Privacy Policy

Alssaro Counseling Services, PLLC

Effective Date: 12/15/2025 

Our Commitment to Your Privacy

Alssaro Counseling Services, PLLC is committed to responsibly collecting, using, and safeguarding your Protected Health Information (PHI) and other personal information. This Privacy Policy and Notice of Privacy Practices (“Notice”) explains how we may use and disclose your information, your rights regarding that information, and our legal obligations under the Health Insurance Portability and Accountability Act (HIPAA), applicable federal regulations, and New York State law, including the Mental Hygiene Law.

This Notice applies to all personal and mental health information created, received, maintained, or transmitted by Alssaro Counseling Services, whether in paper or electronic form.

When This Notice Applies

This Notice applies when you: 

  • Receive or seek mental health services
  • Complete intake, scheduling, billing, or administrative processes
  • Communicate with us by phone, email, portal, or secure messaging
  • Participate in programs, events, or services offered by Alssaro Counseling Services
  • Visit our website or online platforms, if applicable

Summary of Key Points

  • We collect and use personal and mental health information only as permitted by law
  • We do not sell your information or use PHI for marketing
  • We use secure electronic systems to store and transmit PHI
  • You have specific rights under HIPAA and New York law
  • We are required to notify you if a data breach occurs

Our Legal Responsibilities

Alssaro Counseling Services is required to: 

  • Maintain the privacy and security of your PHI
  • Provide you with this Notice describing our privacy practices
  • Abide by the terms of this Notice
  • Notify you of breaches of unsecured PHI
  • Accommodate reasonable requests for confidential communications
  • Notify you if we are unable to agree to a requested restriction

We reserve the right to revise this Notice and make changes effective for all PHI we maintain. When material changes occur, we will notify you by mail, email, or other appropriate means. 

What Information We Collect

We may collect the following information when you interact with us: 

  • Identifying Information: Name, address, phone number, email address, and date of birth
  • Health Information: Mental health history, diagnoses, treatment plans, and progress notes
  • Billing Information: Insurance details, payment methods, and billing records
  • Demographic Information: Information relevant to treatment and permitted by law
  • Communications: Messages, forms, feedback, and communication preferences

You are responsible for ensuring that the information you provide is accurate and current.

Your Counseling Record

Each interaction with Alssaro Counseling Services creates a counseling record. While the physical record is the property of Alssaro Counseling Services, the information within it belongs to you. 

Your record may include: 

  • Clinical assessments and treatment plans
  • Progress notes and observations
  • Billing and claims-related information
  • Care coordination documentation

You are responsible for ensuring that the information you provide is accurate and current.

How We May Use and Disclose Your Information

Treatment

We may use and share your information among clinicians and service providers involved in your care to coordinate and deliver treatment.

Payment

We may use and disclose information to bill and receive payment from insurance companies or other payers.

Healthcare Operations

We may use information for quality assurance, supervision, audits, compliance activities, training, and business operations.

Other Permitted or Required Uses

  • Public health reporting
  • Court orders, subpoenas, or legal processes
  • Workers’ compensation or disability determinations
  • Health oversight activities
  • Serious threats to health or safety

Electronic Systems and Technology

Your PHI may be stored, accessed, or transmitted using secure electronic systems, including: 

  • Electronic Health Record (EHR) systems
  • Telehealth platforms
  • Scheduling and intake systems
  • Billing and claims processing systems
  • Secure messaging and patient portals

Access to these systems is role-based, logged, and monitored in compliance with federal and New York State security standards. 

Sensitive Health Information

Certain types of information receive heightened protections under federal and New York State law and will not be disclosed without valid written authorization unless otherwise required by law. This includes, but is not limited to:

  • Mental health information
  • Sexual and reproductive health information
  • STI testing and treatment, including HIV-related information
  • Contraception and pregnancy-related care
  • Sexual orientation and gender identity information
  • Trauma history
  • Domestic or intimate partner violence information
  • Substance use information not protected under 42 CFR Part 2

This may also include demographic or identity-related information, such as a preferred name or pronouns, when such information is documented in connection with care, treatment planning, or clinical communication. Disclosure of this information is limited, justified, and documented in accordance with applicable privacy laws. 

HIPAA Privacy Rights

You have the right to: 

  • Access and obtain copies of your PHI in electronic or paper form
  • Request amendments or corrections to your record
  • Receive an accounting of disclosures of your PHI
  • Request restrictions on certain uses or disclosures
  • Request confidential communications by alternative means or locations
  • Receive breach notification if your PHI is compromised
  • Obtain a copy of this Notice at any time
  • File a complaint without fear of retaliation

Requesting Restrictions

You may request limits on: 

  • Disclosures to insurance companies, where permitted by law
  • Electronic sharing or portal access
  • Use or disclosure of specific parts of your record

All requests are reviewed and documented, though not all restrictions can be granted due to legal or operational requirements. 

Breach Notification

If your PHI is involved in a security or privacy breach, you will be notified in accordance with federal and New York State law. Notifications will include: 

  • A description of what occurred
  • The types of information involved
  • Steps taken to investigate and mitigate the issue
  • Steps you may take to protect yourself

Data Retention

We retain records for the period required by New York State and federal law, generally a minimum of seven (7) years, or longer where required by law, including records for minors, or as otherwise necessary for legal, clinical, or risk-management purposes. Records are securely archived or disposed of when no longer required.

Prohibition on Sale or Marketing

Alssaro Counseling Services does not sell your personal information and does not use PHI for marketing purposes.

Do Not Track and Cookies (If Applicable)

If we operate online platforms that use cookies or analytics tools, you may manage preferences through browser settings. We honor Do Not Track signals where technically feasible.

How to Contact Us

Alssaro Counseling Services, PLLC
481 Main Street, Suite 401
New Rochelle, NY 10801
Phone: (914) 355-2440

Filing Complaints and Civil Rights Protections

If you believe your privacy rights or civil rights have been violated, you may file a complaint with Alssaro Counseling Services or with the appropriate government agency. Filing a complaint will not affect your access to services and there will be no retaliation.

You may file a complaint with:

U.S. Department of Health & Human Services
Office for Civil Rights (OCR)
200 Independence Avenue, SW
Washington, DC 20201

OCR enforces HIPAA privacy, security, and breach notification rules, as well as federal civil rights laws that prohibit discrimination in healthcare on the basis of race, color, national origin, sex (including sexual orientation, gender identity, and pregnancy-related conditions), age, or disability.

You may also file a complaint with applicable New York State oversight or civil rights agencies, including the New York State Office of Mental Health or the New York State Division of Human Rights, as appropriate.

Grievance Procedure

  • 1. Discuss concerns with your provider, if appropriate
  • 2. Submit a written complaint to administration or the Clinical Director
  • 3. An investigation will be conducted and acknowledged
  • 4. A written response will be provided within a reasonable timeframe

This Notice is effective as of the date listed above.