Privacy Policy

Last Modified: October 1, 2026

Cogniscribe Psychological Services (“Cogniscribe,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide to us. This Privacy Policy describes how we collect, use, maintain, protect, and disclose information obtained through the Cogniscribe Psychological Services website (the “Website”).

This Privacy Policy applies to information collected through the Website, including information you provide through online forms, and to communications initiated through the Website.

This Privacy Policy generally does not govern protected health information (“PHI”) that is subject to the Health Insurance Portability and Accountability Act (“HIPAA”) or other applicable health privacy laws. Our privacy practices concerning PHI are described in our Notice of Privacy Practices. When information you provide becomes part of your clinical or healthcare record, the handling of that information is governed by our Notice of Privacy Practices and applicable law.

Please read this Privacy Policy carefully. By using the Website, you acknowledge the practices described in this Privacy Policy. If you do not agree with these practices, you may choose not to use the Website or submit information through it.

Information We Collect

The information we collect depends on how you interact with the Website.

Information You Provide to Us

You may voluntarily provide Personal Data when you:

Request information about our services;
Request a psychological assessment or therapy appointment;
Contact us regarding insurance or payment questions;
Submit a professional referral;
Complete a contact or inquiry form;
Communicate with us by email, telephone, or other means; or
Otherwise interact with us through the Website.

Depending on the nature of your inquiry, information you provide may include:

Your name;
Email address;
Telephone number;
Preferred method of contact;
Insurance information;
The type of service you are seeking;
Information you voluntarily include in a message or inquiry; and
Other information reasonably necessary to respond to your request.

For professional referrals, we may also receive information concerning the referring professional or organization and the individual being referred.

Please do not submit highly sensitive clinical information through a general Website contact form unless the form specifically indicates that it is appropriate and secure for that purpose.

Information Collected Automatically

When you visit the Website, certain information may be collected automatically through cookies and similar technologies. This information may include:

Internet Protocol (“IP”) address;
Browser type;
Device type;
Operating system;
Approximate geographic information derived from your IP address;
Pages viewed;
Referring and exit pages;
Dates and times of Website visits;
Links or features used; and
Other information about how visitors interact with the Website.

We may use this information to operate, secure, maintain, and improve the Website; understand how visitors use the Website; evaluate the effectiveness of our content and outreach; and improve the accessibility and usability of our services.

Cookies and Similar Technologies

The Website may use cookies, pixels, tags, web beacons, and similar technologies.

Cookies are small files placed on or associated with your device that allow websites to recognize a browser or device and perform various functions. Some cookies are necessary for the Website to operate properly. Others may be used for analytics, functionality, performance measurement, or advertising-related purposes.

Depending on the technologies used on the Website, third-party service providers may also place or access cookies or similar technologies.

You may be able to control cookies through your browser settings and, where provided, through Website cookie or privacy controls. Blocking certain cookies may affect the availability or functionality of portions of the Website.

Analytics and Advertising Technologies

We may use third-party analytics and measurement services to help us understand Website traffic, Website performance, and how visitors interact with our content.

We may also use advertising or conversion-measurement technologies to evaluate the effectiveness of advertising campaigns and understand whether advertisements lead visitors to take actions such as visiting particular pages, calling the practice, or submitting an inquiry.

We do not intend to use advertising or analytics technologies to disclose PHI for advertising purposes. We take reasonable steps to configure Website technologies in a manner appropriate for a healthcare practice and applicable privacy requirements.

The privacy practices of third-party services may also be governed by those providers’ own privacy policies.

How We Use Personal Data

We may use Personal Data collected through the Website to:

Respond to questions, inquiries, and requests;
Assist individuals seeking psychological assessment, psychotherapy, or other services;
Process and respond to professional referrals;
Communicate regarding scheduling, availability, insurance, or administrative matters;
Verify or assist with insurance-related inquiries where appropriate;
Operate, maintain, secure, and improve the Website;
Understand how visitors use the Website;
Evaluate the effectiveness of our outreach and advertising;
Maintain appropriate business and administrative records;
Prevent fraud, misuse, security incidents, or other harmful activity;
Comply with applicable legal, regulatory, and professional obligations;
Protect our rights, property, patients, clinicians, employees, and others;
Fulfill any other purpose disclosed when the information is collected; and
Carry out other purposes with your consent or as otherwise permitted by law.

We do not use PHI for advertising purposes except as permitted by applicable law and our Notice of Privacy Practices.

How We May Disclose Personal Data

We do not disclose Personal Data except as described in this Privacy Policy, our Notice of Privacy Practices where applicable, or as otherwise permitted or required by law.

We may disclose Personal Data to:

Service Providers

We may use third-party vendors and service providers to help operate the Website and our business. These providers may perform services such as website hosting, website maintenance, analytics, communications, scheduling, information technology, security, or other administrative functions.

These providers may have access to information only as reasonably necessary to perform services on our behalf and are subject to applicable contractual, confidentiality, privacy, and security obligations.

Where a third party handles PHI on our behalf and applicable law requires a Business Associate Agreement or similar safeguard, we take appropriate steps to establish the required protections.

Legal and Safety Purposes

We may disclose information when we reasonably believe disclosure is necessary or appropriate to:

Comply with applicable law, regulation, court order, subpoena, or other legal process;
Respond to lawful requests from governmental or regulatory authorities;
Protect the rights, property, safety, or security of Cogniscribe, our patients, clinicians, employees, Website visitors, or others;
Investigate suspected fraud, security incidents, unlawful conduct, or misuse of the Website; or
Establish, exercise, or defend legal claims.

Business Transactions

If Cogniscribe undergoes a merger, acquisition, reorganization, sale, transfer, or other business transaction involving all or part of the practice or its assets, information may be transferred as permitted by applicable law and subject to applicable privacy requirements.

With Your Direction or Consent

We may disclose information when you direct us to do so, provide consent, or when disclosure is otherwise permitted by applicable law.

Protected Health Information

Information that constitutes PHI is subject to additional protections under HIPAA and other applicable federal and state laws.

Our use and disclosure of PHI, your rights regarding PHI, and our responsibilities concerning PHI are described in our Notice of Privacy Practices.

If there is a conflict between this Privacy Policy and our Notice of Privacy Practices concerning PHI, the Notice of Privacy Practices and applicable law govern our handling of that information.

Third-Party Websites and Services

The Website may contain links to third-party websites, platforms, resources, or services.

A link to a third-party website does not mean that Cogniscribe controls or endorses that website’s privacy practices. Once you leave our Website, information you provide or that is collected by a third party is governed by that third party’s privacy practices and terms.

We encourage you to review the privacy policies of websites and services you choose to use.

Your Privacy Choices

You may choose not to provide Personal Data through the Website. However, doing so may limit our ability to respond to an inquiry or provide certain Website-based services.

You may configure your browser to block, restrict, or delete certain cookies. Where additional Website privacy controls are provided, you may also use those controls to manage eligible technologies.

You may contact us if you would like to request access to, correction of, or deletion of Personal Data you have provided through the Website. Whether we can fulfill a particular request may depend on applicable law, professional record-retention requirements, the nature of the information, and whether the information is part of a clinical or healthcare record.

Requests involving PHI or clinical records may be governed by different rights and procedures described in our Notice of Privacy Practices.

To submit a privacy request, contact us at:

privacy@cogniscribepsychology.com

We may take reasonable steps to verify your identity before fulfilling a privacy request.

California Privacy Rights

California residents may have certain rights regarding their Personal Data under applicable California privacy laws.

The specific rights available to you depend on the law involved, the nature of the information, how the information was collected and used, and whether the particular law applies to Cogniscribe or the information at issue.

Where applicable, these rights may include the right to request information about Personal Data collected about you, request correction or deletion of certain Personal Data, or exercise other privacy choices provided by law.

Certain information, including PHI and other information governed by healthcare privacy laws, may be subject to different privacy requirements, rights, or exemptions.

You may contact us at privacy@cogniscribepsychology.com with questions or requests concerning your privacy rights.

We will not unlawfully discriminate against an individual for exercising an applicable privacy right.

Children’s Privacy

Our Website is intended for use by adults. We do not knowingly solicit Personal Data directly through the Website from children under 16 without appropriate authorization from a parent, legal guardian, or other authorized adult.

Parents and legal guardians may use the Website to inquire about psychological assessment, psychotherapy, or other services for a minor.

If you believe a child has submitted Personal Data directly through the Website without appropriate authorization, please contact us at privacy@cogniscribepsychology.com.

Clinical services involving minors are governed by applicable consent, confidentiality, health privacy, and professional requirements and are separate from this Website Privacy Policy.

Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect Personal Data against unauthorized access, use, alteration, disclosure, loss, or destruction.

However, no method of transmitting information over the Internet or storing information electronically is completely secure. Accordingly, we cannot guarantee the absolute security of information transmitted through the Website.

Please use caution when deciding what information to send through general Website forms or ordinary email. If you are an existing patient or need to communicate sensitive clinical information, use the communication method designated by Cogniscribe for that purpose.

Data Retention

We retain Personal Data for as long as reasonably necessary to fulfill the purposes for which it was collected, maintain appropriate business records, comply with legal and regulatory obligations, resolve disputes, protect our rights, and enforce applicable agreements.

Different retention periods may apply depending on the type of information involved.

Information that becomes part of a clinical or healthcare record may be subject to separate legal and professional record-retention requirements and our Notice of Privacy Practices.

Do Not Track and Privacy Preference Signals

Some browsers and devices provide privacy signals or settings that communicate a user’s preferences concerning tracking or the use of Personal Data.

Because technologies and legal requirements concerning these signals continue to evolve, our Website’s response to particular signals may depend on the technologies used on the Website and applicable law.

Where applicable law requires Cogniscribe to recognize or respond to a legally valid privacy preference signal, we will do so as required by law.

Changes to This Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in our Website, technologies, business practices, legal requirements, or other circumstances.

When we make changes, we will post the revised Privacy Policy on the Website and update the “Last Modified” date at the top of the policy.

We encourage you to review this Privacy Policy periodically.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our Website privacy practices, you may contact:

Cogniscribe Psychological Services
705 E Bidwell St, Suite 2-288
Folsom, CA 95630
Sacramento County, California

Email: privacy@cogniscribepsychology.com

For questions or requests concerning protected health information or your clinical records, please also refer to our Notice of Privacy Practices.