPA:
- Access, correct or delete your personal info
- Opt-out of selling/sharing (we don’t sell PHI)
- Limit use of sensitive info
- Shine the Light: Inquire about shared marketing data
7. Children’s Privacy
We do not knowingly collect data from anyone under 13. If discovered, we delete it.
8. California Behavioral Health Notices
Per BBS AB 630, we provide clients with a visible notice to contact the Board of Behavioral Sciences for complaints.
9. Changes to This Policy
We may update this policy. The latest version is always on our Site, with a new 'Last Updated' date.
10. Contact Information
Kate Leyva
Valley Oak Counseling
info@valleyoakcounseling.co
Attn: Privacy Officer
Terms of Service
1. Acceptance of Terms
By accessing or using this website and its services, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, you may not access or use our services.
2. Use of Services
Valley Oak Counseling provides mental health services to clients located in California. Our website is intended for informational purposes only and does not constitute medical or therapeutic advice.
3. Eligibility
Use of our services is limited to individuals over the age of 18. By using the site, you confirm you are legally able to enter into this agreement.
4. User Conduct
You agree not to use the site for any unlawful purpose or in any way that may harm Valley Oak Counseling or others.
5. Intellectual Property
All content on this website, including text, graphics, logos, and images, is the property of Valley Oak Counseling and is protected by copyright and other intellectual property laws.
6. Payments and Appointments
Therapy sessions are billed according to the agreed-upon rate. Cancellations require 24-hour notice to avoid late fees unless otherwise specified in your client agreement.
7. Third-Party Links
Our site may contain links to third-party websites. We are not responsible for the content or practices of any linked sites.
8. Disclaimers
The site is provided on an 'as-is' basis. Valley Oak Counseling makes no warranties regarding the accuracy or reliability of the content.
9. Limitation of Liability
Valley Oak Counseling is not liable for any indirect, incidental, special, or consequential damages resulting from your use of the site.
10. Governing Law
These Terms are governed by the laws of the State of California without regard to its conflict of law provisions.
11. Contact Information
For questions regarding these Terms, please contact us at info@valleyoakcounseling.co.
Medical Disclaimers
1. Educational Purposes Only
The content provided on this website, including but not limited to articles, blog posts, videos, downloadable resources, and social media content, is for informational and educational purposes only.
This content is not intended to be a substitute for professional psychological, psychiatric, or medical advice, diagnosis, or treatment.
2. No Therapist-Client Relationship
Viewing this website or communicating with Valley Oak Counseling through this website or via email or social media does not create a therapist–client relationship.
Such a relationship is only established through a formal intake process and a signed consent for treatment.
3. Not a Crisis Resource
Valley Oak Counseling does not provide crisis counseling services through this website.
If you are experiencing a mental health emergency, please call 911 or go to your nearest emergency room. You may also contact the Suicide & Crisis Lifeline by dialing 988.
4. Location of Services
Valley Oak Counseling is based in Lafayette, California, and provides therapy services to residents of California only.
Accessing this website from outside California does not imply eligibility for services or imply that services are being offered in your location.
5. Accuracy of Information
While we strive to keep the information on this website current and accurate, Valley Oak Counseling makes no representations or warranties about the completeness, reliability, or suitability of the information contained herein.
6. External Links
This website may contain links to other websites or resources provided by third parties.
These links are provided for convenience only and do not constitute endorsement. Valley Oak Counseling is not responsible for the content or practices of any third-party websites.
7. Consent and Agreement
By using this website, you acknowledge and agree to the terms of this Medical Disclaimer.
If you do not agree to this disclaimer, you should not use our website or any affiliated content.
8. Contact Information
If you have any questions about this Medical Disclaimer, please contact us at:
Kate Leyva
Valley Oak Counseling
info@valleyoakcounseling.co
HIPAA Notice of Privacy Practices
This notice describes how your medical information may be used and disclosed and how you can get access to this information. Please review it carefully.
Your Rights:
- Get a copy of your paper or electronic medical record
- Correct your paper or electronic medical record
- Request confidential communication
- Ask us to limit the information we share
- Get a list of those with whom we’ve shared your information
- Get a copy of this privacy notice
- Choose someone to act for you
- File a complaint if you believe your privacy rights have been violated
Your Choices:
- Sharing information with family, close friends, or others involved in your care
- Sharing information in a disaster relief situation
- Including your information in a client directory
We will never share your information for marketing, sales, or fundraising without written consent.
Our Uses and Disclosures:
- Treat you (e.g., with other professionals at your request)
- Run our organization (e.g., administrative duties, quality improvement)
- Bill for your services
We may also share information:
- For public health and safety
- With health oversight agencies
- In response to legal requests
- With a coroner/medical examiner or for organ donation
- For workers’ compensation
- To law enforcement when legally required
We must maintain the privacy and security of your protected health information and will notify you in the event of a data breach.
To exercise your rights, contact our Privacy Officer at info@valleyoakcounseling.co
Accessibility
Valley Oak Counseling is committed to digital accessibility for all users.
If you experience difficulty accessing any part of our website, please contact us at info@valleyoakcounseling.co. We will provide requested information in an alternative format.
We aim to meet or exceed WCAG 2.1 Level AA standards.