PRIVACY POLICY

This Privacy Policy explains how we collect, use, protect, and share information across all areas of our work—including clinical care, consulting, research, training, teaching, and policy collaboration.

 

EFFECTIVE DATE: October 2025
CONTACT: info@groveinstitute.org | (541) 402-1024

 

At Grove Institute, your privacy and trust are essential to us. We are a small, community-based behavioral health and consulting practice operating in Washington and Oregon, and we are committed to transparency, accessibility, and trauma-informed communication in everything we do.

 

SCOPE

This policy applies to all information collected through:

• Our clinical and behavioral health services

• Our website, contact forms, and email or phone communications

• Our trainings, workshops, and public speaking engagements

• Our research, policy, and consulting collaborations

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This Privacy Policy works alongside our HIPAA Notice of Privacy Practices, which governs how we handle protected health information (PHI) for clients receiving clinical care. You can view or request a copy of that notice at any time.

 

INFORMATION WE COLLECT

We collect only the information necessary to provide and improve our services. Depending on the context, this may include:

• Personal information: such as your name, contact details, or organization (for scheduling, contact, or training registration).

• Health information: only when you are an established clinical client, collected and stored through secure, HIPAA-compliant systems.

• Payment information: for clinical or consulting services.

• Professional information: if you engage with us for collaboration, training, or policy work.

• Website analytics: limited, non-identifiable data (e.g., browser type, IP address, pages visited) to improve our site.

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We do not sell, trade, or rent personal or health information to anyone.

 

HOW WE USE INFORMATION

We use collected information to:

• Provide, coordinate, and improve services you request.

• Communicate about appointments, programs, or partnerships.

• Manage billing, administration, and compliance requirements.

• Evaluate our services and improve user experience.

• Conduct research or evaluation only using de-identified, aggregate data that cannot be traced to any individual.

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We never use or disclose identifiable client information in public, professional, or educational contexts. Doing so would violate HIPAA and our ethical standards.

 

HOW WE PROTECT YOUR INFORMATION

We maintain strict security and confidentiality standards:

• All clinical information is stored in HIPAA-compliant electronic systems.

• Access is limited to authorized Grove staff and contractors under confidentiality agreements.

• Data is encrypted and transmitted securely.

• No protected health information (PHI) is stored on or transmitted through our public website.

 

While no system can guarantee absolute security, Grove Institute uses industry best practices to protect all client and organizational data.

 

COOKIES & WEBSITE ANALYTICS

Our website may use basic cookies or analytics tools to understand visitor use and improve accessibility.

• We do not use cookies for targeted advertising or tracking individuals.

• You can adjust your browser settings to decline cookies if preferred.

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THIRD-PARTY LINKS

Our website or educational materials may include links to other organizations or resources. We are not responsible for their privacy practices and recommend reviewing their policies before sharing information.

 

YOUR RIGHTS

You have the right to:

• Access, correct, or request limits on your personal or health information.

• Request restrictions on disclosure of PHI as outlined in our HIPAA Notice.

• Withdraw consent for optional communications (e.g., newsletters or event updates).

• File a concern directly with us or the U.S. Department of Health and Human Services (HHS) without fear of retaliation.

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ACCESSIBILITY & LANGUAGE ACCESS

We are committed to accessibility and inclusion in all aspects of our work.

• Clinical services are available in English and Spanish, with additional languages in development.

• We collaborate with individuals to provide materials in accessible or alternative formats upon request.

 

As a small organization, we work directly with clients and partners to find solutions that meet individual accessibility and communication needs.

 

USE OF INFORMATION IN TEACHING, SPEAKING, & RESEARCH

In our teaching, training, and professional presentations, Grove Institute may use generalized themes, composite examples, or fully de-identified stories to illustrate clinical or systemic concepts.

• Any story, case example, or scenario shared is fictionalized or aggregated to protect client privacy.

• We do not use or disclose any identifying information about clients, patients, or participants without explicit, written authorization.

• All educational and research activities comply with HIPAA, state confidentiality laws, and professional ethics standards for social work and behavioral health.

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Our commitment is to model ethical, responsible teaching and to protect the confidentiality of every person who seeks care through Grove.

 

UPDATES TO THIS POLICY

We may update this Privacy Policy periodically to reflect new services, technology, or legal requirements. The latest version will always be available on our website with a revised effective date.

 

CONTACT US

If you have questions, concerns, or feedback about this Privacy Policy, accessibility, or your privacy rights, please contact us:​

info@groveinstitute.org

(541)-402-1024

 

We appreciate your trust and partnership in creating ethical, inclusive, and community-rooted behavioral health care.