Privacy Policy
Now & Zen Wellness LLC
Effective Date: December 04, 2025
At Now & Zen Wellness LLC, your privacy is essential. This Privacy Policy explains what information we collect, how it is used, how it is protected, and your rights regarding your personal information. This policy applies to all services offered by Now & Zen Wellness LLC, including therapy services, communications, scheduling, billing, and use of our website.
1. Who We Are
Now & Zen Wellness LLC
Owner & Clinician: Douglas Carmody, LCSW
Located in Tampa (Carrollwood), Florida
Website: nowandzenwellness.com
We provide mental health counseling services and operate in compliance with HIPAA and applicable state and federal privacy laws.
2. Information We Collect
We collect information in the following categories:
A. Personal Information You Provide
This includes information you voluntarily give when you:
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Schedule an appointment
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Submit a contact form
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Sign consent or intake documents
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Participate in therapy
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Join groups, workshops, or programs
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Request referrals, letters, or documentation
Examples include:
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Name, address, email, and phone number
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Emergency contact information
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Insurance information (if applicable)
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Payment details
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Mental health history and clinical information
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Messages sent through our website, forms, or email
B. Protected Health Information (PHI)
If you become a client, your clinical information is considered Protected Health Information (PHI) under HIPAA.
PHI includes:
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Symptoms, diagnoses, and treatment notes
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Session content
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Assessments, plans, and clinical documentation
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Any health-related details used in your treatment
PHI is stored and handled according to HIPAA security requirements.
C. Website & Technical Data
When you visit the website, we may automatically collect:
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IP address
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Browser type
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Device information
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Pages viewed
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Time spent on the site
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Cookies for functionality and analytics
None of this data identifies you personally unless you voluntarily submit personal information through a form.
3. How Your Information Is Used
We use your information for:
A. Providing Therapy Services
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Assessment and treatment
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Scheduling and communication
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Clinical documentation
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Coordination of care (only with your signed authorization)
B. Administrative & Billing Purposes
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Managing client accounts
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Payment processing
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Insurance documentation (if applicable)
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Practice management and compliance
C. Website Functionality
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Responding to inquiries
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Improved user experience
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Security monitoring
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Analytics to improve services
D. Legal or Safety Situations
Information may be disclosed only when legally required, such as:
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Court orders
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Mandatory abuse reporting
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Serious threats to safety
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As otherwise required by law
We will disclose the minimum information necessary in those instances.
4. How Your Information Is Protected
We use multiple layers of security to safeguard your information:
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HIPAA-compliant electronic health record (EHR)
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Secure encrypted communication when possible
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Limited access to PHI
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Secure devices, passwords, and authentication
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Routine updates and monitoring
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Confidentiality agreements and professional ethical standards
No system is 100% foolproof, but every reasonable measure is taken to protect your privacy.
5. Sharing Your Information
We do NOT sell or share your personal information with marketers, advertisers, or third-party vendors.
We may share information only in these circumstances:
A. With Your Written Permission
Examples:
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Collaboration with your physician
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School or workplace documentation
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Family involvement in treatment
B. With HIPAA-Compliant Service Providers
Such as:
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Secure telehealth platforms
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Billing processors
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Encrypted email or messaging tools
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Website hosting platforms
These providers are bound by confidentiality and Business Associate Agreements (BAAs) where required.
6. Your Rights Under HIPAA
You have the right to:
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Access your health records
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Request corrections to your records
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Receive a copy of this privacy policy
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Restrict disclosures (when legally allowed)
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Request confidential communication methods
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Obtain an accounting of disclosures
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Withdraw consent for information-sharing
Requests may be submitted directly to the practice.
7. Email, Texting & Electronic Communication
Emails, texts, and website forms are used for administrative purposes only, such as scheduling or asking general questions.
They should not be used for emergency or crisis communication.
While we take steps to protect electronic communication, no online transmission is fully secure. By contacting us electronically, you acknowledge these limitations.
8. Cookies & Online Tracking
Our website may use:
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Functional cookies
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Analytics tools (e.g., Google Analytics)
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Temporary session cookies
You may disable cookies in your browser settings.
No cookies collect PHI or therapy-related information.
9. External Links
Our website may link to third-party sites (e.g., Psychology Today, articles, resources).
We are not responsible for the privacy practices of those websites.
10. Children’s Privacy
Our website and services are not directed to children under 13.
We do not knowingly collect information from children without parental consent.
11. Changes to This Policy
We may update this Privacy Policy at any time. Changes become effective on the posted date. The most recent version will always be available on our website.
12. Contact Information
For questions, concerns, or privacy requests:
Now & Zen Wellness LLC
Attn: Privacy Officer
Douglas Carmody, LCSW
Email: douglas@nowandzenwellness.com
Website: nowandzenwellness.com