Privacy Policy

Important: This Privacy Policy applies to the Green-Oakes Psychological Services & Consulting website. It does not replace the Notice of Privacy Practices (NPP) you receive at intake, which governs how Protected Health Information (PHI) is handled under HIPAA inside the clinical relationship.

1. Who I Am

Green-Oakes Psychological Services & Consulting is a solo psychology practice operated by Gabrielle Green-Oakes, Psy.D., licensed in Virginia (License #: 0810009229; NPI: 1073175030) and authorized to deliver telehealth across participating PSYPACT states. The practice mailing address is Alexandria, Virginia (mailing address available upon request).

2. Information This Website Collects

I aim to collect only what is necessary to respond to inquiries and to keep this site functional and secure.

• Information you provide: When you submit the contact or consultation request form, I collect the name, email, phone number (if provided), and message content you choose to share.
• Automatically collected: Standard server and analytics data such as IP address (anonymized), browser type, device type, referring page, and pages visited.
• Cookies: Minimal cookies for site functionality and, where enabled, privacy-respecting analytics. See the Cookie Policy for details and to manage your analytics preference.

Please do not include sensitive clinical details, diagnoses, or other Protected Health Information in website forms or unencrypted email. The website contact form is not a HIPAA-secure channel.

3. How I Use Your Information

• To respond to your inquiry and schedule a consultation.
• To provide information about services you have requested.
• To maintain the security and performance of the website.
• To comply with legal, regulatory, and professional obligations.

I do not sell your information. I do not use your information for third-party advertising.

4. PHI and HIPAA

Protected Health Information collected during the clinical relationship (intake forms, session notes, billing records) is handled under HIPAA through my secure electronic health record system, SimplePractice, under a Business Associate Agreement. Telehealth sessions are conducted on a HIPAA-compliant telehealth platform, which is also covered by a Business Associate Agreement. The full Notice of Privacy Practices is provided at intake and is available on this site.

5. How Information Is Shared

I share information only as needed to operate the practice or as required by law:

• Service providers who help run this site or the practice (hosting, email delivery, EHR), under appropriate confidentiality and BAA terms.
• When required by law, court order, or to prevent imminent harm, consistent with my legal and ethical obligations as a psychologist.
• With your written authorization for any other purpose.

6. Data Retention

Inquiry messages submitted through the website are retained for up to 12 months unless they become part of a clinical record, in which case they are retained per Virginia record retention requirements and professional standards.

7. Your Choices and Rights

• You may request a copy, correction, or deletion of website data you have submitted.
• You may opt out of any non-essential communications at any time.
• Rights regarding clinical records are described in the Notice of Privacy Practices provided at intake.

8. Security

I use reasonable administrative, technical, and physical safeguards to protect information collected through this site. No internet transmission is ever fully secure, so please use clinical channels (the EHR portal or telehealth platform) for anything sensitive.

9. Children's Privacy

This website is not directed to children under 13. Adolescent clients are seen only with the involvement and consent of a parent or legal guardian through the formal intake process, not through the website.

10. Third-Party Links

This site may link to outside resources for educational purposes. I am not responsible for the privacy practices of those websites and encourage you to review their policies.

11. Changes to This Policy

I may update this Privacy Policy from time to time. The "Last updated" date at the top of the page reflects the most recent revision. Material changes will be highlighted on this page.

12. Contact

Questions about this policy or how your information is handled can be directed to Greenoakespsych@gmail.com or by mail to Alexandria, Virginia (mailing address available upon request).