SYNC PSYCHOLOGICAL SERVICES, PLLC & SYNC SOMATICS™, NEW YORK, NY

EFFECTIVE DATE: 02/27/2026 Last Updated: 02/27/2026

1. Introduction
SYNC PSYCHOLOGICAL SERVICES PLLC & SYNC SOMATICS™ (“Practice,” “we,” “our,” or “us”) is a private psychological services practice located in New York City. We are committed to protecting the privacy and confidentiality of your Protected Health Information (PHI) in accordance with:
* The Health Insurance Portability and Accountability Act of 1996 (HIPAA)
* New York State Mental Hygiene Law
* New York State Education Law
* Applicable professional ethical standards
This Privacy Policy explains how we collect, use, disclose, and safeguard your information.

2. Information We Collect
We may collect the following categories of information:
A. Identifying Information
* Name
* Date of birth
* Address
* Phone number
* Email address
* Emergency contact information
B. Health Information (Protected Health Information – PHI)
* Mental health history
* Medical history relevant to treatment
* Session notes and treatment records
* Diagnosis
* Treatment plans
* Billing and insurance information
C. Website Information (if applicable)
If you use our website:
* IP address
* Browser type
* Pages visited
* Contact form submissions

3. How We Use Your Information
We use your information for the following purposes:
A. Treatment
To provide psychological evaluation, therapy, consultation, and related services.
B. Payment
To bill insurance companies or collect payment for services rendered.
C. Healthcare Operations
For administrative functions such as:
* Scheduling
* Supervision and consultation
* Quality assurance
* Legal compliance
D. Communication
We may contact you regarding:
* Appointments
* Billing matters
* Treatment-related communications
We do not sell your personal or health information.

4. Confidentiality and Disclosure
Your information is confidential. We will not disclose your information without your written authorization except in the following circumstances:
A. Required by Law
* Suspected child abuse or maltreatment (mandated reporting under New York law)
* Court orders or subpoenas
* Public health reporting obligations
B. Risk of Harm
If there is a serious and imminent risk of harm to:
* You
* Another identifiable person
* The public
C. Insurance and Billing
When submitting claims to insurance carriers or working with billing services.
D. Professional Consultation
We may consult with other licensed professionals for clinical purposes. Identifying information will be minimized whenever possible.

5. Special Protections for Psychotherapy Notes
Psychotherapy notes are maintained separately from the medical record and receive additional protection under HIPAA. They will not be released without your specific written authorization except where legally required.

6. Electronic Communication & Telehealth
If you engage in telehealth services:
* We use HIPAA-compliant platforms whenever possible.
* Electronic communication (email, text) carries some inherent risk.
* You may opt in or out of electronic communication in writing.
Please note that standard email and text messaging may not be fully secure.

7. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your information, including:
* Encrypted electronic records (if applicable)
* Secure practice management systems
* Locked filing cabinets (for paper records)
* Password-protected devices

8. Record Retention
In accordance with New York State law:
* Adult records are typically retained for at least 6 years.
* Records of minors are retained for at least 6 years after the minor reaches age 21.
Records may be retained longer if clinically or legally appropriate.

9. Your Rights Under HIPAA
You have the right to:
* Request access to your records
* Request corrections (amendments)
* Request restrictions on certain disclosures
* Request confidential communications
* Receive an accounting of disclosures
* File a complaint without retaliation
To exercise your rights, submit a written request to:
Privacy Officer
[Your Practice Name, PLLC]
[Address]
New York, NY [Zip Code]
Email: [Email Address]
Phone: [Phone Number]

10. Complaints
If you believe your privacy rights have been violated, you may file a complaint with:
U.S. Department of Health and Human Services
Office for Civil Rights
You will not be retaliated against for filing a complaint.

11. Website Privacy (If Applicable)
If you use our website:
* Contact form submissions are used solely to respond to inquiries.
* We do not use tracking for marketing purposes without consent.
* Third-party hosting providers may have access to technical data.
You should also review the privacy policy of your web hosting provider.

12. Changes to This Policy
We reserve the right to update this Privacy Policy. The most current version will always be available upon request and on our website (if applicable).