This Policy document describes various policies at Happy Heads such as privacy, cancellation etc. It outlines how we at Happy Heads collect, use, disclose, and protect the personal information of individuals who use our online clinical psychology services. We are committed to protecting your privacy and maintaining the confidentiality of your personal information. It also defines our cancellation policy and other disclaimers. By using our services, you consent to the practices outlined in these policies.
Privacy Policy
- Information We Collect:
- Personal Information: We may collect personal information such as your name, email address, contact information, date of birth, and other relevant details when you voluntarily provide it to us.
- Health Information: As an online clinical psychology service, we may collect health-related information, including medical history, mental health history, symptoms, and other information necessary for providing appropriate psychological assessment and treatment. This information is collected with your consent and in accordance with applicable laws, regulations and medical practices.
- Usage Information: We may collect information about your interactions with our website, including your IP address, browser type, device information, and browsing activities. This information helps us improve our services and enhance your user experience.
- Use of Personal Information:
- Providing Services: We use your personal and health information to provide clinical psychology services, including assessment, diagnosis, treatment, therapy sessions, and support.
- Communication: We may use your contact information to communicate with you regarding appointment scheduling, service updates, important notifications, and other relevant information related to your care.
- Research and Statistical Analysis: With your consent, we may use de-identified and aggregated data for research and statistical purposes to improve our services, develop new treatments, and contribute to the field of clinical psychology. Your personal information will remain confidential and anonymized in these cases.
- Legal Compliance: We may disclose personal information if required by law, court order, or other legal processes, or to protect our rights, safety, and the safety of others.
- Data Security and Confidentiality:
- We implement appropriate technical, administrative, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, and destruction.
- All our staff members adhere to strict confidentiality agreements and professional codes of ethics to maintain the privacy and confidentiality of your personal information.
- Third-Party Service Providers:
- We may engage trusted third-party service providers to assist us in delivering our services, such as hosting our website, processing payments, or providing secure video conferencing platforms. These providers are bound by contractual obligations to protect the privacy and security of your personal information.
- Consent and Withdrawal:
- By using our services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. You may withdraw your consent at any time by contacting us, although this may impact our ability to provide you with certain services.
- Data Retention:
- We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by applicable laws and regulations. After the retention period, we will securely dispose of or anonymize your personal information.
- Children’s Privacy:
- Our services when availed by children below 18 years are done under strict supervision, guidance and with permission from the child’s parents or guardians. Any data collected in those circumstances will be with the consent of the parents.
- Changes to this Privacy Policy:
- We reserve the right to update this Privacy Policy from time to time. We will notify you of any material changes through prominent notices on our website or by other means. Your continued use of our services after such modifications signifies your acceptance of the revised Privacy Policy.
- Use of Cookie on our website
- What Are Cookies?
Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently, enhance user experience, and provide information to website owners.
- Types of Cookies We Use:
- Essential Cookies: These cookies are necessary for the functioning of our website and enable you to navigate and use its features. They are typically session cookies that are deleted when you close your browser.
- Analytical and Performance Cookies: We use these cookies to collect information about how visitors interact with our website, such as which pages are visited most frequently and any error messages encountered. This data helps us improve the performance and usability of our website.
- Functionality Cookies: These cookies allow our website to remember choices you have made, such as language preferences or personalized settings. They help provide enhanced and customized features to improve your experience.
- Marketing and Advertising Cookies: We may use these cookies to deliver relevant advertisements to you based on your interests and browsing behavior. These cookies are typically placed by third-party advertising networks and may track your browsing activities across different websites.
C) Third-Party Cookies:
We may allow third-party service providers to place cookies on our website to perform functions on our behalf, such as website analytics or advertising. These third-party cookies are subject to the respective privacy policies of the providers and not governed by this Cookie Policy.
D) Your Cookie Choices:
- By default, most web browsers accept cookies automatically. However, you can usually modify your browser settings to decline cookies or notify you when cookies are being sent. Please note that disabling cookies may affect the functionality and performance of our website.
- You can also opt-out of certain third-party cookies for advertising purposes by visiting the opt-out pages provided by the respective third-party providers.
Cancellation Policy
This Online Psychology Therapy Session Cancellation Policy outlines the guidelines and procedures for canceling or rescheduling therapy sessions provided through our online platform. We understand that unforeseen circumstances may arise, but it is important to establish clear expectations regarding cancellations to ensure the efficient operation of our therapy services.
- Cancellation and Rescheduling:
- Notice Period: We require a minimum notice period of 48 hours before the starting time of the session for any cancellation or rescheduling requests. This allows us sufficient time to adjust our schedule and offer the available session slot to another client in need.
- Notification Method: All cancellation or rescheduling requests must be communicated through email. It is important to provide your full name, appointment date, and time when making the request.
- Rescheduling Request: In case of a request for rescheduling a session the client will be allotted a new slot based on the availability of the therapists.
2. Late Cancellations/rescheduling, No-Shows and Refund Policy:
Late cancellations/rescheduling and no-shows may incur a fee for each occurrence. This fee is intended to compensate for the reserved time slot that could have been allocated to another client.
Cancellation or rescheduling will be eligible for refund/credit based on the time of the request raised by the clients. The following table elaborates our refund policy.
| Cancellation/Rescheduling | Refund Eligibility |
| Before 72 hours from the start of the session | Full Refund |
| Before 48 hours from the start of the session | Credit (Can be used for booking another session within next 30 days) |
| WIthin 48 hours from the start of the session | No Refund or Credit |
| No Show | No Refund or Credit |
3. Exceptions
Emergencies: We understand that emergencies and unforeseen circumstances may occur. In such cases, we encourage you to contact us as soon as possible to discuss the situation. Exceptions to the cancellation policy may be considered on a case-by-case basis.
4. Cancellation from our end
In the event of unforeseen circumstances that require the therapist to cancel or reschedule a session, we will provide advanced notice and a choice to opt for full refund or find a suitable alternative appointment time with the same or some other therapist based on your requirements.
5. Amendments to the Cancellation Policy
We reserve the right to modify or update this Cancellation Policy at any time. Any changes will be communicated to you through the preferred communication method provided during registration or booking.
Disclaimer
I understand that tele-psychotherapy services are by appointment only and that these consultations are not suitable for help during a crisis or emergencies (suicidal tendencies).
I understand that the psychotherapist contacted during a set appointment would evaluate my need and context and guide me about the most suitable option for psychological intervention in that context (telepsychotherapy/ in-person psychotherapy/ crisis intervention/ emergency services).
I understand that the psychotherapist would use their professional discretion to provide required recommendations about the type of professional service that may be required at any given point of time.
At the same time, I agree to not hold my child’s psychotherapist responsible, should any adverse events, such as lack of improvement, deterioration or situations of potential risk of harm to self or others, occur during video/ audio consultation. I understand that in such situations I may be advised to obtain treatment for my child at the nearest available mental health or emergency service.
Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or our privacy practices, please contact us at info@happyheads.com
