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Overview

At MindHere Consulting, LLC ("MindHere," "we," "us," or "our"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any way.

By using our website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this privacy policy, please do not access our website or use our services.

Information We Collect

We collect information that you provide directly to us, as well as information that is automatically collected when you use our website.

How We Use Your Information

We use the information we collect for the following purposes:

• To provide and improve our consulting services
• To communicate with you about our services, including responding to inquiries and providing support
• To process transactions and send related information
• To send marketing communications (with your consent)
• To personalize your experience on our website
• To analyze usage patterns and improve our website functionality
• To comply with legal obligations and protect our rights
• To detect, prevent, and address technical issues or fraudulent activities

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our website, conducting our business, or servicing you (e.g., payment processors, email service providers)
• Legal Requirements: When required by law, subpoena, or other legal process
• Protection of Rights: To protect the rights, property, or safety of MindHere, our clients, or others
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets
• With Your Consent: When you have given us explicit permission to share your information

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Your Rights and Choices

You have certain rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you
• Correction: You may request that we correct any inaccurate or incomplete information
• Deletion: You may request that we delete your personal information, subject to certain exceptions
• Opt-Out: You may opt out of receiving marketing communications from us
• Data Portability: You may request your data in a structured, commonly used format

Cookie-Specific Rights

In addition to the rights listed above, you have specific rights regarding cookies:

• Consent Withdrawal: You can withdraw your consent for non-essential cookies at any time through our Cookie Settings
• Granular Control: You can accept or reject different categories of cookies independently
• Information: You can request information about the specific cookies we use and their purposes

To exercise any of these rights, please contact us using the information provided below.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. This section provides detailed information about how and why we use these technologies, and how you can control them.

What Are Cookies?

Cookies are small text files that are placed on your device when you visit our website. They help us provide you with a better experience by:

• Remembering your preferences and settings
• Understanding how you use our website
• Providing personalized content and experiences
• Analyzing website performance and improving functionality
• Enabling certain features and functionality

Types of Cookies We Use

Third-Party Cookies

Some cookies on our website are set by third-party services that appear on our pages. We do not control these cookies. Third-party providers include:

• Google (Analytics, Fonts, Maps): For analytics and content delivery
• Facebook: For social media integration and advertising
• LinkedIn: For professional networking features and advertising
• Formspree: For secure form submissions
• Font Awesome: For icon delivery (typically cookieless)

How to Control Cookies

You have several options for managing cookies:

Cookie-Free Alternatives

Where possible, we strive to use privacy-preserving alternatives that don't require cookies, including server-side analytics and cookieless tracking methods.

Changes to Cookie Use

We may update our use of cookies from time to time. We will notify you of any material changes by updating this policy and displaying a notice on our website.

Do Not Track Signals

Our website currently does not respond to "Do Not Track" (DNT) signals from web browsers. However, you can manage your cookie preferences using the methods described above.

Questions About Cookies

If you have any questions about our use of cookies or other tracking technologies, please contact us at [email protected].

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of any material changes by posting the updated policy on our website with a new "Last Updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Additional Information

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA). These rights include the right to know what personal information we collect, the right to delete your information, and the right to opt-out of the sale of your information (which we do not do).

International Data Transfers

Some of our cookie providers (such as Google and Facebook) may transfer data internationally. These providers have certified their compliance with applicable data protection frameworks or implement appropriate safeguards for international data transfers.

Legal Basis for Processing (GDPR)

For visitors from the European Economic Area (EEA), our legal basis for processing personal data through cookies is:

• Necessary Cookies: Legitimate interests (ensuring website security and basic functionality)
• Analytics & Marketing Cookies: Consent (obtained through our cookie banner)

1. Acceptance of Terms

By accessing or using MindHere's services, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our services. We reserve the right to modify these Terms at any time, and such modifications will be effective immediately upon posting.

These Terms constitute a legally binding agreement between you and MindHere LLC ("MindHere," "we," "us," or "our") governing your use of our mental health practice consulting services.

2. Description of Services

MindHere provides comprehensive consulting services for mental health practices, including:

• Electronic Health Record (EHR) system setup and optimization
• HIPAA compliance consulting and implementation
• Medical billing system configuration and support
• Practice marketing strategy and implementation
• Practice management consulting
• Administrative workflow optimization
• Technology integration and support

3. Eligibility and Account

Our services are available only to licensed healthcare professionals and legitimate healthcare organizations. By using our services, you represent and warrant that:

• You are at least 18 years of age
• You have the legal capacity to enter into this agreement
• You are a licensed healthcare professional or authorized representative of a healthcare organization
• All information you provide to us is accurate, current, and complete

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

4. User Responsibilities

As a user of our services, you agree to:

• Provide accurate and complete information necessary for us to deliver our services
• Maintain appropriate licenses and credentials required for your practice
• Comply with all applicable laws, regulations, and professional standards
• Promptly notify us of any unauthorized use of your account
• Not use our services for any illegal or unauthorized purpose
• Not interfere with or disrupt our services or servers
• Maintain appropriate insurance coverage for your practice

Prohibited Uses

You may not use our services to:

• Violate any laws, regulations, or professional ethical standards
• Infringe upon the rights of others
• Transmit any malicious code or interfere with our systems
• Attempt to gain unauthorized access to our systems or data
• Resell or redistribute our services without written permission

5. Privacy and HIPAA Compliance

We take privacy and data security seriously. Our handling of your information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

HIPAA Considerations

While we provide HIPAA compliance consulting, we are not automatically a Business Associate unless:

• We explicitly agree to such status in a signed Business Associate Agreement (BAA)
• Our services involve accessing, storing, or transmitting Protected Health Information (PHI)

You are responsible for determining whether a BAA is required for our services and requesting one if necessary.

6. Intellectual Property

All content, materials, and intellectual property provided through our services remain the property of MindHere or our licensors. This includes but is not limited to:

• Consulting materials and templates
• Training documents and presentations
• Software configurations and customizations
• Marketing materials and strategies
• Proprietary methodologies and processes

License Grant

We grant you a limited, non-exclusive, non-transferable license to use our materials solely for your internal business purposes in connection with your healthcare practice. You may not:

• Redistribute, sell, or share our materials with third parties
• Remove any proprietary notices or labels
• Create derivative works without our written permission
• Use our materials to compete with our services

7. Payment Terms

Payment terms for our services are as follows:

• All fees are as specified in your service agreement or invoice
• Payment is due within 30 days of invoice date unless otherwise agreed
• Late payments may incur interest at 1.5% per month or the maximum allowed by law
• You are responsible for all taxes associated with our services
• We reserve the right to suspend services for overdue accounts

Refund Policy

Refunds are handled on a case-by-case basis. Generally:

• Consulting fees are non-refundable once services have been rendered
• Prepaid services may be refunded pro-rata for unused portions
• Setup and implementation fees are non-refundable

8. Disclaimers and Limitations

No Warranty

OUR SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MINDHERE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL.

OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR OUR SERVICES SHALL NOT EXCEED THE AMOUNT PAID BY YOU TO MINDHERE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Indemnification

You agree to indemnify, defend, and hold harmless MindHere and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with:

• Your violation of these Terms
• Your use of our services
• Your violation of any law or rights of a third party
• Your practice's operations or client care

9. Termination

Either party may terminate the service relationship:

• For convenience with 30 days written notice
• Immediately for material breach that remains uncured after 15 days notice
• Immediately if the other party becomes insolvent or bankrupt
• Immediately for violation of law or professional standards

Effect of Termination

Upon termination:

• All licenses granted under these Terms will immediately terminate
• You must cease using our materials and services
• All outstanding fees become immediately due and payable
• We will provide reasonable transition assistance for 30 days
• Provisions that by their nature should survive will remain in effect

10. General Provisions

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions.

Dispute Resolution

Any dispute arising out of or relating to these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall be conducted in Syracuse, New York.

Entire Agreement

These Terms, together with our Privacy Policy and any service agreements, constitute the entire agreement between you and MindHere regarding our services.

Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

Waiver

No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term.

Assignment

You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction.