Website Privacy Policy

This policy covers solanapsychiatry.com and the online rating scales at solanapsychiatry.com/i/. The short version: the site doesn't track you, and what you type goes to us and to the services that carry and store it for us. The rest of this page explains what the site collects, what we do with it, and what you can ask us to do.

Who we are

Solana Psychiatry PLLC is a telepsychiatry practice in Phoenix, Arizona.

Privacy questions, requests and complaints go to our Privacy Officer:

Solana Psychiatry
Attn: Privacy Officer
4611 E Chandler Blvd
Ste 112 - 1160
Phoenix, AZ 85048
privacy@solanapsychiatry.com
(602) 899-9800

What we collect on this site

Nothing in the background. The pages we publish set no cookies, run no analytics, load no advertising or tracking tools, and make no requests to other companies' servers. Even our fonts come from our own site, so visiting doesn't send anything to Google.

What you type into our forms. The contact form asks for your first and last name, a phone number or an email address (one of the two is required), and your message. The appointment request form asks for the appointment type, your first and last name, your email, your phone number, your preferred day and time, and any notes.

Please don't put more health detail in a form than you need to. A form is a way to reach us, not a way to give us your history.

What happens to a form. Your browser sends it over an encrypted connection to our forms service on Amazon Web Services. That service turns it into one email to our practice mailbox and doesn't save the form anywhere else. The email repeats what you typed, plus how many seconds the form was open. If you gave an email address, we set it as the reply address.

Spam checks and logs. To tell people from bots, the forms use two hidden fields and the time the form took to fill in. Our forms service keeps a log of each submission for 90 days. It records the timing, the result of the spam check, the email's message ID and, for the appointment form, the appointment type. It doesn't hold your name, phone number, email address, message or notes.

What the hosting company sees. Any web host sees a visitor's IP address and browser details while it serves a page. For this site that's Amazon Web Services. We don't turn on or keep access logs of our own.

The rating scales at /i/

Your provider may ask you to complete rating scales online before a visit. You reach them through a link your provider sends you.

What's stored. Your provider gives you a coded patient ID (it looks like SP-XXXX-XXXX) and a birth year. We don't store your name, address, phone number or email address with it. That ID is matched to you in your patient record. We store your answers, your scores, any flags, the version of the scale you took, and the times.

What's recorded about your visit. We also keep a security record each time a rating scale is opened, locked, submitted or completed, or a code expires or fails. Each entry holds the IDs involved, what happened, and the IP address and browser type your device used. It holds no answers, scores or birth years. We don't delete these records on a schedule. They're how we can look back and show that nobody got in who shouldn't have.

On your device. The page keeps a temporary session value and any answers you haven't sent yet in your browser's session storage. It stays in that one tab and is cleared when you close it. It isn't a cookie. Refreshing the page keeps your answers; closing the tab before you submit loses them. The code in your link, the part after the #, never gets sent to a server.

Who gets your results. The full results (your patient ID, scores, flags and answers) are emailed to your provider's practice mailbox. Your name doesn't appear. If there's a safety flag, the email's subject line says so.

Reminders. If your provider sends you a reminder by email, we use your address to send it and don't save the address.

Technical logs. Our technical logs for these pages keep only IDs, status and error information, for 90 days. They never hold your codes, birth year, answers, scores, email address or the content of what you sent.

No third parties on the page. The rating scale pages load nothing from other companies.

How we use and share what we collect

We use what you send to answer you and to schedule your care, and your provider uses rating scale results in your treatment. We don't sell it, we don't use it for marketing, and we don't share it for anyone else's marketing.

We rely on a few companies to carry or store it for us:

• Amazon Web Services (AWS) hosts this website and runs our forms, our email sending, and the storage for the rating scales.
• Proton hosts our practice mailbox, where form emails and rating scale results arrive.
• CharmHealth runs our online calendar. We only link to it. Once you follow the link, what you enter there is handled by CharmHealth.
• Spruce Health runs our patient messaging and phone service. We only link to it. What you enter there is handled by Spruce.
• Cloudflare runs our domain name lookups (DNS). It doesn't carry or see the pages you visit, only the lookups that find our site.

We also link to resources and government sites, and to our email address and phone number. When you follow one, that site or your own email or phone app takes over.

We also share information when the law requires it, or when you give us your written permission.

How long we keep it

• Form messages. We keep a form message as long as we need it to answer you and schedule a visit. If you become a patient, it may become part of your record, and then Arizona's record rules decide how long it stays. If you don't become a patient, write to privacy@solanapsychiatry.com and we'll delete it.
• Form logs. 90 days.
• Rating scales. Your patient ID, birth year, answers and scores stay in our system until we delete them. We don't set an automatic end date. That's on purpose: your answers help your provider see how you're doing over time. The security records described above don't have an end date either.
• Technical logs for the rating scales. 90 days.
• Records of activity in our own cloud account. Six years. These record actions taken in our cloud account, not what patients do on the pages.
• Backups. Snapshots for one year and short-term recovery copies for 35 days, encrypted where they're stored.

Your choices

You can write to privacy@solanapsychiatry.com to:

• ask what we hold about you from this website,
• ask us to correct it,
• ask us to delete it, or
• ask a privacy question or file a complaint.

If you're a patient, the rights in our Notice of Privacy Practices apply to your health information. See "Health information and the HIPAA notice" below.

Cookies, tracking, Do Not Track and Global Privacy Control

We don't use cookies. We don't track you across sites or over time, and we don't build a profile of you.

Some browsers send a Do Not Track or Global Privacy Control signal. Our site doesn't read either one, because it doesn't track visitors. There's nothing for the signal to switch off.

Children

This website isn't directed to children under 13, and we don't knowingly collect information from them. We work with adults 18 and older only.

Links to other sites

Our pages link to other websites, including CharmHealth, Spruce Health, and resource and government sites. Their privacy practices are their own, and this policy doesn't cover them. Most of these links open in a new tab.

Security

Your browser sends form entries to us over an encrypted connection. The rating scales send data to our system the same way. Backups are encrypted where they're stored. Your results go to your provider's practice mailbox and show in the provider console.

We keep the technical logs described above to a short list of fields and don't put your name, message or answers in them.

No way of sending or storing information is risk-free, and we can't promise otherwise. Email and web forms aren't the place for anything urgent. If you're in crisis, call 988 or go to your nearest emergency department.

Health information and the HIPAA notice

Once you're a patient, the health information in your record, including your rating scale answers, is covered by our Notice of Privacy Practices. It explains how we use and share your health information and what rights you have. You'll find it at solanapsychiatry.com/notice-of-privacy-practices.html.

Changes to this policy

If we change this policy, we'll post the new version on this page and update the effective date at the top. If a change affects how we handle what you send us, we'll say so here.