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Legal & privacy

Privacy Policy

Template content — review required. This Privacy Policy is a substantively complete template prepared for Pasadena Clinical Group's California outpatient practice. It must be reviewed and finalized by the practice's California-licensed attorney and compliance officer before publication.

Effective date: [DATE OF PUBLICATION] · Last updated: 2026-04-29

1. Introduction

Pasadena Clinical Group ("we," "us," or "our") is a California outpatient mental-health practice located at 301 N. Lake Ave, STE 600, Pasadena, CA 91101. This Privacy Policy describes how we collect, use, disclose, and protect personal information when you visit la-substanceuse.com (the "Site"), submit a contact form, request services, or otherwise interact with our website.

This Privacy Policy describes our practices for information collected through the Site. Information you share as a patient or potential patient in the course of clinical care is governed by our Notice of Privacy Practices (NPP), the federal HIPAA Privacy Rule, and the California Medical Information Act (CMIA).

2. Categories of personal information we collect

We collect the following categories of personal information, as defined under the California Consumer Privacy Act, as amended by the California Privacy Rights Act ("CCPA/CPRA"):

  • Identifiers: name, email address, phone number, postal address, IP address.
  • Customer record information: information you provide in contact forms, the Pay Bill placeholder form, the Practicum Application form, and any messages or documents you submit (resumes/CVs).
  • Internet or other electronic network activity: browsing history on the Site, interaction with pages, referring URLs, device information, time stamps.
  • Geolocation data: approximate location derived from IP address.
  • Inferences: inferences drawn from any of the above to create a profile reflecting preferences (only if analytics are enabled by your cookie consent).
  • Sensitive personal information (under CPRA): the contents of communications you choose to send to us through the Site, which may include health-related information. Please do not include sensitive personal health information (PHI) in any web form. We do not knowingly use sensitive personal information for purposes other than those permitted under CPRA Section 1798.121.

3. Sources of personal information

We collect personal information directly from you (when you submit a form, email, or call), automatically (cookies and analytics, only when you have consented), and from service providers acting on our behalf (web hosting, form processing, the Cloudflare Turnstile anti-spam service, and webhook automation services that route form submissions to our internal systems).

4. Business and commercial purposes for which we use personal information

  • Responding to your inquiries and scheduling appointments.
  • Processing practicum applications and reviewing applicant materials.
  • Verifying insurance benefits before your first session.
  • Site security, fraud prevention, and protection against malicious traffic (Cloudflare Turnstile).
  • Site analytics and improvement (only when you have consented to performance/analytics cookies).
  • Compliance with our legal, regulatory, and professional obligations.

5. Categories of third parties with whom we share personal information

We share personal information only with categories of recipients reasonably necessary to provide our services and operate our website:

  • Service providers and processors (acting on our behalf under written contract): website hosting and Content Delivery Network (Cloudflare), edge form-routing service (a Cloudflare Worker we operate), webhook automation platform (n8n), email service, electronic health record (EHR) system, billing and clearinghouse partners, professional liability and compliance consultants.
  • Anti-fraud / security providers: Cloudflare Turnstile.
  • Legal authorities: when required by law, valid legal process, or in good faith to protect health or safety.

Sale or sharing of personal information: Pasadena Clinical Group does not sell personal information for monetary consideration. To the extent that the use of analytics or third-party tracking on our Site qualifies as "sharing" of personal information for cross-context behavioral advertising under CPRA, we honor opt-out requests as described in Section 7 below. Where applicable, we comply with the Global Privacy Control ("GPC") signal as a valid opt-out.

6. Retention

We retain personal information collected through the Site only as long as is necessary for the business purposes described above, or as required by law. Inquiry messages submitted through the contact form are retained for up to 24 months unless the inquiry results in a clinical relationship, in which case the inquiry record becomes part of the clinical record and is retained per the records-retention requirements in our Notice of Privacy Practices. Practicum application materials are retained for up to 24 months. Server logs are retained for up to 90 days.

7. Your California consumer privacy rights (CCPA / CPRA)

If you are a California resident, you have the following rights, subject to verification of your identity and any exceptions provided by law:

  • Right to know — to request the categories of personal information we collected, the categories of sources, the business or commercial purpose for collection, the categories of third parties with whom we shared the information, and the specific pieces of personal information we collected about you.
  • Right to delete — to request deletion of personal information we collected from you, subject to permitted exceptions (including continuing legal, audit, or health-records-retention obligations).
  • Right to correct — to request correction of inaccurate personal information we hold about you.
  • Right to opt out of sale or sharing — see Section 5; you may exercise this right at any time by clicking the "Do Not Sell or Share My Personal Information" link in our footer (or this link), which opens our Cookie Preferences modal, or by sending a Global Privacy Control signal from your browser.
  • Right to limit use of sensitive personal information — we do not knowingly use sensitive personal information for purposes outside those permitted under CPRA Section 1798.121, but you may request a limitation at any time using the contact below.
  • Right to non-discrimination — we will not deny you services, charge you a different price, or provide a different level of service because you exercised your privacy rights.

8. How to exercise your rights

You may exercise any of the rights above by:

We will verify your identity before fulfilling your request, generally by matching the information you provide to information we already hold. We will respond within the timeframes required by California law (generally 45 days, with one 45-day extension where reasonably necessary).

9. Authorized agents

You may designate an authorized agent to make a request on your behalf. We will require: (a) signed permission from you authorizing the agent; (b) verification of your identity directly with us; and (c) verification of the agent's identity. Agents acting under a valid power of attorney executed under California Probate Code §4000 et seq. need only provide the power of attorney.

10. Cookies and tracking technologies

We use cookies and similar technologies as described in our Cookie Policy. Non-essential cookies (analytics, functionality, marketing) are off by default and load only after you grant consent through the cookie banner or preferences modal.

11. Children's privacy

Our services are intended for adults. We do not knowingly collect personal information from children under 13 (under the federal Children's Online Privacy Protection Act, "COPPA") or from minors under 16 without affirmative authorization, as required under California law. If you believe we have collected information from a child, please contact us so we can delete it.

12. Data security

We use reasonable administrative, technical, and physical safeguards to protect personal information, including TLS/HTTPS for data in transit, encryption at rest where applicable, role-based access controls, vendor due diligence, and HIPAA-compliant systems for clinical information. No method of transmission over the internet is 100% secure; we encourage you to call us at (626) 354-6440 rather than email or web-form for sensitive matters.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when the policy was last revised. Material changes will be communicated through the Site and, where required, by direct notice. Continued use of the Site after the effective date of an update constitutes acceptance of the revised policy.

14. Contact

Pasadena Clinical Group
Attn: Privacy Officer
301 N. Lake Ave, STE 600
Pasadena, CA 91101
Phone: (626) 354-6440
Email: office@pasadenaclinicalgroup.com

See also: Notice of Privacy Practices (HIPAA + CMIA) · Cookie Policy · Terms & Conditions.