Madrona Clinics

Brain Health | Longevity

Client Portal & Booking

Privacy Policy

Privacy Policy
Most recent update: August 31, 2025

Madrona Clinics, PLLC D/B/A Madrona Clinics & Madrona Brain Health & Longevity (“us,” “we,” or “our”), located in Seattle, WA, operates the website https://www.madronaclinics.com/ (the “Service”).

This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from https://www.madronaclinics.com/.

Information Collection And Use

We collect several different types of information for various purposes to provide and improve our Service to you.

Types of Data Collected

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Service(s) you’re interested in
  • Preferred method of communication
  • Preferred time to be contacted
  • Provider referral name
  • How you have heard about us
  • Any additional information you provide in the contact form
  • Cookies and Usage Data

Usage Data

We may also collect information on how the Service is accessed and used. This Usage Data may include information such as:

  • Your computer’s Internet Protocol address (e.g., IP address)
  • Browser type and browser version
  • The pages of our Service that you visit
  • The time and date of your visit
  • The time spent on those pages
  • Unique device identifiers
  • Other diagnostic data

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and to hold certain information.

Cookies are files with a small amount of data, which may include an anonymous unique identifier. They are sent to your browser from a website and stored on your device. Tracking technologies such as beacons, tags, and scripts are also used to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

  • Session Cookies. We use Session Cookies to operate our Service.
  • Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
  • Security Cookies. We use Security Cookies for security purposes.

Use of Data

Madrona Clinics, PLLC D/B/A Madrona Clinics uses the collected data for various purposes:

  1. To provide and maintain the Service
  2. To notify you about changes to our Service
  3. To allow you to participate in interactive features of our Service when you choose to do so
  4. To provide customer care and support
  5. To provide analysis or valuable information so that we can improve the Service
  6. To monitor the usage of the Service
  7. To detect, prevent, and address technical issues

Transfer Of Data

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction, where the data protection laws may differ from those of your jurisdiction.

If you are located outside the United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United States and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Madrona Clinics, PLLC D/B/A Madrona Clinics will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy, and no transfer of your Personal Data will take place to an organization or a country unless there are adequate controls in place—including the security of your data and other personal information.

Disclosure Of Data

Legal Requirements

Madrona Clinics, PLLC D/B/A Madrona Clinics may disclose your Personal Data in the good-faith belief that such action is necessary to:

  1. Comply with a legal obligation
  2. Protect and defend the rights or property of Madrona Clinics, PLLC D/B/A Madrona Clinics
  3. Prevent or investigate possible wrongdoing in connection with the Service
  4. Protect the personal safety of users of the Service or the public
  5. Protect against legal liability

Security Of Data

The security of your data is important to us, but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Service Providers

We may employ third-party companies and individuals to facilitate our Service (“Service Providers”), to provide the Service on our behalf, to perform Service-related services, or to assist us in analyzing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Analytics

We may use third-party Service Providers to monitor and analyze the use of our Service.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.

You can opt out of having your activity on the Service made available to Google Analytics by installing the Google Analytics opt-out browser add-on. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page.

Advertising on Meta, Google, and Microsoft

We use Meta, Google, and Microsoft advertising services to promote our services. These services use cookies and similar technologies to collect information about your browsing habits in order to show you relevant ads. This data is used in accordance with Meta’s, Google’s, and Microsoft’s privacy policies.

  • Meta Ads – Helps us reach a broad audience and display relevant ads. For more information about how Meta collects and processes data, please visit Meta’s Data Policy.
  • Google Ads – Allows us to promote our services across Google’s vast advertising network. For more details on how Google collects and processes data, please visit Google’s Privacy Policy.
  • Microsoft Ads – Enables us to display ads across Microsoft’s network, including Bing search results. For more information on how Microsoft collects and processes data, please visit Microsoft’s Privacy Statement.

CPRA Compliance

In compliance with the California Privacy Rights Act (CPRA), California residents have the following rights:

  1. Right to Know: You have the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months.
  2. Right to Delete: You have the right to request that we delete any of your personal information that we collected from you and retained, subject to certain exceptions.
  3. Right to Opt-Out of Sale: We do not sell personal information. However, if in the future we consider selling personal information, we will provide you with the right to opt-out.
  4. Right to Non-Discrimination: We will not discriminate against you for exercising any of your CPRA rights.

To exercise these rights, please contact us at info@madronaclinics.com. We will verify your request by asking you to provide information that matches the information we have on file about you.

Links To Other Sites

Our Service may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

Children’s Privacy

Our Service does not address anyone under the age of 18 (“Children”).

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and become aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we will take steps to remove that information from our servers.

Changes To This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service prior to the change becoming effective and update the “effective date” at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

HIPAA Notice of Privacy Practices

Most Recent Update: January 8, 2025

1. Our Commitment to Your Privacy

We understand that information about you and your health is deeply personal. We are legally required to protect the privacy of your protected health information (“PHI”) and to provide you with notice of our legal duties and privacy practices. We adhere to all the terms of this Notice of Privacy Practices (“Notice”) currently in effect. We may change this Notice at any time and apply those changes to all PHI in our possession, including PHI created or received before issuing a new Notice.

  • You can request additional copies of this Notice or any updates by emailing us at info@madronaclinics.com or calling (206) 880-3253.
  • You may also send written correspondence to:

Madrona Clinics, PLLC
PO Box 15826
Seattle, WA 98115
United States

2. Who This Notice Applies To

This Notice applies to all Madrona Clinics, PLLC D/B/A Madrona Clinics locations across the United States, as well as physicians, licensed professionals, employees, volunteers, and trainees providing care or services in Madrona Clinics–owned and operated facilities. It does not apply to non-employed providers practicing in private offices outside of Madrona Clinics.

Madrona Clinics strives to provide innovative, patient-centered mental health care to support brain health & longevity, and we use and disclose PHI in ways that advance this mission while protecting your privacy.

3. Uses and Disclosures of Your PHI That Do Not Require Authorization

3.1 Treatment

We may use or disclose your PHI to physicians, nurses, and other healthcare professionals involved in your care. For example, we can share relevant PHI with different departments or specialists to coordinate and manage your treatment.

3.2 Patient Portal

We encourage you to enroll in our HIPAA-secure patient portal through Simple Practice. This portal enables you to send and receive clinical communications securely. We may also use your email, phone number, or mailing address to send appointment reminders, test results, or other healthcare communications. Please inform us if your contact information changes.

Important: Texting and email are not 100% secure. Standard messaging and data rates may apply. You can opt out of text messages at any time.

3.3 Payment and Payment Portal

We may share PHI with your health plan or insurance provider to obtain payment for services provided to you. Our billing system is integrated with our electronic health records to streamline the payment process. We also utilize Square to accept payments for services and assist with scheduling of non-medical activities, groups, workshops, and events.

3.4 Health Care Operations

We may use and disclose PHI for administrative and operational purposes, such as quality assessment, staff training, auditing functions, legal compliance, and billing. This can also include disclosures to interpreters or to third parties that provide operational support (e.g., pharmacies to coordinate prescriptions).

3.5 Persons Involved in Your Care

If you do not object, we may disclose limited PHI to your family members, close friends, or others involved in your care or payment for care. In emergencies or certain disaster relief efforts, we may share information to help locate or notify family.

3.6 Fundraising

We may contact you for fundraising efforts to support Madrona Clinics’ mission. You have the right to opt out of these communications at any time by letting us know.

3.7 Communicating with You

We use your PHI to discuss appointments, treatment options, test results, or other health-related benefits and services that may interest you. We may also reach out to invite you to participate in research, as permitted by law.

3.8 Research

We may use or disclose PHI for research, subject to appropriate oversight (e.g., approval by an Institutional Review Board (IRB)). If you do not wish to be contacted about research opportunities, please let us know. However, your PHI may still be used for research purposes as permitted by law.

3.9 Business Associates

We sometimes partner with external companies (“business associates”) to assist with healthcare operations or billing. These business associates must sign agreements requiring them to safeguard your PHI.

3.10 Other Disclosures Permitted or Required by Law

There are specific scenarios where we may use or disclose PHI without your authorization, including but not limited to:

  1. Public Health Activities: Reporting communicable diseases, adverse events, or facilitating product recalls;
  2. Suspected Abuse or Neglect: Reporting to government agencies when child abuse, elder abuse, or domestic violence is suspected;
  3. Health Oversight: Compliance audits, investigations, and inspections by authorized government agencies;
  4. Legal Proceedings: Disclosures required by court orders, subpoenas, or discovery requests;
  5. Law Enforcement: Identifying or locating suspects, witnesses, or missing persons, or in other permissible instances;
  6. Coroners and Medical Examiners: Identifying deceased persons or determining cause of death;
  7. Organ Donation: Facilitating organ, eye, or tissue donation;
  8. Workers’ Compensation: Processing claims or benefits;
  9. Preventing Serious Harm: In emergencies or to avert a serious threat to public safety or your safety.

4. Uses and Disclosures of Your PHI That Require Authorization

4.1 Written Authorization

Unless otherwise allowed above, we will not use or disclose your PHI without your written authorization. You may revoke your authorization at any time, but the revocation will not apply to any disclosures already made.

4.2 Special Categories

Certain uses or disclosures of your PHI require a signed authorization, such as:

  1. Psychotherapy Notes
  2. Marketing Purposes
  3. Sale of PHI
  4. Certain Research Protocols
  5. Substance Use Disorder or HIV-Related Information (where additional state/federal protections apply)

5. Your Rights Regarding Your PHI

5.1 Access to Your PHI

You generally have the right to inspect and obtain paper or electronic copies of your PHI. You can access much of your health information securely via Elation Passport or Inbox Health. If you wish to request a copy of records directly from Madrona Clinics, please email or call us. Applicable copy fees may apply in accordance with state and federal guidelines.

5.2 Amendments

You may request that we amend your PHI if you believe it is inaccurate or incomplete. All requests must be in writing and must state the reason for the requested amendment. We are not always required to agree, but we will respond according to HIPAA standards.

5.3 Accounting of Disclosures

You have the right to request a list (“accounting”) of certain disclosures of your PHI made in the six years prior to your request. This excludes disclosures made for treatment, payment, or healthcare operations, among other exceptions.

5.4 Restrictions on Use and Disclosure

You can request that we restrict certain uses or disclosures of your PHI, but we are not obligated to agree unless the law requires us to do so (for instance, you fully paid out-of-pocket for a particular service).

5.5 Confidential Communications

You may request that we communicate with you in a specific manner or at an alternative address. We will honor reasonable requests as required by law.

5.6 Notice of Breach

We are legally required to notify you in writing without unreasonable delay—and no later than 60 days after discovery—of any breach affecting your unsecured PHI.

5.7 Paper Copy of This Notice

Even if you agreed to receive this Notice electronically, you have the right to request a paper copy at any time.

6. Questions or Complaints

If you believe your privacy rights have been violated, you can file a complaint with us or with the U.S. Department of Health and Human Services. Filing a complaint will not affect the quality of care you receive from Madrona Clinics.

Madrona Clinics, PLLC
PO Box 15826
Seattle, WA 98115
United States

You can also file a complaint with the Secretary of the U.S. Department of Health and Human Services in Washington, D.C.

7. Effective Date

This HIPAA Notice of Privacy Practices is effective as of January 1, 2025, with the latest revision on August 31, 2025. Any significant changes will be posted on our website with an updated “Most Recent Update” date.

Final Note

Madrona Clinics, PLLC D/B/A Madrona Clinics & Madrona Brain Health & Longevity is committed to providing high-quality mental health care while protecting your privacy. We encourage you to keep this Notice for your records and to reach out with any questions or concerns about your HIPAA rights.