Privacy Policy
Senior Counseling & Assessment Services
Website Privacy Policy
Last Updated January 1st, 2024
This privacy policy describes our policies and procedures on the collection, use, and disclosure of your information when you use the service, and tells you about your privacy rights and how the law protects you.
We use your personal data to provide and improve the service. By using the service, you agree to the collection and use of information in accordance with this privacy policy.
Definitions for the purposes of this Privacy Policy:
Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Senior Counseling and Assessment Services, 6777 E 11th St Tulsa, OK 74112.
Cookies are small files that are placed on your computer, mobile device or any other device by a website, containing the details of your browsing history on that website among its many uses.
Country refers to: Oklahoma, United States
Device means any device that can access the service such as a computer, a cellular phone, or a digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the website.
Service Provider means any natural or legal person who processes the data on behalf of the company. It refers to third-party companies or individuals employed by the company to facilitate the service, to provide the service on behalf of the company, to perform services related to the service or to assist the company in analyzing how the service is used.
Third-party Social Media Service refers to any website or any social network website through which a user can log in or create an account to use the service.
Usage Data refers to data collected automatically, either generated by the use of the service or from the service infrastructure itself (for example, the duration of a page visit).
Website refers to Senior Counseling and Assessment Services, accessible from www.seniorcounselingservice.com
You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the service, as applicable.
Collecting and Using Your Personal Data
Types of Data Collected
Personal Data
While using our service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:
Email address
First name and last name
Phone number
Address, City, State, Province, ZIP/Postal code
Usage Data
Usage Data
Usage Data is collected automatically when using the service.
Usage Data may include information such as your device's internet protocol address (e.g. IP address), browser type, browser version, the pages of our service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.
Tracking Technologies and Cookies
We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:
Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).
Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Learn more about cookies on the Privacy Policies website article.
We use both Session and Persistent Cookies for the purposes set out below:
Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
Cookies Policy / Notice Acceptance Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.
Tracking and Performance Cookies
Type: Persistent Cookies
Administered by: Third-Parties
Purpose: These Cookies are used to track information about traffic to the Website and how users use the Website. The information gathered via these Cookies may directly or indirectly identify you as an individual visitor. This is because the information collected is typically linked to a pseudonymous identifier associated with the device you use to access the Website. We may also use these Cookies to test new pages, features or new functionality of the Website to see how our users react to them.
For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.
Use of Your Personal Data
The Company may use Personal Data for the following purposes:
To provide and maintain our Service, including to monitor the usage of our Service.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
To manage Your requests: To attend and manage Your requests to Us.
For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.
We may share Your personal information in the following situations:
With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
With Your consent: We may disclose Your personal information for any other purpose with Your consent.
Retention of Your Personal Data
The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
Transfer of Your Personal Data
Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
Delete Your Personal Data
You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.
Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.
Disclosure of Your Personal Data
Business Transactions
If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.
Law Enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Other Legal Requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability
Security of Your Personal Data
The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
Detailed Information on the Processing of Your Personal Data
The Service Providers We use may have access to Your Personal Data. These third-party vendors collect, store, use, process and transfer information about Your activity on Our Service in accordance with their Privacy Policies.
Analytics
We may use third-party Service providers to monitor and analyze the use of our Service.
Google Analytics
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.
You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy
Email Marketing
We may use Your Personal Data to contact You with newsletters, marketing or promotional materials and other information that may be of interest to You. You may opt-out of receiving any, or all, of these communications from Us by following the unsubscribe link or instructions provided in any email We send or by contacting Us.
Usage, Performance and Miscellaneous
We may use third-party Service Providers to maintain and improve our Service.
Google Places
Google Places is a service that returns information about places using HTTP requests. It is operated by Google
Google Places service may collect information from You and from Your Device for security purposes.
The information gathered by Google Places is held in accordance with the Privacy Policy of Google: https://www.google.com/intl/en/policies/privacy/
Links to Other Websites
Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page and update the "Last updated" date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, You can contact us:
By email: Contact@SeniorCounselingService.com
NOTICE OF PRIVACY POLICY AND CLIENT RIGHTS
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.
PLEASE REVIEW IT CAREFULLY.
Senior Counseling & Assessment Services is required by applicable federal and state laws to protect the privacy of clients’ protected health information (PHI). The Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule defines PHI as individually identifiable health information and treatment, held, or maintained by a covered entity or its business associates acting for the covered entity, that is transmitted or maintained in any form or medium. This includes identifiable demographic information and information maintained in the same data set that could identify the individual and other information relating to the past, present, or future physical or mental health or condition of an individual, as well as the provision of payment of health care to an individual that is created or received by a healthcare provider, health plan, employer, or health care clearinghouse.
As a client of Senior Counseling & Assessment Services we will protect your privacy by limiting how we may use or disclose your PHI; limiting who may have access to your PHI; informing you of our legal duties with respect to your PHI; and explaining and strictly adhering to our privacy policies. These policies are in effect as of January 1st, 2024, and will remain in effect until updated.
This agency is required to provide this notice to you upon initiation of services. The current privacy notice will be posted in our main reception area, and it will be available by request at any time in paper copy and/or electronic form. We reserve the right to change these policies and the terms of this notice as allowed by state and federal laws, rules, or regulations. We reserve the right to make the revised notice effective for PHI already obtained from you, as well as any information we receive in the future. You will be provided a copy of any revised versions of this privacy policy in the format requested with its effective date.
USES AND DISCLOSURES OF YOUR PHI WITHIN THE AGENCY
TREATMENT: We will use your PHI to provide, coordinate, and/or manage your health care services. We maintain medical information about you in an electronic and paper medical record that allows us to share medical information for treatment purposes. We may contact you to provide information about services related to treatment, case management, care coordination, or to recommend other treatments or health–related benefits and services that may be of interest to you.
ADMINISTRATIVE OPERATIONS: We may use or disclose your PHI to fulfill inquiries that you have made regarding your services and to address grievances.
PAYMENT: Your PHI will be utilized, as needed, for this agency to determine insurance benefits, and to bill and obtain payment for services rendered. When applicable, we may share your PHI with a person who is involved in your medical care or payment for your services, such as the primary insurance member on your insurance policy.
HEALTH CARE OPERATIONS: This agency may use your PHI to conduct quality improvements, to aid in the development of clinical guidelines, care coordination, and/or case management. This agency may also use your PHI to review the competence of our clinical staff, to provide supervision to our staff, and to perform internal audits.
APPOINTMENT REMINDERS: This agency may use your PHI to contact you to provide reminders and/or to attempt to confirm your appointments.
CLIENT SURVEYS: We may use your medical information to contact you, at your method of request, for the purposes of conducting client satisfaction surveys or to follow-up on the services we provided.
IDENTIFYING FOR AN APPOINTMENT: Your first and/or last name may be disclosed in a waiting room to identify you as a client for your appointment.
PROOF OF APPOINTMENT: Upon your request, a letter that provides general information regarding your appointment will be provided to you, or directly to the entity of your request, without the need to obtain a signed release of medical records form. The letter may contain the name of the agency and its contact information, your name, dates/times of service, and the name and credentials of the health care provider rendering services to you.
BUSINESS ASSOCIATES: We may disclose your medical information to other entities that provide a service to us or on our behalf that requires the release of client medical information. Such entities require a business associate agreement which obligates entities to protect the privacy of your information and requires them to refrain from using or disclosing any information other than what is specified in their agreement. This agency has business associate agreements to support the ability to render services to you, such as the electronic health software utilized to maintain your PHI and to handle billing services.
USES AND DISCLOSURES NOT REQUIRING YOUR AUTHORIZATION
There are circumstances, required by federal, state, and/or local law, where Senior Counseling & Assessment Services may use or disclose your PHI without your consent nor written authorization.
CHILD AND ELDERLY ABUSE OR NEGLECT: If any representative of this agency has been informed, or has reason to believe, that a minor and/or an elderly individual is the victim of abuse or neglect, the law requires that a report be made to the appropriate government agency. This requirement applies to all minors and elderly individuals, not only clients of this agency.
THREATS TO SAFETY: This agency may disclose your PHI to the extent necessary to aid in averting a serious and imminent threat to your health or safety, or the health and safety of others. This may include disclosing relevant PHI to authorities and/or those that have been identified as a potential victim.
EMERGENCIES: We may disclose your PHI during an emergency to notify or assist in notifying a family member or another person responsible for your care about your location, your general condition, or in the event of your death. If you are able and available to agree or object, we will give you the opportunity to object prior to making these disclosures, although we may disclose information in a disaster over your objection if we believe it is necessary to respond to emergency circumstances. If you are unable or unavailable to agree or object, our health care professionals will use their best judgment in communication with your family or others. We may use or disclose your medical information if you need emergency treatment or if we are required by law to treat you but are unable to obtain your consent.
HEALTH CARE OVERSIGHT: We must disclose your PHI when we are required to do so by a health oversight agency for activities authorized by law. Such activities could include audits, investigations, inspections, and certifications/accreditations reviews. These activities are necessary for the government to monitor the health care system, compliance with civil right laws and government programs, and to provide high standards of care.
DISCIPLINARY GRIEVANCE: If you submit a grievance against any of our health care providers to their respective licensing board, your relevant PHI may be used as part of the proceedings.
COURT ORDER: You will be notified if a court order is issued for your PHI. We may only disclose the information specifically described in a court order. Please be advised that a court order is issued by a judge; therefore, such order cannot be denied.
WORKERS’ COMPENSATION: We may release your medical information for workers' compensation or similar programs.
CHANGE OF OWNERSHIP: In the event that Senior Counseling & Assessment Services is sold or merged with another organization, your information will become the property of the new owner. You will maintain the right to request that copies of your PHI be transferred to another provider.
CORONERS, MEDICAL EXAMINERS AND FUNERAL DIRECTORS: We may release your PHI to a coroner, medical examiner and/or funeral director.
PROTECTIVE SERVICES FOR THE PRESIDENT AND OTHERS: We may disclose medical information about you to authorized federal officials so they may provide protection to the President, other authorized persons or foreign heads of state or to conduct special investigations.
MILITARY/VETERANS: If you are a member of the armed forces, we may disclose your medical information as required by military command authorities.
LAW ENFORCEMENT: We may disclose your PHI to law enforcement officials or personnel of a correctional institutional if you are in lawful custody while receiving treatment.
NATIONAL SECURITY AND INTELLIGENCE ACTIVITIES: We may disclose your PHI for military or national security purposes. We may release medical information about you to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized by law.
USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
Senior Counseling & Assessment Services will request written authorization from you to use your PHI or to disclose it to anyone for any purpose or situation beyond reasons included in providing general consent for services and applicable laws. If you provide authorization to use or disclose your medical information, you may revoke the authorization, in writing, at any time. However, revocations will not affect any use or disclosure permitted by the authorization while it was in effect.
THIRD PARTY REQUESTS PHI: If your PHI is requested by an outside party, such as your primary care physician, we must obtain a signed authorization form prior to releasing the specific information requested. If your health care provider is concerned regarding the PHI that has been requested, such provider will address such concerns with you. The authorization form must be received by your provider prior to your PHI being disclosed.
SENIOR COUNSELING & ASSESSMENT SERVICES REQUESTS PHI: If you request that your health care provider at this agency initiates the disclosure of your PHI to a third party, such as your psychiatrist, you will be required to sign an authorization form for the provider to release the requested information. The third party must receive the authorization form prior to being able to receive the requested information from your provider.
SUBPOENA: If someone, such as a court clerk or a lawyer, issues a subpoena for your PHI, your provider will attempt to obtain your authorization for the release of such information. If you do not authorize such information to be released, your provider will inform the requesting party of such. However, the requesting party can petition a judge to issue a court order for the requested PHI, which would require the provider to disclose such information without your authorization.
MARKETING OR FUNDRAISING ACTIVITIES: We will not use or disclose your PHI for marketing or fundraising purposes without your written authorization.
CLIENT RIGHTS
You have the rights described below regarding the medical information that we maintain. You are required to submit a written request to exercise any of these rights. You may contact our medical record department or Privacy Official at 918-787-7678 to obtain a form that you can use to exercise any of the rights listed below.
RIGHT TO A COPY OF THIS NOTICE: You have the right to a paper copy or electronic copy of this notice at any time.
RIGHT TO RECEIVE CONFIDENTIAL COMMUNICATIONS: You have the right to choose how we contact you, such as by telephone, email, or mail. We will accommodate all reasonable requests. You have the right to amend your desired method of contact, in writing, at any time.
RIGHT TO OBTAIN PHI ELECTRONICALLY: You have the right to gain access to your PHI, in accordance to our agreement and this policy, electronically.
RIGHT TO INSPECT AND COPY: You have the right to inspect and obtain copies of your PHI, subject to the limitations of applicable laws and policies. Your request must be in writing, and we may charge a fee, as allowed by law, for copying of your record. We will provide you with access to your PHI in the format requested, if it is available in such format. We may deny your request to inspect and/or provide you with a copy of your medical information in certain circumstances. If you are not permitted access, you may request that the denial be reviewed. A licensed health care professional chosen by us will review the request and denial. The person conducting the review will not be the person who denied the original request. We will comply with the outcome of the review.
RIGHT TO AMEND: If you feel the medical information we created is incorrect or incomplete, you may submit a request for an amendment until we no longer maintain such information. You must provide a reason that supports your amendment request, and such request must be made in writing. We may deny the request if it is for us to amend information that we did not create or do not maintain. We may also deny the request if the information is accurate and complete, or if it is not included in the information that a client would be permitted to inspect and/or copy. If we agree to the amendment, we will make a reasonable effort to inform others of the amendment and to include the changes in any future disclosures of such information.
RIGHT TO REQUEST RESTRICTIONS: You have the right to request that we place additional restrictions on our use or disclosure of your PHI unless our use and/or disclosure is required by law. In the request, you must indicate the type and information included in the restriction, as well as who the restriction applies to. We are not required to agree to requested restrictions.
RIGHT TO REVOKE AUTHORIZATION: You have the right to terminate or amend previously requested authorizations and/or restrictions. Requests for termination of requested authorizations and/or restrictions must be in writing. However, revocations will not affect any use or disclosure permitted by the authorization while it was in effect.
RIGHT TO AN ACCOUNTING OF DISCLOSURES: You have the right to request and receive a list of instances in which we disclosed your PHI for unauthorized reasons, such as due to an emergency. You have the right to request one free accounting of disclosures every 12 months. The request must state a time period, which may not be longer than 6 years and may not include dates before January 1st, 2024. If the request occurs more than once in a 12-month period, we may charge you for the costs of providing the list. We will notify you of the cost involved and you may choose to withdraw or modify the request before any costs are incurred.
RIGHT TO BE NOTIFIED OF A BREACH: You have the right to receive notice in the event of a breach of confidentiality. As required by law, Senior Counseling & Assessment Services will notify you of any breach of your PHI that is unsecured. Unsecured PHI is information that is not secured via a methodology identified by the Secretary of the U.S. Department of Health and Human Services that renders the PHI unusable, unreadable, and indecipherable to unauthorized users. We are required to notify you by first class mail of any breaches of unsecured PHI as soon as possible, but in any event, no later than 60 days following the discovery of the breach.
The notice is required to include the following information:
A brief description of the breach, including the date of the breach and the date of its discovery, if known
A description of the type of unsecured PHI involved in the breach
Steps you should take to protect yourself from potential harm resulting from the breach
A brief description of actions we are taking to investigate the breach, mitigate losses, and protect against further breaches
Contact information, including a toll-free telephone number, e-mail address, website, or postal address where you can ask questions or obtain additional information.
In the event the breach involves 10 or more clients whose contact information is out of date, we will post a notice on the home page of our website or in a major print or broadcast media. If the breach involves more than 500 clients in the state or jurisdiction, we will send notices to prominent media outlets. If the breach involves more than 500 clients, we are required to immediately notify the Secretary. We are also required to submit an annual report to the Secretary detailing a list of breaches that involve more than 500 clients during the year and maintain a written log of breaches involving less than 500 clients.
RIGHT TO FILE A GRIEVANCE: If you believe that your privacy rights have been violated, you may file a complaint with this agency or with the Office of Civil Rights of the Department of Health and Human Services.
To file a complaint with this agency, or to obtain further information regarding privacy policies, you may contact our Privacy Official by telephone at 918-787-7678, or email Contact@SeniorCounselingService.com or by mail at 6777 E 11th St Tulsa, OK 74112. To file a complaint with the Office of Civil Rights of the Department of Health and Human Services, you must submit the complaint within 180 days of when you knew or should have known of the circumstance that led to the complaint. The complaint must be submitted in writing. Information on how to file a complaint can be located on the Office of Civil Rights website at: http://www.hhs.gov/ocr/privacy/index.html. You will not be penalized for filing a complaint.
Violations of the federal law and regulations, 45 CFR 164.520 and 42 CFR, Part 2, are a crime. Suspected violations may be reported to appropriate authorities in accordance with these regulations.
Last updated: January 1st, 2024