Notice of Privacy Practices

Earthrise Counseling, LLC
Lisa Marie Persaud, LPC, NCC
Founder & Licensed Professional Counselor

Effective Date: October 11, 2026

Your Information. Your Rights. Our Responsibilities.

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.

Earthrise Counseling, LLC is an independently operated, Arizona-based online counseling practice providing services to adults in Arizona, Colorado, Florida, Minnesota, Ohio, and Texas.

Your privacy, dignity, and confidentiality are important to the counseling relationship. This Notice of Privacy Practices explains your rights concerning protected health information (PHI), how this information may be used or disclosed, and Earthrise Counseling’s responsibilities under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable laws.

Protected health information includes individually identifiable information relating to your physical or mental health, the health care services you receive, and payment for those services, whether maintained electronically, in writing, or in other forms.

This notice applies to protected health information created, received, maintained, or transmitted by Earthrise Counseling in connection with the practice’s counseling services.

Your Rights

When it comes to your health information, you have certain rights. This section explains those rights and Earthrise Counseling’s responsibilities.

1. Get an Electronic or Paper Copy of Your Health Record

You may request access to or a copy of your medical and mental health information maintained in Earthrise Counseling’s designated record set.

You may request an electronic or paper copy of applicable clinical records.

Earthrise Counseling will generally provide access or a copy within 30 days of receiving your request, subject to extensions and exceptions permitted by law.

With your agreement, a summary of the information may be provided instead of a copy of the applicable records.

A reasonable, cost-based fee may apply, as permitted by law.

Separately maintained psychotherapy notes, as defined under HIPAA, are generally excluded from the standard right of access. Other applicable laws may provide additional rights.

2. Ask to Correct Your Health Record

You may request an amendment to health information you believe is incorrect or incomplete.

Earthrise Counseling will review your request and generally respond within 60 days, subject to legally permitted extensions.

If your request is denied, you will receive a written explanation of the reason and information about your applicable rights, including the ability to submit a statement of disagreement.

3. Request Confidential Communications

You may ask Earthrise Counseling to communicate with you through a particular method or at a specific telephone number, email address, or mailing address.

For example, you may request that appointment reminders be sent to a particular email address or that messages not be left on a shared telephone.

Earthrise Counseling will accommodate reasonable requests for confidential communications.

Please communicate any specific preferences or privacy-related concerns regarding how you wish to be contacted.

4. Ask Us to Limit What We Use or Share

You may request restrictions on certain uses or disclosures of your protected health information for treatment, payment, or health care operations.

Earthrise Counseling is not generally required to agree to every requested restriction. If a restriction is accepted, the practice will honor it, subject to applicable legal exceptions, including certain circumstances involving emergency treatment.

Services Paid for in Full Out of Pocket

If you pay for a health care service in full out of pocket, you may request that information relating solely to that service not be disclosed to your health plan for payment or health care operations.

Earthrise Counseling will honor qualifying requests unless disclosure is required by law.

This right applies even when other services involve insurance-related arrangements.

5. Get a List of Certain Disclosures

You may request an accounting of certain disclosures of your protected health information made during the six years preceding your request.

The accounting generally identifies when information was disclosed, to whom, and for what purpose.

Certain disclosures are excluded, including many disclosures for treatment, payment, and health care operations, and certain disclosures you authorized.

One accounting in a 12-month period will be provided without charge. A reasonable, cost-based fee may apply for additional requests within the same period.

Requests will be processed within the timeframes required by applicable law.

6. Get a Copy of This Privacy Notice

You may request a paper copy of this Notice of Privacy Practices at any time, even if you previously agreed to receive it electronically.

Earthrise Counseling will provide a paper copy upon request.

An electronic copy is also available on the Earthrise Counseling website.

7. Choose Someone to Act for You

If an individual has legal authority to act on your behalf, such as through an applicable health care power of attorney or legal guardianship, that person may be able to exercise your rights regarding protected health information.

Earthrise Counseling will verify the individual’s authority and evaluate applicable legal protections before allowing access or accepting instructions.

8. File a Complaint if You Believe Your Rights Have Been Violated

You may file a privacy complaint with Earthrise Counseling or directly with the U.S. Department of Health and Human Services, Office for Civil Rights.

Contact information is provided at the end of this notice.

Earthrise Counseling will not retaliate against you for filing a privacy complaint or exercising your rights under applicable law.

Your Choices

For certain uses and disclosures of your health information, you have the right to express your preferences.

If you have a preference concerning information shared in the circumstances described below, please communicate your wishes to Earthrise Counseling.

9. Family Members, Friends, and Others Involved in Your Care

You may identify family members, close friends, partners, or other individuals involved in your care or payment for your care with whom you permit certain information to be shared.

You may also object to or limit particular disclosures.

If you are unable to communicate your preferences, Earthrise Counseling may disclose limited information when permitted by law and determined to be in your best interest.

Additional state-law protections or professional confidentiality requirements may impose stricter limitations on disclosures involving mental health information.

Earthrise Counseling does not routinely disclose counseling information to family members, partners, employers, or other individuals merely because they request it or have a relationship with you.

10. Disaster Relief and Serious Threats to Safety

In legally permitted circumstances, protected health information may be shared to assist with disaster relief or to prevent or reduce a serious and imminent threat to health or safety.

Such disclosures are subject to applicable legal requirements and professional responsibilities.

11. Uses and Disclosures Requiring Written Authorization

Your written authorization is generally required for:

Uses or disclosures of protected health information for marketing purposes, subject to limited exceptions permitted by law.
The sale of protected health information.
Most uses or disclosures of separately maintained psychotherapy notes.

Earthrise Counseling does not sell protected health information.

The practice does not use or disclose clients’ protected health information for marketing purposes.

Earthrise Counseling does not use protected health information to solicit fundraising contributions.

General educational content, website publications, professional outreach, and public communications about the practice are separate from the use or disclosure of clients’ protected health information.

Other uses or disclosures of protected health information not described in this notice will be made only with your written authorization, unless otherwise permitted or required by applicable law.

When written authorization is required, you may revoke that authorization in writing at any time, except to the extent that actions have already been taken in lawful reliance on it.

12. Psychotherapy Notes

HIPAA provides additional confidentiality protections for psychotherapy notes that meet its specific definition.

Psychotherapy notes are notes recorded by a mental health professional documenting or analyzing the contents of counseling conversations and maintained separately from the general clinical record.

Earthrise Counseling maintains clinical documentation in SimplePractice. When clinically appropriate, the treating clinician may also create separately maintained psychotherapy notes.

Routine clinical documentation, including progress notes, diagnoses, treatment plans, medication information, session times, and other information excluded from HIPAA’s definition, is not considered psychotherapy notes under HIPAA.

Most uses or disclosures of qualifying psychotherapy notes require your written authorization.

Limited exceptions may include:

Use by the originating clinician for your treatment.
Certain training or supervision activities permitted under HIPAA.
Defense of legal proceedings initiated by you.
Certain legally authorized health oversight activities.
Disclosures required by law, within applicable limits.
Certain disclosures to coroners or medical examiners.
Disclosures necessary to avert a serious threat to health or safety, when legally permitted.
Disclosures to the U.S. Department of Health and Human Services for HIPAA compliance oversight.

Additional restrictions may apply under state law.

Our Uses and Disclosures

13. How We Typically Use or Share Your Health Information

Earthrise Counseling may use or disclose protected health information for treatment, payment, and health care operations without your separate written authorization when permitted by HIPAA and other applicable federal and state laws.

Important: HIPAA’s permissions for these activities do not override more protective state confidentiality laws or additional federal restrictions on certain types of health information. Depending on the information involved and the applicable law, certain disclosures may require your written authorization, additional consent procedures, or another specific legal basis.

Please refer to Section 16: Professional Ethics and Additional State Confidentiality Protections for further information about protections applicable to counseling communications and mental health records.

Treatment

Earthrise Counseling may use your health information to provide counseling services, document treatment, coordinate care, consult with other health care professionals involved in your treatment, make referrals, and support your ongoing care.

Example: When clinically appropriate and legally permitted, I may consult with another treating health care professional, such as your psychiatrist or primary care provider, to coordinate care or address concerns relevant to your treatment.

Treatment Disclosures and the Minimum-Necessary Standard

Under HIPAA, disclosures to, and requests by, health care providers for treatment purposes are generally exempt from the minimum-necessary requirement. This allows treating professionals to obtain information relevant to providing appropriate care without being restricted to a predetermined minimum amount under that HIPAA standard.

However, this exception does not mean that all health information must be disclosed or that every treatment-related disclosure is automatically permitted. Other federal and state confidentiality laws, professional ethical obligations, and special protections for certain records may impose additional requirements.

Earthrise Counseling approaches treatment-related disclosures thoughtfully, considering clinical relevance, confidentiality, coordination of care, and applicable legal obligations.

Additional Confidentiality Protections for Treatment Disclosures

Certain state laws, including those governing mental health treatment records and privileged counseling communications, may require additional authorization or establish specific limitations on disclosures between health care professionals.

Earthrise Counseling follows applicable requirements as further described in Section 16: Professional Ethics and Additional State Confidentiality Protections.

Payment

Earthrise Counseling may use or disclose health information as necessary for billing, payment processing, financial recordkeeping, and other legally permitted payment-related activities.

Example: I may use information identifying the counseling service provided, its date, and the associated charge to prepare an invoice, process payment, or maintain an accurate billing record through the practice management system.

Earthrise Counseling operates primarily as a private-pay counseling practice. When applicable, clients who pay for a service in full out of pocket may request restrictions on disclosure of information relating solely to that service to a health plan for payment or health care operations. Qualifying requests will be honored unless disclosure is required by law.

Health Care Operations

Earthrise Counseling may use or disclose health information for legally permitted health care operations, including practice administration, quality improvement, record management, compliance activities, and activities necessary to support the delivery of counseling services.

Example: I may review clinical documentation in SimplePractice to evaluate continuity of care, maintain accurate records, and support the quality and organization of counseling services.

Minimum-Necessary Protections

For uses, disclosures, and requests to which HIPAA’s minimum-necessary standard applies, Earthrise Counseling takes reasonable steps to limit protected health information to the amount necessary to accomplish the intended purpose.

The minimum-necessary standard does not apply to certain legally recognized exceptions, including qualifying disclosures to or requests by health care providers for treatment purposes, disclosures to the individual, and uses or disclosures made pursuant to the individual’s HIPAA authorization.

All uses and disclosures remain subject to applicable federal and state confidentiality requirements, professional obligations, and other legally required safeguards.

14. Other Legally Permitted or Required Uses and Disclosures

Certain additional uses and disclosures of protected health information may be permitted or required without individual authorization when specific legal conditions are satisfied.

Public Health and Safety

Information may be disclosed for legally authorized public health and safety purposes, including disease prevention, product recalls, adverse medication reactions, required reporting, and prevention of serious threats to health or safety.

Reporting Abuse, Neglect, or Exploitation

Information may be disclosed when required or permitted under applicable laws concerning suspected abuse, neglect, domestic violence, or exploitation of vulnerable individuals.

As a licensed professional counselor, I am subject to applicable mandatory-reporting requirements, which may include reporting suspected abuse, neglect, or exploitation of children or vulnerable adults and responding to certain serious threats to health or safety. The circumstances, procedures, and scope of any required disclosure depend on applicable federal and state laws.

Health Oversight Activities

Information may be disclosed to legally authorized oversight agencies for audits, investigations, inspections, licensing activities, or related oversight functions.

Compliance With the Law

Earthrise Counseling will disclose protected health information when legally required to do so, including to the U.S. Department of Health and Human Services for authorized HIPAA compliance activities.

Research

Certain uses or disclosures for health research may be permitted when the requirements of applicable law are satisfied, including any necessary authorizations, waivers, or safeguards.

Earthrise Counseling does not routinely use identifiable client health information for research activities.

Organ and Tissue Donation

When applicable, information may be disclosed to authorized organ procurement organizations as permitted by law.

Coroners, Medical Examiners, and Funeral Directors

Information may be disclosed to legally authorized individuals performing duties involving a deceased person.

Workers’ Compensation

Protected health information may be disclosed when permitted or required under applicable workers’ compensation laws.

Law Enforcement and Government Functions

Certain disclosures may be permitted or required for law enforcement, national security, military functions, health oversight, and other specifically authorized governmental purposes.

Judicial and Administrative Proceedings

Information may be disclosed in response to a court order, administrative order, subpoena, or other legal process when the applicable requirements for disclosure have been satisfied.

A subpoena alone does not necessarily permit unrestricted disclosure of confidential counseling records. Additional requirements or protections may apply.

Earthrise Counseling will consider applicable federal and state confidentiality requirements before responding to requests for mental health treatment information.

Potential Redisclosure by Recipients

In certain circumstances, information lawfully disclosed to another person or organization may be redisclosed by that recipient and may no longer be protected by HIPAA if the recipient is not subject to HIPAA.

Other applicable laws, including state mental health confidentiality laws and 42 CFR Part 2, may continue to restrict the use or redisclosure of particular information.

Earthrise Counseling will comply with applicable requirements governing initial disclosures, but cannot guarantee that every recipient is independently subject to HIPAA.

15. Additional Protections for Substance Use Disorder Records

Certain substance use disorder (SUD) treatment records receive additional confidentiality protections under federal law, including 42 CFR Part 2.

These protections apply to records meeting the requirements of Part 2, including certain records originating from qualifying federally assisted substance use disorder treatment programs.

Earthrise Counseling is an independently operated mental health counseling practice. When the practice receives or maintains information protected by Part 2, it will handle that information in accordance with applicable federal confidentiality requirements.

The protections established under Part 2 do not automatically apply to every counseling discussion involving substance use.

Patient Consent

Part 2 generally requires written patient consent for uses or disclosures of protected substance use disorder records unless a specific exception permits or requires the use or disclosure.

A valid written consent must satisfy applicable federal requirements, including identification of the information involved, authorized parties or categories of parties, purposes of disclosure, applicable duration, and the individual’s right to revoke consent.

Under current federal regulations, individuals may provide a single written consent authorizing future uses and disclosures of Part 2 records for treatment, payment, and health care operations.

Such consent remains subject to its terms and applicable legal requirements, including the individual’s right to revoke consent in writing. Revocation generally does not affect actions already taken in lawful reliance on the consent.

Redisclosure of Part 2 Records

When Part 2 records are disclosed pursuant to valid consent for treatment, payment, or health care operations, a HIPAA-covered entity or business associate receiving those records may subsequently use or disclose them as permitted by HIPAA, subject to applicable Part 2 restrictions and other legal requirements.

Certain subsequent disclosures may therefore occur without obtaining a new Part 2 consent for each individual disclosure, provided the initial consent and applicable law authorize the activity.

However, Part 2 records do not lose all special confidentiality protections merely because they have been received by a HIPAA-covered provider.

When disclosures of Part 2 records are made pursuant to written patient consent, applicable requirements concerning notices accompanying disclosure and a copy of the consent or a clear explanation of its scope must be followed.

Investigations and Legal Proceedings

Part 2 provides special protections against the use or disclosure of protected substance use disorder records, or testimony describing information in those records, in civil, criminal, administrative, or legislative investigations or proceedings against the individual.

Such information generally may not be used or disclosed for these purposes without the individual’s specific written consent or a qualifying court order issued following the legally required procedures, including notice and an opportunity to be heard. A qualifying court order must be accompanied by a subpoena or other legal requirement compelling disclosure before the records are used or disclosed.

Consent for use or disclosure in these proceedings must meet applicable Part 2 requirements and cannot simply be combined with a general consent for treatment, payment, or health care operations.

Additional Protections for SUD Counseling Notes

Certain substance use disorder counseling notes, as specifically defined under Part 2, may be subject to separate written consent requirements and additional confidentiality protections.

These notes are distinct from ordinary substance use disorder treatment records and from routine clinical progress notes.

Fundraising

Earthrise Counseling does not use Part 2-protected information to solicit fundraising contributions.

If practices involving Part 2-protected information and fundraising were to change, applicable advance notice, choice, and opt-out requirements would be followed.

Additional Legal Protections

Where applicable federal or state law provides greater confidentiality protections, Earthrise Counseling will follow those requirements.

16. Professional Ethics and Additional State Confidentiality Protections

Earthrise Counseling is committed to protecting the confidentiality of counseling relationships in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the American Counseling Association (ACA) Code of Ethics, and applicable federal and state laws.

Earthrise Counseling is based in Arizona and provides authorized online counseling services to adults in Arizona, Colorado, Florida, Minnesota, Ohio, and Texas.

HIPAA establishes federal privacy protections. Certain state laws provide additional safeguards for mental health treatment records, confidential counseling communications, and privileged professional relationships.

Arizona

Arizona law establishes confidentiality protections for medical and payment records and recognizes a behavioral health professional-client privilege, subject to applicable statutory exceptions.

Colorado

Colorado law protects confidential communications between clients and mental health professionals and restricts disclosures without consent, subject to legally recognized exceptions.

Florida

Florida law recognizes confidentiality and privilege for communications between licensed mental health professionals and their clients, including specific requirements concerning waiver and disclosures involving serious threats.

Minnesota

The Minnesota Health Records Act generally requires signed and dated patient consent or specific legal authorization before health records may be released. Minnesota also provides additional protections concerning mental health information and professional counseling communications.

Ohio

Ohio law recognizes privileged counseling communications and establishes professional confidentiality obligations, including requirements concerning informed consent and legally permitted disclosures.

Texas

Texas law protects confidential mental health communications and treatment records and limits their disclosure and subsequent use or redisclosure to legally authorized circumstances.

When Additional Protections Apply

Where an applicable state law provides greater privacy protections or imposes more restrictive conditions on disclosure than HIPAA, Earthrise Counseling follows those requirements.

Although HIPAA generally permits certain disclosures for treatment, payment, and health care operations without separate authorization, those permissions do not override more protective state confidentiality laws.

Certain disclosures may therefore require your written authorization, additional consent procedures, or another specific legal basis.

Disclosures involving emergencies, threats to safety, mandatory reporting, legal proceedings, or professional oversight are evaluated according to the applicable federal and state requirements.

Professional ethical responsibilities further guide the practice’s approach to confidentiality, informed consent, and responsible information sharing.

Telehealth, Electronic Records & Confidentiality

17. Electronic Health Records and Telehealth Services

Earthrise Counseling provides counseling through online services and utilizes designated technology platforms to maintain health information and support care.

SimplePractice

SimplePractice is the practice’s primary electronic health record, established-client scheduling, and telehealth platform.

It supports clinical documentation, intake forms, client records, appointment management, and counseling services.

When clinically appropriate, psychotherapy notes may also be created and maintained separately within the platform.

Google Workspace

Earthrise Counseling uses a managed Google Workspace account for professional communications and administrative functions, including:

Gmail for professional email correspondence.
Google Voice for telephone calls and text communications.
Google Calendar for scheduling complimentary 15-minute consultations.
Google Meet for complimentary virtual consultations.

Zoom

Zoom serves as a backup telehealth platform if SimplePractice telehealth becomes unavailable or experiences technical difficulties.

Privacy and Security Safeguards

Earthrise Counseling maintains Business Associate Agreements with applicable technology providers, including Google Workspace and Zoom, and uses SimplePractice under its applicable HIPAA-related contractual arrangements.

Protected health information handled through these services is subject to applicable confidentiality obligations and reasonable administrative, technical, and security safeguards.

Although precautions are taken, all electronic communication and telehealth technologies carry potential privacy and security risks.

Clients may request reasonable accommodations regarding confidential communication methods.

Business Associates

Earthrise Counseling may disclose protected health information to business associates who perform services on behalf of the practice, such as electronic health record management, scheduling, billing, communications, or technology support, when permitted by applicable law.

Where required by HIPAA, these providers must enter into Business Associate Agreements that establish responsibilities for safeguarding protected health information and limit its permitted uses and disclosures.

Earthrise Counseling remains responsible for fulfilling its applicable privacy and security obligations.

18. Administrative Communications and Appointment Reminders

Earthrise Counseling may use contact information and relevant health information for:

Appointment scheduling, confirmations, and reminders.
Billing and payment-related communication.
Intake and administrative documentation.
Referral coordination.
Treatment-related administrative communications.
Other appropriate practice operations.

Email, telephone calls, and text messages are primarily intended for scheduling, billing, forms, referrals, appointment changes, and brief administrative correspondence.

Established clients are encouraged to discuss substantive clinical material during scheduled counseling sessions or through specifically designated confidential communication channels.

Clients may communicate reasonable preferences regarding how they wish to be contacted.

Our Responsibilities

19. Privacy and Security Obligations

Earthrise Counseling is required by law to:

Maintain the privacy and security of protected health information.
Provide a Notice of Privacy Practices explaining legal duties and privacy practices.
Follow the terms of the notice currently in effect.
Comply with applicable legal requirements governing uses and disclosures.
Respect applicable rights to access, amend, and request restrictions concerning protected health information.
Notify affected individuals when a reportable breach of unsecured protected health information occurs.
Follow any additional confidentiality requirements imposed by applicable federal or state laws.

Earthrise Counseling maintains administrative, technical, and organizational safeguards intended to protect the confidentiality, integrity, and availability of protected health information.

The practice owner currently serves as the sole practice administrator. Authorized technology providers may process information as necessary to provide contracted services, subject to applicable agreements and legal requirements.

20. Breach Notification

If a breach of unsecured protected health information occurs, Earthrise Counseling will investigate the circumstances and provide any notifications required under applicable federal and state laws.

Required notifications will be provided without unreasonable delay and within applicable legal timeframes.

21. Authorization and Revocation

Earthrise Counseling will not use or disclose protected health information outside the circumstances described in this notice unless permitted or required by applicable law or authorized by you.

When written authorization is required, you may revoke it in writing.

Revocation generally does not affect actions already taken in lawful reliance on the authorization.

22. Changes to This Notice

Earthrise Counseling may revise the terms of this Notice of Privacy Practices.

Revised terms may apply to protected health information already maintained by the practice and to information received or created subsequently, as permitted by law.

The revised notice will be made available upon request and posted on the practice website.

Clients will be informed of material changes when required by applicable law.

Questions, Privacy Requests & Complaints

Earthrise Counseling Privacy Officer

Lisa Marie Persaud, LPC, NCC
Founder & Privacy Officer
Earthrise Counseling, LLC

Peoria, Arizona 85345
Telephone: (602) 888-6729
Email: LisaMarie@EarthriseCounseling.com
Website: https://earthrisecounseling.com

Practice Hours: Tuesday–Friday, 9:00 AM–5:00 PM Arizona Time (MST)

Please contact the Privacy Officer with questions about this notice, requests involving protected health information, or concerns regarding privacy practices.

U.S. Department of Health and Human Services

You may also file a HIPAA privacy complaint with:

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

Telephone: 1-877-696-6775

Online: https://www.hhs.gov/hipaa/filing-a-complaint/index.html

Earthrise Counseling will not retaliate against you for submitting a complaint or exercising your privacy rights.

Earthrise Counseling, LLC — Notice of Privacy Practices

For information about general website data collection, WordPress.com contact forms, cookies, blog subscriptions, and other website features, please review the separate:

Website Privacy Policy: https://earthrisecounseling.com/website-privacy-policy/