Privacy Policy
Effective date: September 2026
Your privacy matters whether you are exploring therapy, registering for a program, or contacting us with a question.
This policy explains how The Art Room Center for Creative Healing, LLC (“The Art Room,” “we,” “us,” or “our”) collects, uses, and shares information through our website and related online communications. It also explains the choices available to you and how to contact us about privacy.
1. Website privacy and clinical privacy
This policy addresses information collected through our website, inquiries, registrations, and related online tools. Our separate Notice of Privacy Practices explains how we use and disclose protected health information in connection with clinical services and describes your rights regarding that information.
Information submitted while asking about or arranging therapy may receive health-information protections even before you become an established client. Not all website information is a clinical record, and not all website activity is protected health information. The protections that apply depend on the information and circumstances. HHS.gov
This Website Privacy Policy does not replace our clinical notice, informed consent, or any separate authorization required to use or disclose health information.
2. Information we collect
Information you provide. Depending on how you interact with us, we may collect your name, email address, telephone number, scheduling preferences, preferred clinician, and information included in your inquiry. Our consultation form may also request the prospective client’s date of birth and insurance provider. The Art Room
When you register for an Art Club, workshop, or other program, we may collect participant information, parent or guardian contact information, and details needed to manage the registration. If you subscribe to practice updates, we collect the contact information and communication preferences you provide.
Payment and insurance information. When you make a payment or use a benefits-checking service, the provider handling that transaction may collect payment or insurance information. The information available to The Art Room depends on the service and its connection to our practice.
Technical and usage information. Our website and its technology providers may collect information such as your internet protocol address, browser or device information, pages visited, and interactions with website features. The tools used, their purposes, and your choices are addressed in Section 5.
Sensitive information. Please use general website forms for scheduling and administrative questions. Do not include detailed treatment history, diagnoses, insurance identification numbers, payment-card details, or other sensitive information unless you are using a designated process intended for that purpose. Contact us for instructions on sharing clinical information.
These precautions do not waive your privacy rights or our obligations regarding information we receive.
3. How we use and share information
We use information to respond to questions, coordinate consultations and services, manage registrations, process transactions, send necessary service communications, maintain our website, address technical or security concerns, and meet applicable recordkeeping and legal requirements.
We use contact information for newsletters or promotional communications when you have chosen to receive them.
Information may be accessed or shared with:
Authorized practice personnel and professionals who need it to respond to your request, administer services, or carry out appropriate practice responsibilities.
Technology and service providers that support functions such as website hosting, forms, scheduling, communications, registration, payments, or clinical administration. The information involved depends on the function being provided. Required privacy protections and agreements apply according to the provider’s role and applicable law.
Other people or organizations with your permission, when permission is required for the proposed disclosure.
Appropriate recipients when disclosure is legally required or permitted, including certain reporting obligations, safety circumstances, or valid legal processes. Clinical information is subject to the additional protections described in our Notice of Privacy Practices. Receiving a request for information does not, by itself, authorize unrestricted disclosure of clinical records. HHS.gov
4. Online tools and outside services
Our website is hosted on Wix. It also provides access to or links to services used for particular purposes, including TherapyNotes/TherapyPortal for the client portal, Mentaya for out-of-network benefits assistance, and Calendly for consultation scheduling. The Art Room
When you enter information into an outside service, that provider may receive it directly. Information may also be made available to our practice when needed to provide the function you request. An embedded tool can collect information even when it appears within our website rather than opening a separate page.
Please review the applicable provider’s privacy notice before using its service. Those notices do not replace The Art Room’s obligations for information we collect, use, or disclose.
5. Cookies, analytics, and advertising
Cookies and similar technologies support website functions and can also be used to measure website activity or support advertising. Their privacy implications depend on the tool, the information collected, and how that information is used or shared.
To review available choices or change your preferences, use Cookie Settings. You can also manage cookies through your browser. Blocking certain cookies may affect website functions.
Cookie choices are separate from any authorization required for the use or disclosure of protected health information. Accepting website cookies does not, by itself, authorize a disclosure that would otherwise be prohibited by health-privacy law. HHS.gov
6. Email, text messages, and public communications
We may use email, telephone, text messages, or the client portal for appropriate communications based on the services you request and the preferences you provide. Please tell us if a particular communication method could create a privacy concern for you.
Ordinary email, text messages, and social media are not substitutes for a designated clinical communication process. Other people with access to your device, accounts, notifications, or shared contact information may see communications.
Website forms, email, voicemail, and social media messages are not continuously monitored and should not be used for emergencies.
Newsletters and promotional messages are optional. Submitting a therapy inquiry, receiving treatment, or registering for a program does not automatically enroll you in promotional communications. You may unsubscribe using the instructions in a promotional message or by contacting us. Opting out does not affect your ability to receive services, and necessary appointment, billing, or registration communications may continue. Commercial promotional emails will include an unsubscribe method. Federal Trade Commission
Public comments, reviews, and social media interactions may be visible to others and may reveal an association with our practice. Please avoid sharing sensitive information through public channels.
7. Children and adolescents
The Art Room offers services and programs for children and adolescents. Our general website inquiry and registration tools are intended to be completed by adults, including parents or legal guardians arranging services for a child.
We may collect information about a child from an authorized adult when needed to respond to an inquiry or arrange a service. Providing services to children is different from collecting information directly from children online. The Art Room
We do not intend these general website tools to collect personal information directly from children under 13. If you believe a child under 13 has submitted information directly without any required parental permission, please contact us. We will review the circumstances and take the steps required by applicable law, which may include removing the information.
Minors’ consent to treatment, clinical confidentiality, and access to records are addressed separately through our clinical documents and applicable law. This website policy does not determine a parent’s or guardian’s access to a minor’s clinical records.
8. Security and retention
We use safeguards appropriate to the information we handle to help protect it from unauthorized access, use, or disclosure. No website, electronic communication method, or storage system can guarantee absolute security.
We retain information for the purposes for which it was collected and to meet applicable clinical, administrative, accounting, security, and legal requirements. Retention depends on the type of information, whether an ongoing relationship exists, and whether a legal obligation requires continued preservation.
For example, an unanswered inquiry, a completed workshop registration, and a clinical record may have different retention requirements. We may retain limited communication-preference information after an unsubscribe request so that we can continue honoring that request.
Clinical records are subject to separate retention requirements. A request to delete website information does not necessarily permit deletion of information incorporated into a clinical record or otherwise required to be retained. Maryland General Assembly
9. Your choices and privacy requests
You may contact us to ask about information we hold, request a correction, request access or deletion, or change your communication preferences. Whether a particular request must be granted depends on the information, applicable law, and any relevant exceptions.
When the Maryland Online Data Privacy Act applies to our processing of your information, Maryland residents have rights that include access, correction, deletion, obtaining a portable copy, and opting out of certain processing, such as targeted advertising, sales of personal data, and specified profiling. These rights are subject to the law’s scope and exceptions. Maryland Office of the Attorney General
To submit a request, contact info@theartroomcch.com or (202) 505-2088. Describe the request without including unnecessary sensitive information. We may need to verify your identity or your authority to act for another person before providing information or making changes.
We will respond within the time required by applicable law. If we cannot fulfill a request, we will explain the reason and any available appeal process. To request review of a denied privacy request, contact us at the same email address and identify your message as a “Privacy Request Appeal.” You may also contact the appropriate regulatory authority.
We will not retaliate against you for raising a privacy concern or exercising an applicable privacy right.
Requests involving clinical records or protected health information are handled under the procedures described in our Notice of Privacy Practices.
10. Artwork, photographs, and personal stories
Submitting a website inquiry or consenting to treatment does not authorize us to publish your clinical artwork, identifiable photographs, or treatment information for marketing.
Our treatment consent separately addresses artwork used for clinical documentation or consultation. Use of clinical artwork for websites, social media, advertising, teaching, publication, or other purposes outside treatment requires a separate discussion and any necessary permission or authorization. Permissions for photographs or other promotional materials associated with nonclinical programs are addressed separately from general registration and this policy.
11. Changes to this policy
We may update this policy as our website, services, or privacy practices change. The effective date above will identify the current version.
When changes require additional notice or consent, we will provide that notice or obtain that consent before applying the change. Posting an updated policy does not replace an authorization required by law.
12. Contact us
For website privacy questions, requests, or concerns, contact:
The Art Room Center for Creative Healing, LLC
Attention: Privacy Contact
9722 Country Store Lane
Hagerstown, MD 21740
Email: info@theartroomcch.com
Telephone: (202) 505-2088