Privacy Policy

Thaxton Holistic Wellness Center

Effective Date: 10/09/2026

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1. Introduction

Thaxton Holistic Wellness Center (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information you share with us.

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This Privacy Policy explains how we collect, use, store, and disclose information when you visit our website at https://www.thaxtonholisticwellnesscenter.com/, submit an inquiry or prospective client form, or otherwise communicate with us through our website.

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This policy applies primarily to information collected through our website and related intake processes. Information relating to individuals receiving our services may also be subject to our separate HIPAA Notice of Privacy Practices and other applicable privacy laws.

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2. Information We Collect

Depending on your interaction with us, we may collect the following categories of information.

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Personal and Contact Information

When you submit a form through our website, we may collect:

     Full name

     Telephone number

     Email address

     Home or mailing address

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Therapy-Related and Sensitive Information

To help us understand your needs and determine appropriate services, we may collect:

• Your reasons for seeking therapy

• Information relevant to identifying an appropriate therapist

• Insurance information necessary to verify eligibility and benefits

• Relevant court orders or other legal documents when applicable, including documentation relating to court-ordered therapy or custody arrangements involving a minor

Please provide only information reasonably necessary for your inquiry or the requested services.

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Payment Information

If you schedule an appointment and choose to pay by card, payment information may be collected through SimplePractice, our practice management platform. Payment information is handled through the applicable payment processing systems. We do not intentionally collect payment card details through our website inquiry form.

 

Website and Technical Information

Our website is hosted through Wix. Wix and any enabled website analytics or similar technologies may collect technical information, such as:

• IP address

• Browser and device information

• Pages visited and interactions with the website

• Approximate location derived from technical information

• Cookie identifiers and related usage information

The specific information collected depends on the website's configuration, enabled features, and your browser settings.

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3. How We Collect Information

We collect information through the following methods:

• Website forms: Information you voluntarily submit through forms on our Wix website.

• Email: Website form submissions are delivered to our business email account through Google Workspace.

• Practice management systems: When applicable, information is entered into SimplePractice to establish and maintain client records, coordinate services, and manage appointments.

• Payment processing: Payment information is collected through SimplePractice and its applicable payment processing systems when you choose to pay by card.

• Website technologies: Cookies, analytics, and similar technologies that may operate through Wix or other enabled website features

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4. How We Use Your Information

We use the information we collect for legitimate business and healthcare-related purposes, including:

• Responding to inquiries and prospective clients

• Understanding your needs and determining whether our services may be appropriate

• Identifying a therapist who may be a suitable match for your needs

• Verifying insurance eligibility and benefits

• Creating and maintaining client records in SimplePractice

• Scheduling appointments and coordinating care

• Processing payments and handling billing

• Communicating with you about inquiries, appointments, and services

• Complying with applicable laws, regulations, and valid legal requirements

• Maintaining and improving our website and its functionality

We limit access to information according to the responsibilities of the individuals who need it to perform their work.

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5. How We Store and Manage Information

 

Information submitted through our website form is transmitted to our business email account through Google Workspace. Authorized office personnel use this information to evaluate the inquiry and, when appropriate, enter relevant information into SimplePractice.

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Once the information has been transferred into SimplePractice, the corresponding email is deleted from the inbox. Deleted emails remain in the trash for up to 30 days before being permanently deleted through the normal deletion process, subject to any applicable retention, recovery, or legal requirements.

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Client records maintained in SimplePractice are managed separately from these initial email communications and may be retained as required by applicable law, professional obligations, insurance requirements, or other legitimate recordkeeping needs.

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We use third-party service providers to support our website, communications, practice management, and related business operations. These providers may process information on our behalf in accordance with their applicable terms, security practices, and contractual obligations.

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6. How We Share Information

 

We do not sell your personal information.

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We may disclose information when necessary for the following purposes:

Authorized Therapists

Relevant information may be made available to the therapist assigned to you once you are scheduled for services, as needed to support appropriate care.

Administrative and Billing Personnel

Authorized scheduling office employees may access information as needed to process inquiries, create records, coordinate appointments, and perform administrative duties. Authorized billing personnel may access relevant information to verify benefits, manage billing, and process payments.

Service Providers

We use third-party services, including:

• Wix: Website hosting and website form functionality.

• Google Workspace: Business email and receipt of website form submissions.

• SimplePractice: Client records, scheduling, practice management, and payment-related functions.

These providers may process information as necessary to provide their services to us. Where applicable, we use contractual privacy and security protections, including Business Associate Agreements for services subject to HIPAA requirements.

Legal Requirements and Protection of Rights

We may disclose information when required or permitted by applicable law, valid legal process, or a court order, or when otherwise legally authorized or required to protect rights, safety, or comply with professional obligations.

Any disclosure of protected health information is subject to applicable privacy laws and our separate Notice of Privacy Practices.

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7. HIPAA and Health Information

Thaxton Holistic Wellness Center recognizes the sensitive nature of therapy-related information and takes privacy and confidentiality seriously.

Where information constitutes protected health information under the Health Insurance Portability and Accountability Act (HIPAA), we handle that information in accordance with applicable HIPAA requirements and other applicable laws.

Our separate Notice of Privacy Practices describes clients' rights regarding protected health information, the permitted uses and disclosures of that information, and our legal responsibilities.

This website Privacy Policy supplements, but does not replace, the Notice of Privacy Practices. If you become a client, additional privacy protections and requirements may apply to your information.

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8. Your Privacy Rights and Requests

Depending on applicable law and the nature of the information involved, you may be able to request access to your information, correction of inaccurate information, deletion of certain information, or other privacy-related actions.

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For client records, you may contact us to:

• Request a copy of your records for personal use

• Request that records be sent to another healthcare provider for continuity of care

• Request deletion of information when you decide not to schedule services or when services have ended

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Requests for deletion are subject to applicable legal, professional, insurance, and recordkeeping requirements. We cannot promise that every record can be deleted upon request. Certain records may need to be retained even after services end.

For requests involving protected health information, the rights and procedures described in our Notice of Privacy Practices and applicable law will also apply.

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To submit a privacy request, contact us at info@thaxtonwellness.com.

We may need to verify your identity and clarify the scope of your request before taking action.

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9. Cookies and Analytics

Our website is built using Wix, which may use cookies and similar technologies for website functionality, security, performance, and analytics.

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The specific cookies and analytics tools operating on our website depend on our current Wix configuration and any additional services we have enabled. We are not representing that every possible Wix cookie or analytics feature is active on our website.

You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality. Where required by applicable law, we will provide appropriate notices and choices regarding nonessential cookies or similar technologies.

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10. Data Security

We use third-party platforms and administrative practices intended to help protect information from unauthorized access, use, disclosure, alteration, or loss.

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We use Google Workspace for business email and SimplePractice for practice management and client records. We also use Wix to host our website. We maintain Business Associate Agreements with applicable service providers where required for our operations.

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No website, email transmission, or electronic storage system can be guaranteed to be completely secure. We therefore encourage you to avoid submitting information that is unnecessary for your inquiry.

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11. Children and Minors

Our clinicians provide services to both adults and minors. We may collect information about a minor when a parent, guardian, or other authorized individual submits an inquiry or when information is necessary to coordinate appropriate services.

Where applicable, we handle minors' information in accordance with relevant privacy laws, consent requirements, custody arrangements, court orders, and professional obligations.

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Parents, guardians, and other individuals do not automatically have unrestricted access to every minor's record. Access and disclosure depend on applicable law and the circumstances of the case.

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12. Data Retention

We retain information for as long as reasonably necessary for the purposes described in this policy, subject to applicable legal, professional, insurance, and recordkeeping requirements.

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Initial website inquiry emails are deleted after the relevant information has been transferred into SimplePractice, according to the process described in Section 5. The permanent deletion of those emails follows the normal trash-retention process.

Client records, billing information, and other required documentation may be retained for longer periods when necessary or legally required.

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13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, website functionality, service providers, or applicable legal requirements.

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When we make changes, we will update the Effective Date at the beginning of this policy. We encourage visitors to review this page periodically.

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14. Contact Information

If you have questions about this Privacy Policy or wish to submit a privacy-related request, please contact us:

Thaxton Holistic Wellness Center
228 S Main Ave
Scranton, PA 18504
Email: info@thaxtonwellness.com
Website: https://www.thaxtonholisticwellnesscenter.com/