Privacy policy

This policy covers the website at asmh.online, run by Associates in Mental Health (“AMH”, “we”). It does not replace the Notice of Privacy Practices your therapist gives you. That notice explains how your health information is used and protected under HIPAA once you are in care.

Please don’t send health information through this website or by regular email. Our forms are for contact and scheduling details only.

What we collect, and why

Appointment requests and online booking

When you request or book an appointment we collect your name, phone number, email address, how you prefer to be contacted, who the therapy is for, your preferred therapist, a good time to reach you, a short scheduling note and, for online booking, the time you choose. A request is emailed to our office through Microsoft 365. A booking is saved as a pending appointment in our Microsoft Bookings calendar. We use these details only to contact you and schedule your appointment.

Career applications

When you apply for a position we collect your name, contact details, your message, and the resume and cover letter you upload. They are emailed to the person handling hiring and are not kept on the website server.

Telehealth check-in

To join a video session you enter your name and the PIN your therapist gave you. We check the PIN and then connect you to your therapist’s private Microsoft Teams meeting through Microsoft Azure Communication Services. Your name is shown to your therapist in the waiting room, and the session (your name, therapist and time) is recorded on the practice’s appointment calendar in Microsoft 365 so the office has a record of the visit. The website server itself doesn’t keep your name, and we don’t record sessions. Recording and meeting chat are turned off. The camera preview on the check-in page stays in your browser until you join.

Therapist and staff accounts

For people who sign in to the therapist portal or the administration area, we keep a name, a sign-in email address and a scrambled (hashed) password, never the password itself. Staff sign in with their Microsoft work account. Therapists who join sessions as guests in our Microsoft 365 organization may sign in with Google or Microsoft. If you sign in with Google, we receive only your name and email address from Google, and we use them only to create and identify your guest account.

Security and technical information

Like most websites, our servers briefly record technical details such as your IP address, browser type and the pages requested. We use them to keep the site running, prevent abuse (for example, limiting repeated sign-in attempts) and fix problems. Our site is protected by Cloudflare’s security network, which also processes this traffic.

Cookies and tracking

We do not use advertising cookies, analytics or tracking tools, and we don’t sell or rent your information. The site sets one cookie, a sign-in cookie, and only when a therapist or staff member signs in. It expires after 8 hours or at sign-out. During telehealth check-in your browser may hold the meeting details for that tab only, and they clear when you close it.

Who we share it with

We share information only with the service providers that run the site and our office systems, such as Microsoft (email, calendar, Teams and Azure), Cloudflare (security and delivery) and our web hosting provider, and only so they can provide those services. We may also disclose information if the law requires it. We never sell your information.

Google user data

AMH’s use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We request only basic profile information (name and email address) to sign you in, and we don’t use it for advertising or share it with anyone else.

How long we keep it

The website itself does not keep copies of form submissions or telehealth check-ins. Emails and calendar entries are kept in our office systems for as long as needed to schedule and provide care, handle hiring, and meet legal and professional record-keeping requirements. Portal accounts are removed when a therapist leaves the practice.

Keeping it safe

The site uses encrypted connections (HTTPS) throughout, stores passwords and PINs only in scrambled (hashed) form, limits repeated sign-in attempts, and sends form details only to our Microsoft 365 organization. No system is perfectly secure, which is one more reason not to include health information in a form.

Your choices

You can ask us what contact information we hold about you from this website, or ask us to correct or delete it, by calling or writing to our office. Therapists can update their own profile in the portal at any time.

Children

This website is not meant for children under 13 to use on their own. Parents and guardians can request appointments for a child.

Changes

If we change how the website handles information, we’ll update this page and its effective date.

Contact us

Associates in Mental Health
2215 Elm St, Bellingham, WA 98225
Phone: (360) 715-2488

See also our Terms of Use.