This policy explains what happens to information you give us through this website. It covers the website only. Information we hold about you as a patient is governed by a separate document — our Notice of Privacy Practices — and by federal and California health privacy law.

Who we are

Koehler Mental Health and Wellness is an outpatient psychiatry practice with an office at 1000 Quail Street, Suite 245, Newport Beach, California 92660. Throughout this policy, “we,” “us” and “the practice” mean Koehler Mental Health and Wellness.

What this website collects

Information you type in

The contact form asks for your first name, last name, email address and a message. That is the only place on this site where you can submit information to us, and every field is one you fill in deliberately. If you choose to include health information in the message box despite the notice above, we will treat it with the same care we give patient information — but it will have travelled to us over a channel that is not built for it.

Information collected automatically

Our website is hosted by Squarespace, which records standard server and analytics data on our behalf: IP address, browser and device type, referring page, the pages you view and how long you stay. Squarespace sets cookies to make this work. We use this to understand which pages people find useful and whether the site is working, not to build a profile of you.

We do not run advertising pixels on this site. There is no Meta pixel, no Google Ads tag and no third-party advertising network collecting your behaviour here.

The self-assessment tools

The screening questionnaires on our Services page — PHQ-9, GAD-7, ASRS, OCI-R, PC-PTSD-5, AUDIT-C and the sleep checklist — run entirely inside your own browser. Your answers are never sent to us, never sent to anyone else, and are not saved anywhere. They exist only in your browser's memory and disappear the moment you close or reload the page. We never see your score unless you choose to tell us about it at an appointment.

Text messages

If you give us your mobile number when you book or at intake, we may text you about your appointments — confirmations, reminders and changes. These are sent through our scheduling system, PracticeQ.

• You choose whether to receive them. Consent is not a condition of getting care, and you will be asked before we start.
• Reply STOP to any message to stop them. Reply HELP for help, or call the office.
• Message and data rates may apply, depending on your mobile plan.
• Message frequency varies with how often you have appointments.
• We never sell or share your mobile number, and we never share it with anyone for their marketing.

Appointment texts are kept brief on purpose. Opting out of texts does not affect your care, and we will still reach you by phone or through the patient portal when something needs your attention.

How we use information

• To answer the question you asked and, if you want one, to arrange an appointment.
• To keep the website functioning, secure and reasonably fast.
• To understand in aggregate which parts of the site are used, so we can improve them.
• To meet legal, regulatory and professional obligations that apply to a healthcare practice.

We do not sell personal information. We do not share personal information with third parties for their own marketing, and we do not exchange it for anything of value.

Who else touches this information

Running a practice means using vendors. The ones relevant to this website are:

• Squarespace — hosts the website and processes contact form submissions.
• Google Fonts — serves the typefaces used on these pages, which means Google receives your IP address when a page loads.
• PracticeQ / IntakeQ — provides the appointment booking tool. When you use it you are interacting with their system, under their privacy terms, and it is covered by a business associate agreement.
• Headway — handles insurance verification and billing for patients who use insurance, under its own privacy terms.

We may also disclose information where the law requires it, where it is necessary to protect someone's safety, or in connection with a legal claim.

How long we keep it

Contact form submissions are kept for no longer than 24 months from the date you send them, and usually much less — once your question is answered and the enquiry is closed, there is no reason to hold it. Website analytics data is kept for no more than 26 months, which is the retention limit our host applies.

Patient records are a different matter and are kept far longer, because California law and professional standards require it. That is covered in our Notice of Privacy Practices, not here. If your enquiry becomes part of your patient record because you go on to become a patient, the longer period applies to it.

Security

The site is served over HTTPS, so what you send is encrypted in transit. We limit who at the practice can see enquiries. No website is perfectly secure, though, which is the honest reason for the notice at the top of this page.

Your choices

You can browse this site without giving us anything. You can set your browser to refuse cookies, though parts of the site may then behave oddly. Most browsers also offer a Global Privacy Control signal; we honour it, and since we do not sell or share personal information it does not change much in practice.

If you live in California

California residents have rights under the California Consumer Privacy Act as amended by the CPRA. You may ask us to tell you what personal information we have collected about you and where it came from, ask us to delete it, ask us to correct it if it is wrong, and ask us to limit how we use sensitive personal information. You may not be treated differently for exercising any of these rights.

Some of these rights have limits when the information is part of a medical record. Information governed by HIPAA and by California's Confidentiality of Medical Information Act is carved out of the CCPA, and your access and amendment rights over it come from those laws instead — which in most respects give you more, not less.

To make a request, contact us using the details at the bottom of this page. We will verify who you are before we act, because handing your information to the wrong person would be the worse outcome.

Someone can ask on your behalf. You may use an authorised agent, provided they give us your written, signed permission and we can still verify your identity directly.

If we say no, you can push back. If we decline a request, we will tell you why in writing, and you may appeal by replying to that decision or writing to us at the address below. We will respond to an appeal within 45 days and explain our reasoning. If you are still unsatisfied, you can complain to the California Attorney General.

What we actually collect

The categories below come from the CCPA. Most of them are “no,” which is the point of publishing the list rather than describing it.

Health information does not reach us through this website. It reaches us through the secure patient portal and in appointments, and it is governed by HIPAA and California's Confidentiality of Medical Information Act rather than by this policy.

Shine the Light

California Civil Code section 1798.83 lets residents ask what personal information a business disclosed to third parties for those parties' own direct marketing. We do not disclose personal information for that purpose, so there is nothing to report — but you are entitled to ask, and we will confirm it in writing.

Children

The practice treats adults. This website is not directed at children and we do not knowingly collect information from anyone under 18 through it.

Links to other sites

Where we link out — to the booking system, the patient portal, crisis resources or an insurer — you leave this site and land somewhere with its own privacy policy. We are not responsible for how those services handle your information.

Changes to this policy

If we change how we handle information we will update this page and move the effective date at the top. Material changes will be flagged on the page rather than made quietly.