Middle Way Professional Counseling, LLC

Privacy Policy

Middle Way Professional Counseling, LLC (MWPC)

At MWPC, your privacy matters. Counseling works best when you feel safe, respected, and informed. This policy explains how your information is protected, how it may be used, and your rights as a client.

How Your Information Is Protected

MWPC safeguards your information through:

• Secure, encrypted electronic records

• Password-protected systems

• Limited-access files

• Confidential, HIPAA-compliant telehealth systems

• Policies requiring any staff or subcontractors to follow strict privacy standards

MWPC does not share, sell, or use your contact information for marketing at any time.

When Information Can Be Shared

Your information is confidential and will only be shared under the following circumstances:

1. With Your Written Consent

You decide who can receive your information and for what purpose (e.g., coordination of care, legal requests, schools, physicians).

2. To Prevent Serious, Imminent Harm

If there is a clear and immediate risk to your safety or someone else’s, MWPC may take steps to prevent harm.

3. When Required by Law

Examples include:

• Court orders

• Mandatory reporting of child abuse, elder abuse, or dependent-adult abuse

• Certain public health reporting requirements

When possible, MWPC will make reasonable efforts to inform you before releasing information due to a legal mandate.

Telehealth, Email, Text, and Digital Communication

• MWPC uses encrypted, HIPAA-compliant telehealth platforms.

• MWPC does not use artificial intelligence tools during live therapy sessions to record, transcribe, summarize, or analyze session content unless the client has been explicitly informed and has consented. 

• Email and text communication may be used for scheduling or administrative purposes only. These methods carry inherent privacy risks. You may opt out of any digital communication at any time by informing MWPC verbally, by email, or through an updated communication consent.

Consultation and Supervision

MWPC may seek professional consultation or supervision to ensure high-quality care. When this occurs:

• Only relevant, minimum-necessary information is shared

• Your identity is protected whenever possible

• De-identified information is used whenever feasible

• The consultation will be documented in your record

If your clinician is under supervision, the supervisor is also bound to maintain your confidentiality.

Working With Multiple Providers

If you receive services from another medical or mental-health professional, MWPC will discuss whether collaboration would be beneficial. Written consent is required before any information is shared.

Couples, Family, and Group Services

When more than one person participates in counseling:

• The limits and expectations of confidentiality will be explained at the start

• MWPC cannot guarantee that all participants will uphold confidentiality

• Information shared in individual sessions may or may not remain separate from shared sessions; this will be discussed and agreed upon in advance

Access to Your Records

You have the right to request access to your records. MWPC will respond within a reasonable timeframe and provide an opportunity to review or discuss the content.

Recordkeeping and Retention

• Adult Records: In compliance with Pennsylvania state licensing laws and federal privacy regulations, we securely retain all adult client records, including clinical documentation and administrative paperwork, for a minimum of six (6) years following our last professional contact or date of service.

• Minor Records: For clients under the age of 18, records are securely retained for six (6) years past the last professional contact, or until the client reaches the age of 24, whichever period is longer.

• Once these mandatory retention periods expire, all physical and electronic files are permanently and securely destroyed to protect your confidentiality.

Questions

If you have any questions about privacy, confidentiality, or your rights, please ask at any time. Your comfort and safety are central to the work we do together.