Privacy Policy

This Privacy Policy outlines how soulamica.com ("we", "our", or "us") collects, uses, stores, and protects the personal and health-related information of clients engaging in our therapy services. We are committed to maintaining the highest standards of confidentiality, privacy, and data protection in accordance with:

• The Mental Healthcare Act, 2017 (India),

• The National Commission for Allied and Healthcare Professions (NCAHP) Code of Ethics,

• The American Psychological Association (APA) Guidelines,

• Applicable Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 under Indian law.

1. Information We Collect

We may collect the following information:

• Personal identification information: Name, age, gender, contact number, email address.

• Sensitive personal data: Mental health history, therapy notes, diagnoses, treatment plans, session details.

• Parental/guardian details (for minors): Name, relationship, contact information.

• Usage data: IP address, browser type, page visits (if using website analytics).

2. Purpose of Data Collection

We collect your data to:

• Provide individualized therapy and psychological services.

• Maintain clinical records as per professional and legal standards.

• Schedule sessions, manage billing, and maintain communication.

• Ensure quality assurance and clinical supervision.

• Comply with legal obligations.

3. Confidentiality & Disclosure

We maintain strict confidentiality of all client information. Your data will not be shared without your explicit written consent, except in the following legally permissible situations:

• Risk of harm to self or others (duty to protect).

• Court orders or legal mandates.

• Cases involving abuse of children, elderly, or vulnerable persons (mandatory reporting under Indian law).

• Clinical supervision (with identifying details anonymized).

• Requests by regulatory bodies under applicable laws.

We follow informed consent protocols as per APA and NCAHP standards.

4. Confidentiality for Children and Adolescents

• Clients under the age of 18 must be accompanied by a parent or legal guardian for initiating therapy.

• Therapists prioritize the minor’s right to privacy while balancing parental rights.

• Parents/legal guardians will be informed of the general progress, but specific disclosures by the child remain confidential unless:

  • There's a threat of harm or abuse,

  • There’s a legal requirement to report,

  • The child consents to disclosure.

We follow guidelines laid out by NCAHP, MHCA 2017, and APA Section 10.01 on informed consent for minors.

5. Storage and Retention of Data

• Client data is stored in secure, password-protected systems or HIPAA-compliant cloud storage (if applicable).

• Records are retained for a minimum of 3–7 years after the end of service (as per Indian and APA norms) and then securely destroyed.

6. Use of Electronic Communication

• Email, SMS, or WhatsApp may be used only for administrative communication (e.g., appointment reminders).

• Therapeutic communication over non-secure platforms is discouraged unless explicitly agreed upon and documented.

• Clients are informed of any risks associated with digital platforms and must provide explicit consent.

7. Client Rights

Clients have the right to:

• Access their therapy records upon request (except in rare cases where it may cause psychological harm, per MHCA 2017).

• Correct or update their personal data.

• Withdraw consent (with limitations if therapy is ongoing).

• Request deletion of records (where legally permissible).

8. Third-Party Services

If we use any third-party tools for scheduling, video consultations (e.g., Zoom, Practo), or payment processing, we ensure these platforms are compliant with data protection norms. However, we are not liable for data breaches that occur outside our control.

9. Data Breach Protocol

In the unlikely event of a data breach, we will:

• Notify affected clients within 72 hours of discovering the breach.

• Take immediate action to mitigate the damage.

• Report to the appropriate regulatory body, if required.

10. Consent

By using our website and/or availing our therapy services, you consent to the collection and use of your personal and sensitive data as described in this policy.

Clients are required to sign a separate informed consent form before beginning therapy.

11. Use of Telehealth Services

a. Teletherapy Sessions

We offer therapy sessions via secure video conferencing platforms. These sessions are conducted in accordance with the Telemedicine Practice Guidelines (2020) and NCAHP ethical standards.
Clients opting for telehealth must provide informed consent (verbal or written) before engaging in remote therapy.

b. Confidentiality in Digital Spaces

• Sessions are not recorded by the therapist unless explicitly agreed upon and documented.

• Clients are strictly prohibited from recording sessions without prior consent.

• All digital platforms used are chosen for their privacy features and compliance with HIPAA-equivalent standards wherever possible.

c. Environment Responsibility

• Clients are expected to ensure they are in a quiet, private environment for telehealth sessions.

• The therapist is not responsible for breaches of confidentiality due to the client's location or internet security.

d. Technology Limitations

Clients are informed of the potential risks, including:

• Technical disruptions

• Internet/data breaches (despite best efforts)

• Data interception risks inherent to online communication

We take reasonable steps to protect your data, but we cannot guarantee 100% security over the internet.

12. Contact Information

If you have questions or concerns about this Privacy Policy, please contact:
Email: hellosoluamica@gmail.com
Phone: +91-8527515455
Website: soulamica.com

13. Policy Updates

We may update this policy periodically to reflect changes in legal, regulatory, or operational requirements. We recommend reviewing this page regularly. Continued use of our services constitutes acceptance of any changes.