Website Privacy Policy

1. Scope and Relationship to HIPAA

This policy applies to information collected through the public Website. It does not replace FGC’s HIPAA Notice of Privacy Practices, which describes how FGC may use and disclose protected health information (“PHI”) and explains patient rights under HIPAA.

This policy also does not govern websites, platforms, or applications operated independently by third parties, even when the Website links to them. Those services maintain their own privacy policies and practices.

2. Information We Collect

Information you choose to provide

Depending on how you interact with the Website, you may choose to provide information such as:

• Your name, email address, telephone number, or other contact information;
• Information submitted when you request services, ask a question, provide feedback, make a referral, apply for a position, or communicate with us;
• Information submitted through a linked intake form, patient portal, survey, payment page, telehealth service, or other third-party service;
• Information contained in documents or messages you choose to send to FGC; and
• Any other information you voluntarily provide.

Please do not send sensitive medical, behavioral health, payment-card, Social Security, or other highly confidential information through ordinary email or a general website communication channel. Use an FGC-designated secure system when one is provided.

Information collected automatically

When you visit the Website, FGC and its website service providers may automatically collect limited technical and usage information, including:

• Internet Protocol (IP) address;
• Browser type, device type, operating system, language, and similar technical information;
• Referring and exit pages or URLs;
• Pages viewed, links selected, dates and times of visits, and approximate duration of visits;
• General geographic information derived from an IP address;
• Website performance, error, and security information; and
• Cookie identifiers and similar online identifiers.

Technical information may be considered personal information under some laws even when it does not directly identify you by name.

3. How We Use Information

FGC may use information collected through the Website to:

• Operate, maintain, secure, and improve the Website;
• Respond to inquiries and requests;
• Help connect prospective patients with appropriate intake resources;
• Process referrals, feedback, job inquiries, or other submissions;
• Understand how visitors use the Website and evaluate website performance;
• Detect, investigate, and prevent fraud, misuse, security incidents, or technical problems;
• Comply with legal, regulatory, contractual, insurance, and professional obligations;
• Establish, exercise, or defend legal rights; and
• Carry out other purposes disclosed when information is collected or authorized by you.

FGC does not use PHI for marketing, targeted advertising, or the sale of information except as specifically authorized or otherwise permitted by applicable law and described in the Notice of Privacy Practices.

4. Cookies and Website Analytics

The Website uses cookies and similar technologies to support website operation, security, functionality, performance measurement, and analytics. A cookie is a small data file stored on a device or browser.

The Website currently uses services that may include:

• Google Analytics and Google tag technology to measure website traffic and understand how visitors interact with the Website; and
• WordPress and Jetpack statistics to operate the Website, deliver content, identify technical problems, and measure website use.

These providers may receive technical information such as IP address, device and browser information, cookie or device identifiers, referring URLs, pages viewed, and interaction data. Their handling of information is governed by their applicable terms and privacy policies.

Your cookie choices

Most browsers allow you to block or delete cookies through browser settings. Blocking some cookies may affect Website functionality. You may also use privacy features offered by your browser or device and opt-out mechanisms made available by analytics providers. FGC does not control browser settings or third-party opt-out tools.

5. How We Disclose Information

FGC does not sell personal information for monetary consideration. We may disclose information in the following circumstances:

Service providers

We may disclose information to companies that support website hosting, content delivery, security, analytics, forms, communications, electronic health records, intake, payment processing, telehealth, and other business functions. These providers are permitted to process information for the services they perform for FGC and as otherwise allowed by their agreements and applicable law.

HIPAA business associates

When a vendor creates, receives, maintains, or transmits PHI on FGC’s behalf and HIPAA requires it, FGC enters into a business associate agreement requiring appropriate safeguards and limitations on the vendor’s use and disclosure of PHI.

Legal, safety, and compliance purposes

We may disclose information when we reasonably believe disclosure is required or permitted by law; necessary to respond to lawful process; needed to protect the rights, safety, or security of FGC, our patients, Website visitors, or others; or appropriate to investigate fraud, misuse, or security incidents. Additional protections may apply to behavioral health, psychotherapy, minor, and substance use disorder information.

Organizational transactions

Information may be disclosed as part of a merger, acquisition, restructuring, financing, sale of assets, or similar organizational transaction, subject to applicable confidentiality, HIPAA, and legal requirements.

With your direction or authorization

We may disclose information when you direct us to do so, give permission, or provide a valid authorization. A HIPAA authorization will be obtained when required.

6. Third-Party Services and Links

The Website links to services operated by third parties. Depending on the page or service you use, these may include:

• AdvancedMD electronic intake and patient portal services;
• Online payment services;
• Telehealth and therapist waiting-room services;
• Google Forms or other survey and form services;
• Facebook, Instagram, and other social media platforms; and
• External healthcare, community, educational, or informational resources.

When you follow a link to a third-party service, that service may collect information directly from you and may use cookies or other technologies. FGC does not control independently operated third-party websites. Review the privacy notice presented by the service before submitting information.

A link does not necessarily mean that FGC endorses every statement, privacy practice, or security practice of the linked service.

7. Your Privacy Choices

You may:

• Adjust your browser or device settings to limit cookies and similar technologies;
• Choose not to submit information through ordinary website or email channels;
• Use an FGC-designated secure intake, portal, or communication method when available;
• Unsubscribe from optional communications by using the instructions provided in the message or contacting us; and
• Contact us to ask about personal information you previously submitted through the Website, subject to identity verification, applicable law, and record-retention obligations.

FGC is a HIPAA covered entity. The Virginia Consumer Data Protection Act exempts covered entities and business associates governed by HIPAA. Rights concerning PHI are described in FGC’s Notice of Privacy Practices. Other privacy rights may apply depending on your location and the type of information involved.

To protect privacy and security, we may verify your identity and authority before acting on a request. We may also retain information when required or permitted by law, necessary for treatment or payment, needed to establish or defend legal rights, or subject to another applicable exception.

8. Data Retention

FGC retains information for as long as reasonably necessary for the purposes described in this policy and to satisfy applicable legal, regulatory, clinical, contractual, insurance, accounting, security, and record-retention requirements.

Retention periods vary based on the type of information and the context in which it was collected. Clinical and billing records are retained according to FGC’s health-record retention policies and applicable federal, Virginia, payer, and professional requirements. Website analytics and technical records may be retained for shorter or provider-configured periods.

9. Security

FGC uses reasonable administrative, physical, and technical safeguards appropriate to the nature of the information and the systems involved. The Website uses encrypted HTTPS connections. FGC also uses access controls, vendor oversight, security monitoring, and other measures designed to protect information.

No website, email service, internet transmission, or information system can be guaranteed to be completely secure. Please use FGC-designated secure systems for sensitive information, protect your account credentials, and notify FGC promptly if you suspect unauthorized access to a patient account or communication.

10. Children’s Privacy

FGC provides behavioral health services to children, but the public Website is directed to adults, parents, guardians, caregivers, referral sources, and individuals seeking information about FGC. The Website is not directed to children under 13, and FGC does not knowingly use the public Website to collect personal information directly from children under 13 without appropriate parental or legal authorization.

A parent, guardian, or legally authorized person may provide information about a child through an FGC-designated intake or clinical system. That information is handled according to applicable HIPAA, Virginia, consent, minor-treatment, and health-record requirements.

11. Medical Information, Communications, and Emergencies

Website content is provided for general informational purposes and is not a substitute for professional evaluation, diagnosis, treatment, or emergency care. Visiting the Website or sending a general inquiry does not, by itself, establish a therapist-patient relationship.

Do not use ordinary email or a general Website channel to communicate urgent clinical concerns, request emergency assistance, or send highly sensitive information. Current patients should use the communication methods provided by their clinician or the patient portal, as appropriate.

12. Accessibility

FGC is committed to making its Website and privacy information accessible to people with disabilities. To report an accessibility barrier or request this policy in an alternative format, visit our Online Accessibility page or contact us using the information below.

13. Changes to This Policy

FGC may update this Website Privacy Policy when its website practices, services, vendors, or legal obligations change. The revised policy will be posted on this page with an updated effective or revision date. Material changes will be communicated in another reasonable manner when required by law.

14. Contact Us

For questions about this Website Privacy Policy or FGC’s website privacy practices, contact:

Please do not include sensitive medical or behavioral health information in an ordinary email. For questions or requests involving your health record, use the secure process identified by FGC or contact the office by telephone for instructions.