Privacy Policy

For Psyche's Clay LLC

Effective Date: 7-6-2025

1. Introduction

We respect your privacy and are committed to protecting your personal information. This Privacy Policy describes how Psyche's Clay LLC ("we," "us," or "our") collects, uses, and discloses your personal information, particularly Protected Health Information (PHI), in connection with our art therapy clinic services and, where applicable, our pottery studio operations, including our website and online presence. We are committed to protecting your privacy and ensuring the confidentiality and security of your information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable federal and state laws.

By engaging with our services, whether in person, through our website, or via other online interactions, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect various types of information, depending on your engagement with our services:

2.1 For Art Therapy Clients (Protected Health Information - PHI)

For individuals receiving art therapy services, we collect PHI, which may include:

Demographic Information: Name, address, date of birth, contact information (phone, email).
Health Information: Medical history, mental health history, diagnoses, treatment plans, progress notes, art therapy creations (as they relate to therapy), and other information related to your physical or mental health.
Billing and Insurance Information: Insurance policy details, billing addresses, payment history, and financial information necessary for payment processing.
Other Information: Information from other healthcare providers, family members, or legal guardians as necessary for your treatment, with your consent or as permitted/required by law.

2.2 For Pottery Studio Participants and General Inquiries (Non-PHI)

For individuals participating in pottery classes, workshops, purchasing products, or making general inquiries not related to art therapy services, we may collect non-PHI, such as:

Information You Provide: When you make a purchase, interact with us in person, or contact us through our website, we collect your name, email address, billing details, and any other information you provide. This includes personally identifiable information (e.g., name, email, password, communications), payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile information.
Automatically Collected Information: We collect your Internet Protocol (IP) address (used to connect your computer to the Internet), login details, browsing behavior, and purchase history using monitoring tools. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. This data is collected automatically through cookies and other tracking technologies.
Information from Interactions: Details from your communications with us via email, online forms, social media, or other communication channels.

3. How We Collect Information

We collect information when you:

Conduct a transaction on our website.
Contact us through our website or through email at info@PsychesClay.com.
In person communications.

4. How We Use Your Information

4.1 For Art Therapy Clients (PHI)

We use your PHI primarily for the following purposes, as permitted by HIPAA:

Treatment: To provide, coordinate, and manage your art therapy services, including developing treatment plans, consulting with other healthcare providers (with your consent), and documenting your progress.
Payment: To bill and collect payment for the services you receive, including submitting claims to your insurance company, verifying eligibility, and processing payments.
Healthcare Operations: For activities necessary for the proper functioning of our clinic, such as quality improvement, training, business management, and legal/auditing purposes.
As Required or Permitted by Law: We may use or disclose your PHI when required by law (e.g., public health activities, judicial proceedings, law enforcement requests) or as otherwise permitted by HIPAA without your authorization (e.g., to prevent a serious threat to health or safety).
With Your Authorization: For any other uses or disclosures not covered by the above, we will obtain your written authorization. You have the right to revoke this authorization at any time.

4.2 For Pottery Studio Participants and General Inquiries (Non-PHI)

We use non-PHI for:

Service Delivery: To provide and operate the website and services, register you for classes, workshops, or events, and to process product orders.
Communication: To send you updates, confirmations, respond to your inquiries, provide ongoing customer assistance and technical support, and send general or personalized service-related notices and promotional messages.
Marketing: To inform you about new classes, workshops, products, or promotions that may be of interest (you can opt-out at any time).
Payment Processing: To process transactions for classes or products.
Website Improvement: To analyze website usage, understand user behavior, and improve our website's functionality and content. This includes creating aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services.
Internal Operations: For internal record-keeping, business analysis, and to maintain the security and safety of our services.
Legal Compliance: To comply with any applicable laws and regulations.

5. How We Share Your Information

5.1 For Art Therapy Clients (PHI)

We may share your PHI under specific circumstances, always adhering to the "minimum necessary" principle:

With Other Healthcare Providers: For coordination of your treatment, with your consent.
With Business Associates: We may share PHI with third-party service providers (Business Associates) who perform functions on our behalf (e.g., billing services, electronic health record (EHR) providers, cloud storage). We have written agreements (Business Associate Agreements) with these entities requiring them to protect your PHI.
Family Members/Personal Representatives: We may disclose PHI to family members or personal representatives involved in your care or payment for care, consistent with your preferences or as permitted by law.
As Required or Permitted by Law: As described in Section 4.1.
With Your Authorization: Any other sharing of your PHI will require your specific written authorization.

5.2 For Pottery Studio Participants and General Inquiries (Non-PHI)

We use your personal information to fulfill orders, communicate with you, and improve our website, products and services. We may share your information with third-party services (e.g., payment processors, website analytics providers, email marketing platforms, website hosting) to process transactions and for other services necessary for our operations, under appropriate confidentiality agreements. We do not sell or rent your personal information to third parties. We may also disclose non-PHI when required by law or to protect our rights, property, or safety.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to collect and use information about you when you visit our website. Wix and Psyche’s Clay LLC use cookies for important reasons, such as:

What are Cookies? Cookies are small data files placed on your computer or mobile device when you visit a website. They are widely used to make websites work or to work more efficiently, as well as to provide reporting information.
How We Use Them: We use cookies to:
- Provide a great experience for visitors and customers.
- Identify your registered members (users who registered to your site).
- Monitor and analyze the performance, operation and effectiveness of the website.
- Improve our website, product and services security and safety.
- Remember your preferences and settings.
- Understand how you use our website (e.g., which pages you visit, how long you stay).
- Deliver relevant advertising (if applicable).
Your Choices: Most web browsers are set to accept cookies by default. You can choose to set your browser to remove or reject browser cookies. However, if you do so, some features of our website may not function properly.

Please contact us if you want to know more information about the cookies and their use at info@psychesClay.com.

7. Data Storage

Our company website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products/services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.

All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

8. Communication with Site Visitors

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our Terms and Conditions, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text messages, and postal mail.

9. Your Rights

9.1 Your Rights Regarding Your PHI (For Art Therapy Clients)

As an art therapy client, you have specific rights concerning your PHI under HIPAA:

Right to Access: You have the right to inspect and obtain a copy of your PHI.
Right to Request an Amendment: You can request an amendment to your PHI if you believe it is inaccurate or incomplete.
Right to an Accounting of Disclosures: You have the right to request an accounting of certain disclosures of your PHI made by us.
Right to Request Restrictions: You can request restrictions on certain uses or disclosures of your PHI. We are generally not required to agree, except for disclosures to a health plan for services for which you have paid out-of-pocket in full.
Right to Request Confidential Communications: You can request to receive communications of PHI by alternative means or at alternative locations.
Right to a Paper Copy of this Privacy Policy: You have the right to obtain a paper copy of this Privacy Policy upon request.

To exercise any of these rights related to your PHI, please submit a written request to our Privacy Officer at [Privacy Officer Contact Information - e.g., email address or mailing address].

9.2 Your Rights Regarding Non-PHI (For Pottery Studio Participants and General Inquiries)

For non-PHI, you have the right to:

Access and update your personal information.
Opt out of marketing communications.
Request deletion of your data.

If you don’t want us to process your data anymore, or if you have any questions or concerns about our privacy practices regarding non-PHI, please contact us at info@psychesClay.com.

10. Third-Party Links

Our website or communications may contain links to third-party websites or services that are not owned or controlled by Psyche's Clay LLC. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our art therapy services may involve minors, and we are committed to protecting their privacy in accordance with applicable laws, including HIPAA. For our pottery studio operations, our website and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13 without verifiable parental consent. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information.

12. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon posting on the website. If we make changes to this policy, we will post the revised policy to our website, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. Therefore, you should review these pages periodically.

13. Contact Information

If you have any questions about this Privacy Policy, our privacy practices, or if you believe your privacy rights have been violated, please contact our Privacy Officer:

Privacy Officer:

William Van Cleave info@psychesclay.com 256-203-4088

For general inquiries or requests regarding non-PHI data processing (e.g., opting out of marketing, data deletion), you may also contact us at info@psychesClay.com.

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.