Your Privacy & HIPAA Rights What You Should Know
At Scarsdale Psychology Associates, we are committed to protecting your personal health information with the highest standards of care, in compliance with both federal law and the ethical guidelines of our profession. We take your privacy seriously—not just because it’s required, but because it’s the foundation of a safe and trusting therapeutic relationship.
This policy explains how your information is protected under the HIPAA Privacy and Security Rules, as well as the American Psychological Association (APA) Code of Ethics.
What Is HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that protects the confidentiality and security of your personal health information (PHI). The law includes two key rules:
The Privacy Rule governs how your information may be used or shared
The Security Rule ensures that electronic records are protected with technical, administrative, and physical safeguards
We fully comply with both rules in how we store, use, and safeguard your health data.
What We Protect
We protect all personally identifiable health information, including:
Your name, contact information, and date of birth
Diagnoses, treatment notes, and therapy session content
Insurance and billing records
Email, text, and any electronic communications between you and your therapist
All client records are stored in secure, HIPAA-compliant electronic systems with restricted access and encryption.
How Your Information May Be Used
Your health information is used only for:
Providing clinical care
Coordinating with other professionals (with your written consent)
Managing administrative tasks like billing and scheduling
Meeting legal or ethical obligations (e.g., mandated reporting)
We do not share your information with anyone without your explicit consent, unless required by law.
When Information May Be Disclosed Without Consent
We may be legally or ethically required to disclose information if:
- You are at serious risk of harming yourself or someone else
- We suspect child, elder, or dependent adult abuse or neglect
- We are subpoenaed or court-ordered to provide records
In all other cases, your written permission is required before we share any information
Teletherapy Privacy
If you receive our teletherapy services, please know:
- Sessions are conducted via secure, HIPAA-compliant platforms
- No session is recorded or stored unless you consent in writing
- You have the same rights and privacy protections as in in-person sessions
- We recommend attending sessions from a private, quiet space to protect your confidentiality
Email & Text Communication
We understand that email and texting are convenient. To protect your privacy:
- We only use email/text for non-clinical purposes (e.g., scheduling, logistics)
- We do not use these channels for therapeutic discussions
- If you choose to use email or text, you acknowledge the inherent privacy risks
- You may opt out of electronic communication at any time
For sensitive issues, please use our secure portal or call the office directly.
Record Retention
In compliance with New York State regulations and best practices:
- Adult client records are retained for at least 6 years
- For minors, records are retained at least 6 years after the client turns 18
- Records are stored securely, and may be securely destroyed when no longer needed
New York State Compliance
As a licensed psychology practice in New York, we also follow:
- New York State Office of Mental Health (OMH) regulations
- Mandatory reporting laws for risk of harm or suspected abuse
- State-specific privacy and recordkeeping guidelines
APA Code of Ethics
In addition to legal standards, we follow the American Psychological Association (APA) Code of Ethics, which includes:
- Principle E: Respect for People’s Rights and Dignity – Upholding confidentiality and protecting client autonomy
- Standard 4.01–4.07 – Strict confidentiality in how we collect, store, and share client information
- Informed Consent – We ensure you understand how your information is used and your rights in the therapeutic relationship
At Scarsdale Psychology Associates, ethical responsibility is central to how we work. You can expect honesty, transparency, and a commitment to your wellbeing.
What Is HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that protects the confidentiality and security of your personal health information (PHI). The law includes two key rules:
The Privacy Rule governs how your information may be used or shared
The Security Rule ensures that electronic records are protected with technical, administrative, and physical safeguards
We fully comply with both rules in how we store, use, and safeguard your health data.
What We Protect
We protect all personally identifiable health information, including:
Your name, contact information, and date of birth
Diagnoses, treatment notes, and therapy session content
Insurance and billing records
Email, text, and any electronic communications between you and your therapist
All client records are stored in secure, HIPAA-compliant electronic systems with restricted access and encryption.
How Your Information May Be Used
Your health information is used only for:
Providing clinical care
Coordinating with other professionals (with your written consent)
Managing administrative tasks like billing and scheduling
Meeting legal or ethical obligations (e.g., mandated reporting)
We do not share your information with anyone without your explicit consent, unless required by law.
When Information May Be Disclosed Without Consent
We may be legally or ethically required to disclose information if:
- You are at serious risk of harming yourself or someone else
- We suspect child, elder, or dependent adult abuse or neglect
- We are subpoenaed or court-ordered to provide records
In all other cases, your written permission is required before we share any information
Teletherapy Privacy
If you receive our teletherapy services, please know:
- Sessions are conducted via secure, HIPAA-compliant platforms
- No session is recorded or stored unless you consent in writing
- You have the same rights and privacy protections as in in-person sessions
- We recommend attending sessions from a private, quiet space to protect your confidentiality
Email & Text Communication
We understand that email and texting are convenient. To protect your privacy:
- We only use email/text for non-clinical purposes (e.g., scheduling, logistics)
- We do not use these channels for therapeutic discussions
- If you choose to use email or text, you acknowledge the inherent privacy risks
- You may opt out of electronic communication at any time
For sensitive issues, please use our secure portal or call the office directly.
Record Retention
In compliance with New York State regulations and best practices:
- Adult client records are retained for at least 6 years
- For minors, records are retained at least 6 years after the client turns 18
- Records are stored securely, and may be securely destroyed when no longer needed
New York State Compliance
As a licensed psychology practice in New York, we also follow:
- New York State Office of Mental Health (OMH) regulations
- Mandatory reporting laws for risk of harm or suspected abuse
- State-specific privacy and recordkeeping guidelines
APA Code of Ethics
In addition to legal standards, we follow the American Psychological Association (APA) Code of Ethics, which includes:
- Principle E: Respect for People’s Rights and Dignity – Upholding confidentiality and protecting client autonomy
- Standard 4.01–4.07 – Strict confidentiality in how we collect, store, and share client information
- Informed Consent – We ensure you understand how your information is used and your rights in the therapeutic relationship
At Scarsdale Psychology Associates, ethical responsibility is central to how we work. You can expect honesty, transparency, and a commitment to your wellbeing.
Our Commitment
Confidentiality is not just a policy—it’s a promise. We are committed to creating a space where you feel safe, respected, and empowered to grow. If you have questions or concerns about how your privacy is protected, please don’t hesitate to reach out to us at: