Effective date: September 16, 2026
Last updated: September 16, 2026
Clear Mind Health Services (“Clear Mind,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit clearmindhs.com, submit an appointment request, contact us, or otherwise interact with our website.
This policy applies to website information. It does not replace any Notice of Privacy Practices that applies to protected health information created or maintained as part of your clinical care. If a Notice of Privacy Practices and this website policy address the same clinical information differently, the Notice of Privacy Practices and applicable health-privacy law control.
1. Important healthcare and emergency notice
Submitting a website form does not establish a provider-patient relationship and does not confirm an appointment. Please do not use this website to communicate an emergency, urgent safety concern, or time-sensitive medication issue. Website forms and email may not be monitored continuously. If you or someone else is in immediate danger, call 911 or go to the nearest emergency department. In the United States, call or text 988 for the Suicide & Crisis Lifeline.
2. Information we collect
Information you provide directly
Depending on how you use the site, you may provide:
- Your name, email address, telephone number, and preferred contact method.
- Appointment-request details, including requested service, visit format, preferred date or time, and insurance provider.
- Messages or questions you choose to submit.
- Information supplied when you call, email, or otherwise communicate with us.
- Information needed to respond to a privacy request or verify your identity.
Please limit website submissions to the information needed for scheduling or a general inquiry. Avoid including detailed diagnoses, medication lists, treatment histories, Social Security numbers, payment-card numbers, or other sensitive clinical or financial information in an open message field.
Information collected automatically
When you use the site, our website, hosting provider, security tools, and similar service providers may automatically receive technical information such as your Internet Protocol address, browser and device type, operating system, referring page, pages viewed, approximate location derived from IP address, date and time of access, error logs, and cookie or similar identifier information.
Information from other sources
We may receive information from service providers that support website hosting, spam prevention, security, appointment communications, or other operations. Clinical information received from health plans, pharmacies, laboratories, other clinicians, caregivers, or authorized representatives is handled under applicable healthcare privacy rules and our clinical privacy practices.
3. Sensitive and health-related information
Some information submitted in connection with mental health services may be sensitive. When information qualifies as protected health information under the Health Insurance Portability and Accountability Act (“HIPAA”) or another healthcare privacy law, we use and disclose it as permitted or required by that law and by our applicable Notice of Privacy Practices. HIPAA generally establishes safeguards and individual rights for protected health information held by covered entities and their business associates.
Not every piece of information collected through a public website is necessarily protected health information under HIPAA. Its legal status can depend on who collects it, why it is collected, and how it is maintained. We nevertheless aim to handle website information responsibly and limit collection to what is reasonably needed.
4. How we use information
We may use information to:
- Respond to inquiries and appointment requests.
- Confirm availability, communicate scheduling information, and provide administrative support.
- Provide, coordinate, document, and improve services where permitted by law.
- Verify identity and respond to access, correction, deletion, restriction, or other privacy requests.
- Operate, maintain, secure, troubleshoot, and improve the website.
- Prevent spam, fraud, misuse, security incidents, and other harmful activity.
- Comply with professional, legal, regulatory, insurance, accounting, and recordkeeping obligations.
- Establish, exercise, or defend legal claims and protect the rights, safety, and property of patients, visitors, Clear Mind, and others.
5. Cookies and similar technologies
The site may use cookies, local storage, pixels, server logs, or similar technologies that help pages function, remember preferences, protect forms, understand site performance, or identify technical problems. Some cookies are necessary for website operation. If optional analytics or similar tools are used, they may collect device and usage information according to their own terms.
You can often control cookies through your browser settings. Blocking necessary cookies may prevent parts of the site from working correctly. At this time, Clear Mind does not use website information to sell personal data or for cross-context behavioral advertising.
6. When information may be disclosed
We may disclose information only as reasonably necessary and permitted by law, including to:
- Service providers: vendors that support hosting, email delivery, website maintenance, security, spam prevention, communications, records, or other business functions. They may use information only to perform services for us or as otherwise permitted by their agreements and applicable law.
- Healthcare participants: health plans, pharmacies, laboratories, clinicians, caregivers, or others involved in care, payment, or healthcare operations when permitted by law and appropriate to the circumstances.
- Legal and safety recipients: courts, regulators, law enforcement, public-health authorities, emergency responders, or other parties when required or permitted by law or when reasonably necessary to address a serious safety concern.
- Professional advisers: legal, compliance, accounting, insurance, and similar advisers subject to appropriate duties.
- Business-transition recipients: parties involved in a proposed or completed merger, acquisition, financing, reorganization, or transfer of practice assets, subject to applicable confidentiality and legal requirements.
- Recipients you authorize: another person or organization when you direct us or provide valid authorization.
7. No sale of personal information
Clear Mind does not sell personal information for money. We also do not knowingly process personal information from this website for targeted advertising. If our practices materially change, we will update this policy and provide any choices required by applicable law.
8. Data retention
We retain information only for as long as reasonably necessary for the purposes described in this policy, including scheduling, communication, security, legal compliance, dispute resolution, and professional or clinical recordkeeping. Retention periods vary by the type of information, the context in which it was collected, and applicable law. Clinical records may be subject to different and longer retention requirements than routine website logs or incomplete appointment requests.
9. Information security
We use administrative, technical, and physical measures designed to protect information against unauthorized access, alteration, loss, misuse, or disclosure. These measures may include access controls, secure hosting practices, software maintenance, backups, monitoring, and vendor safeguards. No website, email, network, or storage system can be guaranteed to be completely secure. Please use care when deciding what to send through a website form or ordinary email.
10. Children and minors
Our clinical services may support children and adolescents, but this public website is intended for use by adults, parents, legal guardians, and people able to provide information lawfully. We do not knowingly use the website to collect personal information directly from a child under 13 without appropriate authorization. A parent or guardian who believes a child submitted information through the website may contact us so we can review the situation and take appropriate action.
11. Telehealth, patient portals, and third-party services
If we provide a link to a telehealth platform, patient portal, mapping service, insurance resource, social network, or other third-party website, that service operates under its own privacy policy and security practices. A link does not mean that Clear Mind controls the third party. Review the third party’s privacy terms before submitting information.
12. Your privacy choices and rights
You may contact us to ask what website personal information we hold about you, request a correction, ask us to delete information that is not required for legal or clinical purposes, withdraw a prior consent where applicable, or ask a question about our privacy practices. We may need to verify your identity and authority before acting on a request. We may deny or limit a request when retention or disclosure is required or permitted by law, when an exemption applies, or when fulfilling the request would adversely affect another person’s rights.
Delaware law may provide eligible residents with rights to know, access, correct, delete, obtain a copy of, or limit certain uses of personal data, and to opt out of sale, targeted advertising, or certain automated decisions. Clear Mind does not discriminate against a person for making a good-faith privacy request. If a request is denied, you may ask us to explain the decision and any available appeal process. You may also contact the Delaware Department of Justice at privacy@delaware.gov.
13. Rights involving clinical records
If Clear Mind is acting as a HIPAA covered healthcare provider with respect to your information, you may have rights involving protected health information, such as requesting access or a copy, asking for an amendment, requesting certain restrictions or confidential communications, and receiving information about certain disclosures. Those rights, limitations, and complaint procedures are described more fully in the applicable Notice of Privacy Practices. To make a clinical-record request, contact us using the information below and specify that your request concerns health records or HIPAA privacy.
14. Data incident notification
If we determine that a breach or security incident requires notice under HIPAA, Delaware law, or another applicable law, we will provide notification in the manner and within the time required by that law.
15. Changes to this policy
We may update this Privacy Policy as our website, services, vendors, or legal obligations change. The “Last updated” date will show when the current version became effective. Material changes may also be communicated through a prominent website notice or another appropriate method.
16. Contact us
For privacy questions or requests, contact:
Clear Mind Health Services
906 Mather Dr
Bear, DE 19701
Phone: +1 302-205-0445
Email: ask@clearmindhs.com
Office hours: Monday–Friday, 10:00 AM–6:00 PM
When contacting us about a privacy request, please do not include sensitive medical details in an unencrypted email. Tell us generally what you are requesting, and we will explain any additional verification or secure communication steps.