Last updated: March 5, 2026
Overview
Seeds of New Beginnings (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our Client Portal, or engage with us in any capacity — including counseling sessions, intake processes, and communications.
Information We Collect
Information you provide through our website
Through our website forms and services, we may collect:
- Name, contact information (email, phone number, address)
- Date of birth and demographic information
- Insurance and billing information
- Health history, mental health assessments, and treatment-related information
- Emergency contact information
- Service preferences and scheduling information
- Messages and notes you include in forms or during sessions
Information you provide through the Client Portal
When you create a Client Portal account, we collect:
- Full name and email address
- Account credentials (passwords are encrypted and not accessible to staff)
- Documents you upload (e.g., intake forms, insurance cards, identification)
- File metadata such as file name, type, and upload date
Information collected automatically
When you visit our website or Client Portal, we may automatically collect:
- Browser type and version
- Pages visited and time spent on pages
- Referring website or source
- Device and operating system information
How We Use Your Information
We use the information we collect to:
- Provide mental health counseling, addiction recovery, and related services
- Respond to your inquiries and contact requests
- Schedule and manage appointments
- Process insurance claims and billing
- Coordinate care and referrals when appropriate
- Manage your Client Portal account and securely store documents you upload
- Verify your identity through email confirmation and bot-protection measures
- Improve our services and client experience
- Comply with legal and regulatory obligations
Client Portal
Our Client Portal allows you to securely upload and manage documents related to your care. Portal accounts require email verification and are protected by hCaptcha to prevent unauthorized access. Key details:
- Documents you upload are stored securely using encrypted cloud storage with role-based access controls
- Only you and authorized staff members can access your uploaded documents
- Document access links are time-limited and expire automatically for added security
- You may delete documents you have uploaded at any time
- Account passwords are encrypted and never stored in plain text
HIPAA and Protected Health Information
As a mental health provider, we are required to comply with the Health Insurance Portability and Accountability Act (HIPAA). Your protected health information (PHI) — including clinical records, treatment plans, session notes, and diagnosis information — is handled in accordance with HIPAA regulations and applicable Georgia state laws.
Documents uploaded through the Client Portal that contain health-related information are treated as protected health information and handled accordingly.
You have the right to receive a Notice of Privacy Practices detailing how your PHI may be used and disclosed. A copy is available upon request at our office or by contacting us.
Information Sharing
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- With your written consent
- For treatment, payment, and healthcare operations as permitted by HIPAA
- With insurance companies for claims processing
- To comply with legal obligations or court orders
- To protect against imminent harm to yourself or others
- To report suspected abuse of a child or vulnerable adult as required by law
- With service providers who assist us in operating our website and Client Portal (subject to confidentiality agreements)
Third-Party Services
Our website and Client Portal use the following third-party services to operate securely:
- Supabase — secure database and file storage for the Client Portal
- hCaptcha — bot-protection on login and registration forms (hCaptcha's privacy policy applies to data collected during verification)
- Vercel — website hosting and content delivery
These providers are bound by their own privacy policies and applicable data protection obligations. We select providers that maintain appropriate security standards.
Data Security
We implement reasonable administrative, technical, and physical security measures to protect your personal and health information. Our website and Client Portal use SSL/TLS encryption to secure data transmission. Uploaded documents are stored in encrypted cloud storage with role-based access controls. Account passwords are hashed and never stored in readable form. However, no method of electronic transmission or storage is 100% secure.
Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Specifically:
- Client Portal accounts and uploaded documents are retained for the duration of your care and for a reasonable period afterward
- Clinical records are retained in accordance with Georgia state law and HIPAA requirements
- Website form submissions are retained only as long as necessary for scheduling and communication
You may request deletion of your Client Portal account and uploaded documents by contacting us. Deletion requests are subject to any legal retention requirements.
Your Rights
You have the right to:
- Request access to the personal and health information we hold about you
- Request correction of inaccurate information
- Request restrictions on certain uses or disclosures of your information
- Request an accounting of disclosures of your PHI
- Request deletion of your personal information and Client Portal account (subject to legal retention requirements)
- Delete documents you have uploaded through the Client Portal
- File a complaint if you believe your privacy rights have been violated
Website Forms vs. Client Portal vs. Clinical Records
Information submitted through our website forms (contact and booking requests) is used for scheduling and communication purposes. Information and documents in the Client Portal are used to support your care and administrative needs. Once you become a client, clinical and medical records are maintained separately and governed by HIPAA and applicable state laws.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised “last updated” date. For changes affecting your PHI, we will provide notice as required by HIPAA.
Contact Us
If you have questions about this Privacy Policy, please contact us:
- Email: info@seedsnb.com
- Phone: 404-738-0408
- Address: 4571 Best Road Suite 380, College Park, GA 30337
- Address: 3707 Main Street, College Park, GA 30337