Privacy Policy

1. Overview

Surprise Hypnotherapy ("we," "our," or "Robyn Oler, C.Ht.") is a private clinical hypnotherapy practice located in Surprise, Arizona. We are committed to protecting the privacy of our clients and website visitors.

This Privacy Policy explains what information we collect, how we use it, and how we protect it. By using this website or scheduling a session, you agree to the practices described in this policy.

A note on HIPAA: As a hypnotherapy practice that does not bill insurance or participate in any insurance network, Surprise Hypnotherapy is generally not a "covered entity" under the Health Insurance Portability and Accountability Act (HIPAA). However, we voluntarily follow the spirit of HIPAA's privacy principles because our clients share sensitive personal and health-related information with us. We treat all client information with the same level of discretion and care that HIPAA requires of covered healthcare providers.

2. Information We Collect

We collect information in the following circumstances:

Contact information: When you call, text, or reach out to schedule a session, we may collect your name, phone number, email address, and general location.
Intake and health information: Prior to or at the start of your first session, we collect information about your health history, goals, current care providers, and any relevant personal background through our client intake process.
Session records: We maintain notes related to your sessions for continuity of care and professional record-keeping purposes.
Payment information: We collect payment information sufficient to process your session fee. We do not store full credit or debit card numbers. Payment processing may be handled through third-party payment tools; those providers have their own privacy policies.
Website usage: If you visit this website, standard web server logs may record your IP address, browser type, referring page, and pages visited. See Section 6 for more detail.

3. How We Use Your Information

We use the information we collect to:

Schedule, confirm, and conduct your hypnotherapy sessions
Prepare for sessions and maintain continuity of care
Process payments and maintain billing records
Respond to your questions and communications
Comply with applicable legal or professional obligations
Improve the content and functionality of this website

We do not use your personal information for marketing purposes without your explicit consent, and we do not sell your information to any third party.

4. Information Sharing

We do not sell, rent, or share your personal information with third parties for their marketing purposes. We may share information only in the following limited circumstances:

With your consent: For example, if you are referred to or from another healthcare provider and request that we communicate with them.
Legal requirements: If required by law, court order, or to protect the safety of a client or third party. This includes mandatory reporting obligations under Arizona law.
Service providers: We may use third-party tools for scheduling, payment processing, or website hosting. These providers are bound by their own privacy policies and are not authorized to use your information for their own purposes.
Emergency situations: If there is an imminent risk of harm to you or others, we may disclose information to appropriate emergency services.

5. Health Information and Privacy Practices

Because our clients share sensitive personal and health information with us, we treat all session-related information as confidential. Specifically:

Client session notes are stored securely and are not shared with other clients or unauthorized parties.
We do not discuss client identities or case details in public or semi-public settings.
Information shared during sessions is used exclusively for the purpose of providing hypnotherapy services to you.
If you are currently working with a physician, therapist, or licensed counselor and that provider requests communication with us, we will only do so with your written consent.

If you have questions or concerns about how your health information is handled, please contact us directly at (623) 810-9879.

6. Website Usage and Cookies

This website (surprisehypnotherapy.com) is a static informational site. We do not use tracking cookies, behavioral advertising, or remarketing pixels on this website.

Standard server and network logs may record basic request data (IP address, browser, pages visited) for operational and security purposes. This data is not linked to your identity and is not used for marketing.

If this changes in the future, such as if we add analytics tools or third-party integrations, this policy will be updated accordingly.

7. Data Retention

We retain client records for a period consistent with professional standards and Arizona state requirements for healthcare-adjacent practices. In general, this means:

Adult client records are retained for a minimum of 7 years from the date of last service.
Minor client records are retained until the client turns 25 or for 7 years from the date of last service, whichever is longer.
Payment records are retained as required for tax and accounting purposes.

To request access to or deletion of your records (subject to legal retention requirements), please contact us at (623) 810-9879.

8. Security

We take reasonable precautions to protect your information from unauthorized access, use, or disclosure. Physical session records are kept in a secure location. Digital records are protected with access controls appropriate to a small private practice.

No method of transmission or storage is 100% secure. While we make every effort to protect your information, we cannot guarantee absolute security.

9. Your Rights

As a client or prospective client, you have the right to:

Access: Request a copy of the personal information we hold about you.
Correction: Request that we correct inaccurate information in your records.
Deletion: Request deletion of your information, subject to legal retention requirements and any open balance owed.
Opt-out: Opt out of any non-essential communications from us at any time.

California residents may have additional rights under the California Consumer Privacy Act (CCPA). To exercise any of these rights, contact us directly at (623) 810-9879 or reach out through the Contact page.

10. Children Under 13

This website is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13 through this website without verifiable parental consent. For minors who attend sessions, all personal and health information is collected directly from and with the consent of a parent or legal guardian. See Section 8 of our Terms of Service for our minor client policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised effective date. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

12. Contact

If you have questions, concerns, or requests related to this Privacy Policy, please contact us:

Surprise Hypnotherapy
Robyn Oler, C.Ht.
Surprise, AZ 85374
Phone / Text: (623) 810-9879

We will respond to privacy inquiries within a reasonable time, typically within 5 business days.

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