Privacy Policy

Olive Tree Family Counseling, PLLC

Last updated: September 1, 2026

Olive Tree Family Counseling, PLLC ("Olive Tree," "OTFC," "we," "us," or "our") respects your privacy. This Privacy Policy explains what information we collect through www.olivetreefamilycounseling.com (the "Website"), how we use and share it, and the choices you have. It applies to the Website only — not to the confidential treatment records we maintain for clients we see in care, which are instead governed by our HIPAA Notice of Privacy Practices, provided separately at intake.

By using the Website, you agree to the practices described in this Policy. If you do not agree, please do not use the Website.
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1. Definitions

For purposes of this Policy:

  • Company ("we," "us," or "our") refers to Olive Tree Family Counseling, PLLC.
  • Cookies are small files placed on your device by a website, used to store information about your browsing history or preferences on that website.
  • Country refers to North Carolina and Florida, United States.
  • Device means any computer, cellphone, tablet, or other device used to access the Website.
  • Personal Data means any information that relates to an identified or identifiable individual.
  • Service Provider means a third-party company that processes data on the Company's behalf in order to provide, support, or improve the Website — currently TherapyPortal, RingCentral, and Webflow.
  • Usage Data means data collected automatically from use of the Website, such as pages visited or time spent on a page.
  • Website refers to Olive Tree Family Counseling's website, accessible at www.olivetreefamilycounseling.com.
  • You means the individual accessing or using the Website.
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2. Information We Collect

2.1 Information You Provide Directly

We collect information you choose to give us through the Website, including:

  • Appointment requests. Our "Request an Appointment" link directs you to a Google Form, where we ask for your name, phone number, email address, date of birth, mailing address (optional), insurance provider, insurance ID number, and insurance policy number. If you are requesting an appointment on behalf of a minor or other dependent, we also collect the name and contact information of the parent or guardian submitting the request.
  • Direct contact. If you call, text, email, or otherwise message our office directly, we collect whatever information you share with us in that communication.
  • Client Portal. Existing clients may access scheduling, documents, billing, and secure provider messaging through TherapyPortal, a third-party client portal linked from our Website (therapyportal.com/p/otfc/). Information you submit through TherapyPortal is collected and stored by TherapyPortal under its own privacy policy and terms — we do not collect or store that information on the Website itself. We encourage you to review TherapyPortal's privacy policy before using it.

2.2 Usage Data (Information Collected Automatically)

Like most websites, our Website host (Webflow) automatically logs standard technical information when you visit — such as your IP address, browser and device type, pages viewed, and referring website — for the purpose of operating, securing, and troubleshooting the Website. We do not currently use Google Analytics, Meta/Facebook Pixel, or any other analytics, advertising, or retargeting scripts on the Website. If that changes, we will update this Policy accordingly.

2.3 Cookies

Our Website uses only the essential Cookies set automatically by our hosting platform to allow the site to function correctly (for example, to load pages and maintain basic site security). We do not use advertising or cross-site tracking Cookies. Because we do not currently use analytics or marketing Cookies, the Website does not display a cookie-consent banner; this Policy will be updated, and a banner added, if that changes.
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3. How We Use Your Information

We use the information described above to:

  • Respond to your appointment request and communicate with you about scheduling;
  • Verify insurance information and coordinate with your insurance provider, where applicable;
  • Route requests involving a minor or dependent to the appropriate parent or guardian contact;
  • Operate, maintain, and secure the Website; and
  • Comply with applicable law and respond to lawful requests from public authorities.

We do not use the information you submit through the Website for advertising, marketing profiling, or targeted ad delivery, and we do not sell your personal information.
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4. Text Messaging (SMS) Communications

With your consent, we may contact you by text message (SMS) using RingCentral or a similar messaging platform. Text messages from Olive Tree are conversational in nature — for example, appointment confirmations, scheduling follow-up, and related practice communications — and are not used for marketing.

If you consent to receive conversational SMS messages from Olive Tree Family Counseling, you agree to receive text messages from us related to your care and our services. You may:

  • Reply STOP at any time to opt out of future text messages;
  • Reply HELP for assistance; and
  • Message and data rates may apply, and messaging frequency may vary.

SMS opt-in consent, and your mobile phone number collected for texting purposes, will not be shared with third parties or affiliates for their own marketing purposes. Consenting to receive text messages is not a condition of receiving services from Olive Tree Family Counseling.
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5. How We Share Your Information

We do not sell your personal information. We share information only as follows:

  • Service providers. With vendors who help us operate — currently TherapyPortal (client portal and scheduling), RingCentral (phone and text communications), and Webflow (website hosting) — solely to provide those services to us.
  • Insurance. With your insurance provider, as needed to verify coverage or process a claim related to your appointment request.
  • Legal and safety. When required by law, court order, or subpoena, or when we believe in good faith that disclosure is necessary to protect the safety of any person.
  • Business transfers. In connection with a merger, acquisition, or sale of practice assets, subject to the same protections described in this Policy.
  • With your consent. We may disclose your information for any other purpose with your consent.

We do not share the information you submit through the Website with third parties for their own advertising or marketing purposes, and we do not share it with affiliates or business partners for promotional purposes.
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6. Retention of Your Personal Data

We retain information collected through the Website only for as long as reasonably necessary to fulfill the purposes described in this Policy, to maintain accurate business and clinical records, and to comply with our legal, regulatory, and professional obligations, after which it is securely deleted or archived in accordance with our internal retention practices.
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7. Your Rights: Access, Correction, and Deletion

You may contact us at any time to request access to, correction of, or deletion of the personal information you have submitted to us through the Website, and we will respond to reasonable requests consistent with applicable law. Please note that we may need to retain certain information — for example, information tied to an active or completed course of care, insurance processing, or another legal, regulatory, or professional recordkeeping obligation — even after a deletion request. Requests concerning your confidential treatment records are handled under our HIPAA Notice of Privacy Practices rather than this Policy.
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8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we collect. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
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9. Where Our Clients Are Located

Olive Tree Family Counseling serves clients in North Carolina and Florida. This Policy applies to visitors to our Website regardless of location; if you are located in a state that provides additional privacy rights, you may contact us using the information below and we will respond consistent with applicable law.
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10. Children's Information

The Website is intended for use by adults. We do not knowingly collect personal information directly from children through the Website. Our appointment request form does allow a parent or guardian to submit information on behalf of a minor dependent as part of requesting care for that minor; in that case, the information is submitted by the parent or guardian, not the child, and is used solely to coordinate the requested care.
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11. Third-Party Links

Our Website links to third-party services, including TherapyPortal and our social media pages. These third parties operate under their own privacy policies, which we encourage you to review. We are not responsible for the privacy practices of any third-party site.
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12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The "Effective Date" at the top of this Policy indicates when it was last revised. We encourage you to review this Policy periodically.
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13. Contact Us

If you have questions about this Privacy Policy or how we handle information collected through the Website, please contact us:

Olive Tree Family Counseling, PLLC 1301 McCarthy Blvd, Suite B New Bern, NC 28562 with additional offices throughout New Bern, NC and in Crawfordville, FL (see our Locations pages for a full list)

Phone: (252) 649-2728 | Fax: (252) 649-2726 Email: admin@olivetreefamilycounseling.com

This Privacy Policy describes our Website's data practices only. It is not a substitute for, and does not modify, the HIPAA Notice of Privacy Practices governing your protected health information as a client of Olive Tree Family Counseling.