Website Privacy Policy

Last Updated: June 2026

1. Introduction

This privacy notice provides you with comprehensive details of how Mark Cadlaon Counseling, PLLC collects, secures, and processes your personal data through your use of our website, www.markcadlaoncounseling.com.

Mark Cadlaon Counseling, PLLC is the primary data controller and entity responsible for your personal data (referred to as “Mark Cadlaon Counseling”, “we”, “us”, or “our” in this privacy notice).

By utilizing our website or explicitly providing us with your demographic information, you warrant to us that you are over 18 years of age.

Contact & Data Protection Inquiries

If you have any operational questions regarding this privacy notice, your data, or data rights, please contact our administrative office directly:

  • Entity Name: Mark Cadlaon Counseling, PLLC

  • Email Address: mark@markcadlaoncounseling.com

  • Mailing Address: 3333 S Wadsworth Blvd #D330, Lakewood, CO 80227

Important Clinical Note: This privacy policy strictly governs casual use of our public-facing website. If you formally request counseling, EMDR, or neurotherapy services, or submit health information via our secure intake channels, you will be provided with a distinct, comprehensive HIPAA Notice of Privacy Practices (NPP) governing protected health information (PHI) before your first clinical session.

2. What Data We Collect & Lawful Grounds for Processing

Personal data means any information capable of identifying an individual. It does not include completely anonymized or aggregated data. We process your data under legitimate business interests, performance of contracts, or direct client consent across the following operational categories:

  • Communication Data: This includes any transmission you submit to us via our online contact form, standard email, phone text messaging, or social media channels. We process this data to correspond with you, maintain administrative records, and establish requested service paths. Our lawful ground is our legitimate business interest in responding to consumer inquiries.

  • Customer & Transaction Data: Includes details relating to the voluntary purchase of programs, assessments, or sessions—such as your name, billing address, email address, phone number, and card transaction details. Card details are processed directly through secure, encrypted, merchant processors. Our lawful ground is the execution of a contract between you and our practice.

  • Technical & Analytics Data: Includes automated data about your visit to our platform, such as your IP address, browser type, length of page views, time zones, navigation paths, and page interactions. This data is collected via our analytics tracking systems. Our lawful ground is our legitimate interest to properly analyze website functionality and optimize our marketing strategy.

  • Marketing Preference Data: Includes your explicit preferences regarding receiving free resources, newsletters, or informational updates from our practice. Our lawful ground is direct user consent.

Sensitive and Clinical Data Definitions

If you participate in public-facing website quizzes or contact forms, any disclosure of personal background information is entirely voluntary.

All sensitive information is strictly restricted: it is maintained confidentially and will never be sold, leased, or disclosed to any third-party marketing service or advertising network. We only share information with third-party technical vendors explicitly required to deliver the primary service you requested (such as a secure email newsletter platform or billing merchant).

3. How We Collect Your Personal Data

We collect personal data through two core pathways:

  1. Direct Interaction: Information you explicitly choose to provide by typing into web forms, booking consultations, or sending us electronic mail.

  2. Automated Tracking: As you navigate our site, we may automatically collect technical data using cookies, server logs, and tracking pixels (such as Google Analytics or platform pixels) to gauge content engagement.

4. Marketing Communications

Our marketing communications are driven strictly by your voluntary consent. You maintain the absolute right to opt out of our educational newsletter lists or resource emails at any time.

  • To stop receiving updates, simply click the "Unsubscribe" link located at the bottom of any automated email transmission.

  • Alternatively, you may contact us directly at mark@markcadlaoncounseling.com to manually request the permanent removal of your text or email record from promotional databases.

Opting out of informational marketing communications does not apply to transactional data required for active clients (such as direct session scheduling notices or financial billing statements).

5. Disclosures and Transfers of Personal Data

We do not sell your personal data. To smoothly manage our clinical operations, we may selectively share necessary personal elements with the following administrative third parties:

  • HIPAA-Compliant Systems: Electronic Health Record (EHR) platforms, secure cloud storage architectures, and automated medical scheduling systems.

  • Technical Service Providers: IT infrastructure hosts, system administrators, and payment merchant gateways.

  • Professional Advisors: Legal counsel, business accountants, banking institutions, and professional liability insurers where legally mandated.

  • Regulatory/Governmental Bodies: State healthcare regulators, boards, or judicial authorities when a formal legal reporting obligation arises (e.g., standard medical compliance or abuse reporting laws).

We require all operational third-party providers to respect the structural security of your personal data and treat it ethically in accordance with federal law.

6. Data Security

We have established rigorous technical and operational security measures designed to prevent your personal data from being accidentally lost, modified, disclosed, or accessed without proper authorization.

Internal data access is explicitly restricted strictly to staff members or clinical partners who possess a direct business need-to-know to fulfill your services. Furthermore, should any suspected digital or data breach occur, we maintain active compliance procedures to notify you and any applicable state or federal regulatory bodies whenever we are legally required to do so.

7. Data Retention Periods

We will only retain your general personal web data for as long as necessary to satisfy the specific billing, legal, or mandatory reporting requirements for which it was originally collected.

  • Financial Records: For tax and accounting purposes, the law mandates that we preserve basic transaction details (including contact, identity, financial, and transaction records) for a minimum of six years after a purchase contract terminates.

  • Clinical Medical Records: Pursuant to state healthcare regulations, licensed mental health professionals are strictly mandated to securely store comprehensive client medical charts and intake records for a minimum of seven (7) years following the formal termination of treatment or services.

8. Third-Party Links & Cookie Controls

Our website may occasionally feature links to third-party portals, external specialized tools, or applications. Clicking those links may allow external entities to collect or share data regarding your browsing habits. We do not control external third-party websites and assume no legal liability for their independent privacy standards.

Additionally, you can manually adjust your personal web browser settings to refuse some or all browser cookies, or to alert you when a platform attempts to place a tracking cookie. If you completely disable or refuse cookies, please note that certain dynamic segments of this website may experience reduced functionality.