Privacy Policy

This privacy and cookies ("policy") applies to the processing of personal data by Doma-Voron Mental Health Counseling, PLLC and its affiliates (collectively, "we," "us," or "our"), in connection with the use of our website, domamother.com, including the use of contact forms, intake forms, comment forms, sign-up forms, registration forms, mailing list subscription forms and other forms ("Website"), by any individual ("you").

Not Directed at Children

This Website is not directed at children, and we do not knowingly collect personal data relating to anyone under the age of 16. Persons over the age of 16 but under the age of 18 should ask their parents before using our website or sending personal data over our website. If a parent or guardian becomes aware that his or her child has provided us with personal data without parental consent, he or she should contact us as described in the section titled "Your Legal Rights" below. If we become aware that a child under 16 has provided us with personal data, we will delete such information from our records.

Purpose

The object and purpose of this policy is to give you information about how we collect and process your personal data. It is important that you read this policy together with any other notices or policies we may provide at specific times when we are collecting or processing your personal data, so that you are fully aware of how and why we are using your personal data. This policy supplements other notices and policies concerning your personal data, and is not intended to supersede them.

Changes to Your Personal Data

It is important that your personal data is current and accurate in our records. Please inform us if your personal data changes during your relationship with us. If you wish to update your personal data, please contact us at anastasia@domamother.com.

Links to Other Websites

This Website may contain links and inline frames ("iframes") to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites, are not responsible for their privacy policies, and cannot guarantee they can or will safeguard your personal data or that they have not been compromised. You are strongly encouraged to read the privacy policy of all websites you use.

Personal Data We Collect

Personal data is any information about an individual from which that person can be identified. When information is removed such that an individual cannot be identified, it is anonymous data and not personal data. We may collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not legally considered personal data because this data does not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your personal data in such a manner that you can be directly or indirectly identified, we treat the combined data as personal data which will be used in accordance with this policy.

Sensitive Data, Including Health Information

Because Doma provides maternal mental health services and connects clients with a network of independent, affiliated care providers ("Village of Care"), we and the providers you engage with may collect sensitive personal data, including information related to your physical and mental health, that you provide through intake forms, scheduling, communications with your care provider, and related interactions with the Website or our services. This information may include, without limitation: information you disclose during intake or clinical sessions; information shared with a Village of Care provider at your request or with your consent; and other health-related information necessary to provide or coordinate care.

We handle this information in accordance with applicable law, including, where applicable, the Health Insurance Portability and Accountability Act (HIPAA) and any corresponding state law. We collect, use, store and transfer other categories of personal data about you as well, described below:

Contact Data: including your work and home addresses, email addresses and telephone numbers.
Identity Data: including your first name, last name, username or similar identifier, and title.
Marketing and Communications Data: including your marketing and communication preferences. We may also track when you have received and read marketing communications from us.
Profile Data: including information collected progressively when you visit our Website, including the pages you visit, actions you take, patterns of page visits, information from forms you fill in, and the website you visited from.
Technical Data: includes information collected when you access our Website, your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you are using.
Usage Data: information about how you use our Website.
Health Data: information related to your physical or mental health, as described above.

When We Do Not Have Your Data

Sometimes we need to collect personal data by law or under the terms of a contract or prospective contract with you. If you do not provide that data or let us use it, we may be unable to perform the contract we have, or enter into the contract, with you — for example, we may be unable to provide clinical services or make a Village of Care suggestion without certain intake information. In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

How We Collect Your Data

We use different methods to collect personal data from and about you, including through the channels set out below.

Direct interactions: You give us your Contact Data, Identity Data, Health Data, Technical Data and Profile Data directly, for example, when you complete an intake form; book or attend a session; submit a contact form on our Website; subscribe to our newsletter; request marketing to be sent to you; or give us feedback.
Automated technologies or interactions: We receive Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see the section titled "How We Use Cookies" for further details.
Third parties or publicly available sources: We receive Technical Data from analytics providers such as Google, and may receive Health Data or Identity Data from a Village of Care provider you have been referred to or from, with your consent.

How Your Personal Data Is Used

We will only process or use your personal data when we are legally allowed to, that is, when we have a legal basis for processing. When you use our Website or our services, we will use your personal data in the following circumstances:

Performance of a contract: where we need to perform a contract which we are about to enter into or have entered into with you, including providing clinical services.
Legal or regulatory obligation: where we need to comply with a legal or regulatory obligation that we are subject to.
Legitimate interests: where necessary for our interests (or those of a third party), provided that your fundamental rights do not override such interests.
Consent: For Health Data specifically, we rely on your explicit consent as the legal basis for processing and sharing that information. You may withdraw this consent at any time as described in "Your Legal Rights" below.

We do not use your personal data for activities where our interests are overridden by the impact on you, unless you have your consent or are otherwise required or permitted to by law.

How We Use Cookies

Cookies are text files containing small amounts of information that are downloaded to your device when you visit a website. Cookies are sent back to the originating website on each subsequent visit, or to another website that recognizes the cookie. The cookies we put on your device and their purposes are as follows:

Essential Cookies: necessary for the Website to function properly.
Performance Cookies: collect information about how visitors use the Website. These cookies do not collect personal data.
Analytics Cookies: help us understand and analyze visitor information, such as traffic sources, usage, and visitor numbers.
Functionality Cookies: allow the Website to remember your choices. Some may be set by third parties.
Social Media Cookies: may be set by third parties to facilitate social media interaction with this Website.

By using our Website, you agree that we can place these types of cookies on your device, except where consent is separately required by law for a given category. If you want to restrict or block any of the above cookies, you should do this through your browser settings.

Use of Data and Legal Basis for Use

Purpose: To provide clinical services and coordinate Village of Care
Data Used: Contact Data, Identity Data, Health Data
Legal Basis: Performance of a contract; your explicit consent for Health Data
Purpose: To notify you about changes to our Website terms or this policy, and ask for feedback
Data Used: Contact Data, Identity Data, Profile Data
Legal Basis: Legal obligation; legitimate interests
Purpose: To manage and protect our business and this Website, including data security and system maintenance
Data Used: Contact Data, Identity Data, Profile Data, Technical Data, Usage Data
Legal Basis: Legal obligation; legitimate interests
Purpose: To make suggestions about services or content that may interest you
Data Used: Contact Data, Identity Data, Marketing Data, Profile Data, Technical Data, Usage Data
Legal Basis: Legitimate interests
Purpose: To use data analytics to improve our Website and services
Data Used: Technical Data, Usage Data
Legal Basis: Legitimate interests

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason compatible with the original purpose. If you wish to receive an explanation, please contact us at anastasia@domamother.com.

Information Sharing

We share your personal data as follows:

With Village of Care providers: only with your explicit consent, and only the information reasonably necessary (e.g., name and contact information, and relevant clinical context you authorize us to share).
With payment processors: to process payments, monitor fraud, and facilitate billing-related disputes.
With service providers: such as scheduling, hosting, or practice-management platforms, under confidentiality obligations.

We will not share your personal data with any other third party without your consent, unless required by law. We may share anonymous, de-identified data, and information from third-party sources, with third parties.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including any legal, regulatory, clinical recordkeeping, or accounting requirements. If you would like to know more about the retention periods we apply to your personal data, please contact us at anastasia@domamother.com.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

Right to be informed about how your personal data is used.
Right to access your personal data.
Right to have inaccurate personal data rectified.
Right to have personal data erased in certain circumstances (this is not a blanket right to require all personal data to be deleted, and clinical recordkeeping obligations may limit this right for Health Data).
Right to restrict processing in certain circumstances.
Right to data portability for personal data you have provided to us.
Right to object to processing in certain circumstances.
Right to withdraw consent at any time where we rely on your consent, including for sharing Health Data with a Village of Care provider — without affecting the lawfulness of processing before withdrawal.

You may exercise any of your rights by contacting anastasia@domamother.com. You will not have to pay a fee to exercise these rights, except where a request is clearly unfounded, repetitive or excessive. We try to respond to legitimate requests within one calendar month.

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