Effective Date: March 10th 2025

1. Introduction

Mares Administrative Services, LLC operates the website Maresadmin.com and provides administrative services for mental health providers.

This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information when you visit our website, book appointments, engage with us on social media, or otherwise interact with our services. It also explains your rights regarding your personal data and how the law protects you.

By using our website, you consent to the terms of this Privacy Policy and our collection, processing, and use of your personal information as described. If you do not agree, please do not use our website.

2. Information We Collect

We collect minimal personal data when you interact with our website, including:

a. Information You Provide Directly

• Contact Information: When you submit a form, schedule a consultation, or contact us, we collect your name, email address, phone number, and minimal information regarding your reason for contact.

• Inquiry Information: If you send an inquiry, you may voluntarily share general details about your interest in services, though we ask that you avoid providing detailed personal health information (e.g., "requesting consultation for anxiety support").

b. Information Collected Automatically

• Website Analytics & Usage Data: We collect data on how you interact with our website, including IP address, device type, browser type, referral pages, and site activity.

• Cookies & Tracking Technologies: Our website uses cookies and similar technologies to enhance user experience, track website performance, and analyze traffic. You can control cookie preferences via your browser settings.

c. Information We Collect from Third Parties

• Website Hosting & Analytics: Our website is hosted by a third-party provider that may collect browsing data to ensure website functionality.

• Scheduling & Future Booking: If we integrate third-party scheduling tools, we will collect only necessary contact details for appointment scheduling.

• External Platforms: If you interact with us via third-party platforms (e.g., social media, directories), those services may share certain non-sensitive data with us based on their policies.

3. How We Use Your Information

We use the collected data for the following purposes:

• To Respond to Inquiries: Contacting you regarding your request for consultation or services.

• To Maintain Security & Compliance: Ensuring compliance with professional and legal obligations.

• To Improve Our Website & Services: Monitoring website traffic, troubleshooting issues, and enhancing user experience.

• To Send Marketing Communications (Only with Your Consent): If you opt in, we may send newsletters or promotional emails, which you can opt out of at any time.

• To Facilitate Future Scheduling: If we implement online booking, we will only collect necessary contact details for appointment scheduling.

4. Sharing of Information

We do not sell your personal information. However, we may share data in the following situations:

• With Third-Party Service Providers: To facilitate website hosting, analytics, email communications, and scheduling.

• With Legal Authorities: If required by law, court order, or to comply with legal obligations.

• With Your Explicit Consent: If you request a service that requires data sharing (e.g., referrals to other providers).

• Third-Party Data Processing: Our third-party service providers (e.g., website hosting, payment processing) may process personal data on our behalf. These third parties have their own privacy policies governing the collection and use of your data. We encourage you to review their policies directly.

5. Legal Compliance & Law Enforcement Disclosures

We may disclose personal data when required by law, subpoena, or other legal processes, or if we believe in good faith that such disclosure is necessary to comply with legal obligations or protect our rights.

6. International Data Transfers

At this time, we do not actively recruit clients from outside the United States. Our services are intended for U.S.-based individuals. If we expand our services internationally, we will ensure compliance with international data privacy regulations, including the General Data Protection Regulation (GDPR).

7. Third-Party Embeds & External Links

Our website may contain embedded content (e.g., videos, social media links) hosted by third parties. Interacting with embedded content is subject to the privacy policies of the respective third-party providers.

8. User Rights & Data Management

Depending on your location, you may have the right to:

• Request access to the personal information we have collected about you.

• Request deletion of your data.

• Request that we restrict certain data processing activities.

• Opt out of marketing communications at any time.

• Withdraw consent where applicable.

To exercise your rights, contact us at baylee@maresadmin.com

9. Data Retention & Deletion

We retain submitted inquiry and contact information indefinitely unless you request its deletion. If you request data deletion, we will remove the information stored in our records. However, we cannot guarantee data deletion from third parties (e.g., website hosting providers) that may retain data per their policies. If you become a client, we are legally required to retain records based on legal and ethical requirements.

10. Security of Your Information

We implement security measures to protect your personal data. However, no internet-based system is completely secure. We encourage users to exercise caution when sharing sensitive information online.

11. Social Media & Privacy

Our social media accounts are public spaces, and while we encourage engagement, we urge users to avoid sharing personal or sensitive information in public comments or messages. Any direct messages sent via social media platforms are subject to those platforms' privacy policies. We do not provide therapy services through social media, nor do we discuss confidential client matters via these channels.

If you choose to engage with Hey, You Need Therapy on social media, please be aware that:

• Following or engaging with us does not establish a therapist-client relationship.

• Any personal disclosures made in public comments are visible to others.

• For confidential matters, please reach out through secure, professional channels (e.g., email or appointment scheduling).

12. HIPAA & Client Confidentiality

We do not collect or store Protected Health Information (PHI) on our website. If you become a client, we use a HIPAA-compliant electronic health record (EHR) platform for all therapy-related documentation. All client information is stored separately from the website. We provide a Notice of Privacy Practices (NPP) if you become a client. Payment processing for therapy services is handled through a HIPAA-compliant platform.

13. Updates to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with an updated revision date.

14. Contact Us

For any questions about this Privacy Policy, please contact us at baylee@maresadmin.com