Last Updated: 2025-10-24
Katie B Counseling, LLC
Kathryn Bender
Licensed Professional Counselor, OR (#C8030)
Licensed Professional Counselor, ID (LPC #6811)
Jump to: Website Data Collection and Use
Our Commitment to Your Privacy
Your privacy is a top priority. This Notice of Privacy Practices explains how I handle and protect your personal and health information in accordance with applicable state and federal privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA).
As a practice specializing exclusively in immigration psychological evaluations, I understand that the information you share is both sensitive and critical to your legal case. I am committed to maintaining the confidentiality and security of your information while providing the documentation needed for your immigration proceedings.
WHAT INFORMATION I COLLECT
I collect health and personal information necessary to conduct comprehensive immigration psychological evaluations, including:
- Your name, contact information, and demographic details provided during intake
- Information about your immigration case and legal circumstances
- Personal history, including mental health history, trauma experiences, and relevant life events
- Clinical observations, assessment results, and diagnostic impressions
- Notes from our evaluation interview(s)
- Payment records (dates and amounts)
- Communications with your immigration attorney or legal representative
- Technical data related to telehealth sessions (e.g., session timestamps, platform used)
HOW I USE YOUR INFORMATION
I use your information solely for the purpose of conducting your immigration psychological evaluation and supporting your legal case, including:
- Conducting comprehensive clinical interviews and assessments
- Preparing detailed psychological evaluation reports for submission to immigration authorities or courts
- Communicating with your immigration attorney or legal representative about your case
- Scheduling appointments and managing evaluation logistics
- Maintaining accurate clinical and administrative records
- Processing payments
HOW I PROTECT YOUR INFORMATION
I take extensive measures to keep your information confidential and secure:
- Paper records: Stored in locked filing cabinets in a secure location, accessible only to me
- Electronic records: Password-protected and stored on encrypted, secure devices
- Telehealth sessions: Conducted via HIPAA-compliant platforms including Doxy.me and/or Google Meet with end-to-end encryption. Sessions are not recorded.
- Communications: Secure, encrypted methods are used for sharing sensitive information with you or your attorney
- Limited access: No staff or third parties have access to your information without your authorization
- Limits of Confidentiality: We do not share your information with third parties unless required or permitted by law (see below).
I do not use unsecured methods like standard text messaging or unencrypted email for sensitive information unless you authorize such communication in writing and acknowledge the associated risks.
DISCLOSURE OF YOUR INFORMATION
With Your Authorization:
Your immigration evaluation report will be shared with your immigration attorney or legal representative and may be submitted to immigration courts, USCIS, or other relevant immigration authorities only with your written consent.
Without Your Authorization (Limited Circumstances):
I may disclose your information without your authorization only in the following situations required or permitted by law:
- Legal requirements: In response to a valid court order, subpoena, or other legal process
- Mandatory reporting: To report suspected abuse, neglect, or imminent danger to you or others as required by Oregon and Idaho law
- Public health: To report certain conditions as mandated by state law (rare in evaluation practice)
- Telehealth platforms: Minimal identifying information (e.g., name, email) may be shared with HIPAA-compliant telehealth platforms to facilitate sessions
I will notify you in writing if I must disclose your information under these exceptions unless prohibited by law.
YOUR PRIVACY RIGHTS
You have the following rights regarding your health information:
Right to Access:
You may request to inspect or obtain a copy of your evaluation report and records. I will respond within 30 days and may charge a reasonable fee for copying costs.
Right to Request Amendments:
If you believe information in your records is incorrect or incomplete, you may request an amendment in writing. I will respond within 60 days.
Right to an Accounting of Disclosures:
You may request a list of certain disclosures of your information made by me for purposes other than treatment, payment, or healthcare operations.
Right to Request Restrictions:
You may request restrictions on how I use or disclose your information. I am not required to agree to your request but will consider it carefully.
Right to Confidential Communications:
You may request that I communicate with you in a specific way or at a specific location (e.g., via email rather than phone).
Right to Revoke Authorization:
You may revoke any written authorization you have provided at any time by submitting a written revocation. This will not affect information already disclosed.
To exercise any of these rights, please submit a written request to: katie@katiebcounseling.com
TELEHEALTH-SPECIFIC CONSIDERATIONS
All evaluation sessions are conducted via secure telehealth platforms, which involves unique considerations:
Technology Security:
I use HIPAA-compliant, encrypted platforms for video sessions. However, no technology is completely immune to security breaches. I will inform you immediately if a platform-related breach occurs.
Your Responsibilities:
To protect your privacy during telehealth sessions:
- Join sessions from a private location where you cannot be overheard
- Use a secure internet connection (avoid public Wi-Fi)
- Ensure your device has updated security software
I am not responsible for breaches caused by your device, internet connection, or choice of location.
Session Recordings:
Sessions are not recorded unless you provide written consent. If you wish to record a session, you must notify me in advance and obtain my written consent. You are responsible for securing any recordings you make.
Communication:
Appointment reminders and follow-up messages will be sent via secure, HIPAA-compliant methods. Sensitive clinical information will not be included in these communications unless you authorize otherwise.
PAYMENT PRACTICES
I operate as a fee-for-service practice with a flat fee structure. I do not bill insurance companies or share your information with third-party payers. Payment records are kept confidential and used only for internal bookkeeping and tax purposes.
A $450 non-refundable deposit is required at the time of booking, which will be credited towards your total balance. The remaining balance is due upon completion of the evaluation report.
BREACH NOTIFICATION
In the unlikely event that your information is accessed, used, or disclosed in an unauthorized manner (e.g., theft, hacking, lost records), I will:
- Notify you in writing as soon as possible
- Report the breach to the appropriate authorities as required by law
- Take immediate steps to mitigate harm and prevent future incidents
COMPLAINTS
If you believe your privacy rights have been violated, you may:
- Contact me directly at katie@katiebcounseling.com to resolve the issue
- File a complaint with the U.S. Department of Health and Human Services Office for Civil Rights
- File a complaint with the Oregon Health Authority or Idaho Department of Health and Welfare
You will not be penalized or retaliated against for filing a complaint.
CHANGES TO THIS NOTICE
I reserve the right to update this Notice of Privacy Practices as needed to comply with legal requirements or improve privacy protections. If changes affect how I handle your information, I will provide you with an updated notice at your next session or via email. The current version will always be available on my website.
ACKNOWLEDGMENT
By signing the consent form for your immigration evaluation, you acknowledge that you have received and reviewed this Notice of Privacy Practices and understand how your information will be used and protected.
CONTACT INFORMATION
For questions about this notice or your privacy rights, please contact:
Kathryn Bender, LPC
Email: katie@katiebcounseling.com
Service Areas: Oregon & Idaho
WEBSITE DATA COLLECTION AND USE
Last Updated: 24-10-2025
This section describes how we collect and use information through our website at katiebcounseling.com.
WHO WE ARE
This website is operated by Katie B Counseling, LLC, Kathryn Bender, Licensed Professional Counselor in Oregon and Idaho, specializing in immigration psychological evaluations. For questions about this policy, contact us at katie@katiebcounseling.com.
By visiting and using the website, you accept and agree to be bound by this privacy policy. Your continued use of the website after posting of any changes to our Privacy Policy constitutes your acceptance of those changes and updates. You must not access or use the website if you do not wish to be bound by this Privacy Policy.
WHAT INFORMATION WE COLLECT
Information You Provide: When you use our website, you may provide:
- Name, email address, and phone number (via contact forms or scheduling)
- Information about your immigration case (via consultation requests or referral forms)
- Payment information (processed securely through third-party payment processors)
- Comments or messages you submit through the website
Automatically Collected Information: Like most websites, we automatically collect certain technical information:
- IP address and general location data
- Browser type and operating system
- Pages visited and time spent on the site
- Referring website
- Device information
This information is collected through:
- Log files: Standard server logs that record website activity
- Cookies: Small data files stored on your device to improve site functionality
- Analytics tools: We may use Google Analytics or similar services to understand how visitors use our site
This information is collected when you register on the site, place an order, subscribe to a newsletter, contact us, use the search feature on the website, provide comments or any other feedback, fill out a form or use live chat or enter any other information on the website to communicate with us. From time to time, we may also collect information that you submit when you participate in any online surveys that we may post on our website.
Additionally, like other websites, this website automatically collects certain information about you through Log Data and Google Analytics. Log Data is information about your computer’s Internet Protocol Address, which is your “IP” address, browser information, Internet Service Provider’s information, your operating system, and your browser type. Similarly, Google Analytics collects certain information about your location, browsing history, the pages you visit, equipment you used to access the website, traffic patterns, and other general patterns related to your use of the website.
This information is used to analyze website statistics related to user behavior and interests, improve our performance and your use of the website and to further enhance our products and services offered to you.
HOW WE USE THIS INFORMATION
We use the information collected to:
- Respond to your inquiries and consultation requests
- Schedule evaluation appointments
- Process payments
- Improve website functionality and user experience
- Analyze website traffic and usage patterns
- Send appointment reminders and follow-up communications (with your consent)
- Comply with legal obligations
We do NOT use your information for marketing purposes beyond responding to your direct inquiries.
COOKIES
Our website uses cookies to:
- Remember your preferences and settings
- Enable website functionality (e.g., contact forms, scheduling)
- Understand how visitors use the website through analytics
Types of cookies we use:
- Essential cookies: Required for basic website functionality
- Analytics cookies: Help us understand website traffic and user behavior
- Preference cookies: Remember your settings for future visits
You can disable cookies in your browser settings, but this may limit your ability to use certain features of the website.
EMBEDDED CONTENT AND THIRD-PARTY SERVICES
Our website may include embedded content or links to third-party services such as:
- Scheduling tools (e.g., Cal.com)
- Video platforms (e.g., YouTube)
- Payment processors
These third-party services may collect their own data about you and use cookies. We do not control these third parties’ privacy practices. Please review their privacy policies directly.
CONTACT FORMS AND COMMUNICATIONS
When you submit a contact form or consultation request:
- Your information is stored securely and used only to respond to your inquiry
- We retain contact form submissions for one year unless you request earlier deletion
- We will not share your information with third parties except as necessary to provide services (e.g., communicating with your attorney with your consent)
WHO WE SHARE YOUR DATA WITH
We may share your information with:
- Your immigration attorney or legal representative (with your written consent)
- Service providers: Website hosting, email services, scheduling platforms, payment processors (under confidentiality agreements)
- Legal authorities: When required by law (e.g., court orders, subpoenas)
We will NEVER sell, rent, or lease your personal information to third parties for marketing purposes.
HOW LONG WE RETAIN YOUR DATA
- Contact form submissions: Retained for 1 year
- Scheduling/consultation data: Retained as long as necessary to provide services
- Analytics data: Retained in anonymized form indefinitely
- Clinical records: Retained according to professional standards and legal requirements (see our Notice of Privacy Practices)
YOUR RIGHTS
You have the right to:
- Access: Request a copy of the information we have about you
- Correction: Request that we correct inaccurate information
- Deletion: Request that we delete your information (subject to legal retention requirements)
- Opt-out: Unsubscribe from any email communications
- Object: Object to certain types of data processing
To exercise these rights, contact us at katie@katiebcounseling.com.
SECURITY
We take reasonable measures to protect your information, including:
- Secure website hosting with SSL encryption (https)
- Password-protected systems
- Limited access to personal information
- Regular security updates
However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
CHILDREN’S PRIVACY
Our website and services are intended for adults. We do not knowingly collect information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately so we can delete it.
EMAIL COMMUNICATIONS
If you provide your email address:
- We may send appointment confirmations, reminders, and follow-up messages
- We will not send marketing emails unless you specifically opt in
- You can unsubscribe from any non-essential communications at any time
We comply with the CAN-SPAM Act and do not send spam or misleading information.
UPDATES TO THIS POLICY
We may update this privacy policy from time to time. Changes will be posted on this page with an updated “Last Updated” date.
By using this website, you agree to hold us harmless for any security breach and for any unauthorized use of your personal information by third parties. You also agree that we cannot be held responsible for any disclosure of your information through our website without our knowledge and consent.
Your continued use of the website after changes are posted constitutes your acceptance of the updated policy.
CONTACT US
For questions about this privacy policy or how we handle your information, please contact:
Kathryn Bender, LPC
Email: katie@katiebcounseling.com