About This Privacy Policy and Using Our Site and Tools
This Privacy Policy applies to the CounselEAR website. The CounselEAR website may contain links to other sites. Once you enter another website (whether through an advertisement, service, or content link), be aware that CounselEAR, LLC is not responsible for the privacy practices of such other sites. We encourage you to look for and review the privacy statements of each and every website you visit through a link or advertisement on CounselEAR.

If you choose to register with our website, we require you to submit Personally Identifiable Information. You are responsible for ensuring the accuracy of the Personally Identifiable Information you submit to CounselEAR.  Inaccurate information will affect the information you receive when using our site and tools and our ability to contact you as contemplated in this Privacy Policy. For example, your email address should be kept current because that it is how we communicate with you.

Passwords
CounselEAR has tools that allow you to record and store personal, clinic, and patient information. You are responsible for taking all reasonable steps to ensure that no unauthorized person shall have access to your CounselEAR passwords or accounts.  It is your sole responsibility to (1) control the dissemination and use of activation codes and passwords; (2) authorize, monitor, and control access to and use of your CounselEAR account and password; (3) promptly inform CounselEAR of any need to deactivate a password. You grant CounselEAR and all other persons or entities involved in the operation of the Site the right to transmit, monitor, retrieve, store, and use your information in connection with the operation of the Site. CounselEAR cannot and does not assume any responsibility or liability for any information you submit, or your or third parties' use or misuse of information transmitted or received using CounselEAR tools and services.

Identifiable Information We Collect About You
We collect Personally Identifiable Information that you provide to us when you register as a member of CounselEAR and/or when you update your member profile. We use the Personally Identifiable Information that you provide to respond to your questions, provide you the specific services you select, send you emails about website maintenance and updates, and inform you of significant changes to this Privacy Policy.

Emails You Send to CounselEAR
This Privacy Policy does not protect you when you send content, business information, ideas, concepts or inventions to CounselEAR by email. If you want to keep content or business information, ideas, concepts or inventions private or proprietary, do not send them in an email to CounselEAR. We work to answer every email within 48 business hours, but are not always able to do so.
  
Disclosure of Your Information
Except as set forth in this Privacy Policy or as specifically agreed to by you, CounselEAR will not disclose any Personally Identifiable Information it gathers from you on our website. We will only release Personally Identifiable Information to third parties: (1) to comply with valid legal requirements such as a law, regulation, search warrant, subpoena or court order or (2) in special cases, such as a physical threat to you.  In the event that we are legally compelled to disclose your Personally Identifiable Information to a third party, we will attempt to notify you unless doing so would violate the law or court order. In addition, we may disclose Personal Information as described below.

Disclosure of Aggregate Information
CounselEAR may provide Aggregate Information to third parties. For example, we might inform third parties regarding the number of users of our website and the activities they conduct while on our site. Depending on the circumstances, we may or may not charge third parties for this Aggregate Information. We require parties with whom we share Aggregate Information to agree that they will not attempt to make this information personally identifiable, such as by combining it with other databases.

How CounselEAR Handles Privacy and Security Internally
Listed below are some of the security procedures that CounselEAR uses to protect your privacy and that of your patients:

• Fully compliant with HIPAA regulations.
• Requires both a personal username and a password in order for users to access their Personally Identifiable Information (PII) and Protected Health Information (PHI) of their patients.
• Uses firewalls to protect information held in our servers.
• Utilizes Secure Socket Layer (SSL) encryption in transmitting PII and PHI to our servers. In order to take advantage of encryption technology, you must have an Internet browser which supports 256-bit encryption. Both PII and PHI are encrypted at rest.
• Closely monitors CounselEAR employees who have potential access to PII and PHI.
• Requires all CounselEAR employees to abide by our Privacy Policy and be subject to disciplinary action if they violate it.
• Backs-up our systems to protect the integrity of your PII and PHI.
• Despite CounselEAR's efforts to protect your PII and PHI, there is always some risk that an unauthorized third party may find a way around our security systems or that transmissions of your information over the Internet will be intercepted.

Updating Your Information and Contacting CounselEAR
CounselEAR tools that collect and store self-reported data (e.g. user profile) allow you to review, correct, or update information you have submitted by going back to the specific tool, logging-in and making the desired changes. The CounselEAR Support Team can assist with clarifying how to utilize these tools.

Removing your PII and PHI
If you have a concern or problem or if you want to (1) delete your PII and PHI from our systems or (2) update the Personally Identifiable Information that you have provided to us, please contact us via email (support@counselear.com), phone (888-516-4281), or utilize either of the integrated systems (Live Chat, ticketing).  We try to answer every email within 48 business hours, but we may not always able to do so.

If you prefer you may also write CounselEAR at:

CounselEAR, LLC
3403 W Lawrence Ave
Unit 206
Chicago, IL 60625
T: 888-516-4281

Limitations on Removing or Changing Information
Upon your request, we will delete your Personally Identifiable from our active databases and where feasible from our back-up media. You should be aware that it is not technologically possible to remove each and every record of the information you have provided to CounselEAR from our servers.

Changes to this Privacy Policy
Personally Identifiable Information - We will inform you if a material change to the Privacy Policy is made that involve the use of your Personally Identifiable Information. Your continued use of the CounselEAR website will indicate acceptance of the changes. You may of course choose to Opt-out of continuing to use the website. Please exit the site immediately if you do not agree to the terms of this Privacy Policy or any revised policy.

Last Updated: November 18th, 2024