Privacy Policy

Last updated September 2026.

What this policy covers

This Privacy Policy describes how Seasons Counseling PLLC (“Seasons,” “we,” “us,” or “our”) collects, uses, shares, and protects information obtained through this website, our website forms, the website chat assistant, and related communications.

This policy does not describe how we handle protected health information as part of your care. That information is governed by the Notice of Privacy Practices you receive when you become a client.

Information you give us

When you use the Get Matched form or another website form, we may collect your name, telephone number, email address, preferred contact method, who care is for, preferred location, insurance or self-pay information, and a limited number of other administrative answers.

We use this information to review whether Seasons may be an appropriate fit, respond to your inquiry, assist with scheduling, communicate about services, and operate our practice.

Please do not include medical, clinical, diagnostic, treatment, or other sensitive health information in a general website form. This information should be provided only through the secure client portal or another method specifically authorized by Seasons.

Submitting a website form does not establish a therapist-client relationship and does not guarantee acceptance as a client or appointment availability.

Text messaging

If you affirmatively consent to receive text messages, Seasons Counseling PLLC may send you messages regarding your inquiry, scheduling, and related services.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for assistance. Consent to receive text messages is not a condition of receiving services.

After you reply STOP, you may receive one final message confirming that you have been unsubscribed. You may contact us directly if you would like to change your communication preferences.

Mobile information will not be shared, sold, rented, or disclosed to third parties or affiliates for marketing or promotional purposes. Text-message opt-in data and consent will not be shared with third parties for their own marketing purposes.

We may share information with service providers that help us deliver text messages and manage communications, but only as necessary for them to provide those services on our behalf.

Mobile carriers are not responsible for delayed or undelivered messages.

Information collected automatically

Our website and hosting providers may automatically collect standard technical information, such as your IP address, browser type, device information, pages requested, referring website, and the date and time of your visit. We use this information for website security, reliability, troubleshooting, and performance.

Our website does not use advertising cookies. A consent banner records your choice regarding optional analytics in your browser. If you decline optional analytics, those analytics will not run.

The website chat assistant

Messages you enter into the website chat assistant are transmitted to an artificial-intelligence service so that it can generate a response.

Do not submit medical, clinical, diagnostic, treatment, or other sensitive health information through the chat assistant. Chat conversations are not part of a client’s clinical record unless Seasons expressly informs you otherwise through an authorized process.

The chat assistant is not a therapist, does not provide clinical advice, and is not appropriate for emergencies or crisis situations.

How we use information

We may use information collected through the website to:

• Respond to your inquiry
• Contact you using the communication methods you select
• Review whether Seasons may be an appropriate fit
• Assist with scheduling and service-related questions
• Operate and improve our website and communications
• Maintain the security and reliability of our systems
• Comply with applicable legal and professional obligations
• Protect the rights, safety, and property of Seasons, our clients, website users, and others

How we share information

We do not sell personal information.

We may share information with service providers that help us operate our website and practice, including providers of hosting, forms, communications, scheduling, analytics, practice-management, client-relationship, security, and technical-support services. These providers may use the information only as permitted by their agreements with us and applicable law.

We may also disclose information:

• When required by law, subpoena, court order, or governmental request
• When reasonably necessary to protect the rights, safety, or property of Seasons, our clients, website users, or others
• To investigate suspected fraud, misuse, security incidents, or unlawful activity
• In connection with a merger, restructuring, financing, acquisition, or transfer of business assets, subject to applicable confidentiality and legal requirements

Health information and the client portal

General website forms, email, text messaging, and the chat assistant are not intended for exchanging sensitive clinical information.

Once you become a client, information created or maintained as part of your care may be protected by the Health Insurance Portability and Accountability Act and other applicable laws. Seasons handles that information according to its Notice of Privacy Practices and other applicable policies.

Please use the secure client portal or another communication method specifically authorized by Seasons for clinical information, records, or treatment-related communication.

Cookies and analytics

Our website may use cookies, local storage, analytics tools, and similar technologies that are necessary to operate the website, remember your privacy selections, maintain security, and understand website performance.

Where required, optional analytics will be activated only after you provide consent through the website’s consent banner. You can change your browser settings to limit or disable cookies, although doing so may affect certain website features.

Data security

We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no website, internet transmission, email, text message, or electronic storage system can be guaranteed to be completely secure. Please do not use unsecured communication channels to send sensitive health or clinical information.

Data retention

We retain information for as long as reasonably necessary to fulfill the purposes described in this policy, operate our practice, meet legal and professional obligations, resolve disputes, and enforce our agreements.

Retention periods may vary depending on the nature of the information, why it was collected, and applicable legal requirements.

Third-party websites and services

Our website may contain links to websites or services operated by third parties, including our secure client portal and external resource providers.

Their privacy and security practices are governed by their own policies. Seasons does not control and is not responsible for the content, availability, privacy practices, or security of unrelated third-party websites or services.

Children’s privacy

Our website is intended for use by adults, including parents and legal guardians seeking services for children or adolescents.

Children should not submit personal information through the website without the involvement and consent of a parent or legal guardian.

Your choices

You may contact us to request that we correct or delete information you submitted through the general website, subject to applicable legal and record-retention requirements.

You may opt out of text messages by replying STOP. Reply HELP for assistance. You may also contact us to update your communication preferences.

Requests involving a clinical record are handled according to Seasons’ Notice of Privacy Practices and applicable law.

Changes to this policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, services, or legal obligations.

When we update the policy, we will publish the revised version on this page and update the “Last updated” date.

Contact us

If you have questions about this Privacy Policy or information submitted through the website, contact:

Seasons Counseling PLLC
311 S. East Street, Suite 100
Culpeper, VA 22701
Phone: 540-227-0505
Email: admin@seasonscounsel.com

A note on safety

Seasons Counseling is an outpatient therapy practice and does not provide emergency or crisis response through website forms, voicemail, email, text messaging, chat, or social media.

If you or someone else may be in immediate danger, call 911 or go to the nearest emergency room. For mental health crisis support in the United States, call or text 988.