SMS PRIVACY POLICY

All Points North Counseling Services
Effective Date: April 1, 2026

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All Points North Counseling Services (“APNC,” “we,” “our,” or “us”) respects your privacy. This SMS Privacy Policy explains how we collect, use, disclose, and protect information when you choose to communicate with us by text message.

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This SMS Privacy Policy is intended to work alongside our Notice of Privacy Practices and any general website privacy policy. If there is a conflict involving protected health information, the more protective rule will apply.

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1. What SMS messages we send

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If you provide your mobile number and agree to receive text messages from APNC, we may send you text messages related to:

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• Appointment reminders

• Appointment confirmations

• Scheduling or rescheduling requests

• Office closures or administrative updates

• Billing or account reminders

• Client portal or intake-related instructions

• Responses to messages you send us

Under HIPAA, appointment reminders are considered treatment communications and may be made without a separate authorization.

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2. What information we collect

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When you communicate with us by text, we may collect and maintain:

• Your name

• Mobile phone number

• The date, time, and content of text messages

• Appointment or account-related information reasonably necessary to respond

• Communication preferences, including opt-in and opt-out status

APNC’s internal workflow materials already contemplate collecting name, email, and phone during intake and sending portal-related information as part of onboarding and scheduling workflows.

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3. How we use SMS information

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We use SMS information to:

• Communicate with you about appointments and scheduling

• Provide limited administrative or account-related updates

• Respond to your questions

• Document communication preferences

• Maintain business and clinical administrative records where appropriate

• Comply with legal, regulatory, and operational requirements

4. What we do not use SMS for

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APNC does not use standard text messaging as a substitute for therapy sessions, crisis services, or detailed clinical communications.

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APNC practice materials direct client communication to the HIPAA-compliant portal and instruct staff to redirect non-scheduling text or email communication there.

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5. Privacy and security limits of text messaging

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Text messaging may not be fully secure. There is a risk that text messages could be accessed by others if your phone is lost, shared, unlocked, backed up to third-party services, or viewed on a lock screen.

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For treatment-related electronic communications, HHS states that covered providers should apply reasonable safeguards, limit the amount or type of information disclosed through unencrypted communications, and accommodate reasonable requests for more secure alternatives.

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For that reason:

• Do not send urgent, emergency, or highly sensitive information by text.

• Do not use text messaging for detailed therapy content.

• Use the secure client portal when available for non-scheduling or clinically sensitive communication.

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6. Sharing of SMS information

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We do not sell your SMS information.

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We may share SMS-related information only as reasonably necessary with:

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• Service providers that help us deliver communications or operate our systems

• Vendors or contractors who support practice operations and are subject to appropriate confidentiality obligations

• Government authorities or others when required or permitted by law

• Other persons or entities when you authorize the disclosure or when disclosure is otherwise allowed by law

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

 

7. Marketing texts

APNC does not send marketing or promotional text messages unless you have provided any consent required by law.

FCC rules require prior express written consent for marketing robocalls and robotexts, and consent for marketing

messages must be tied to the specific seller.

 

8. Opting out

You may opt out of SMS messages at any time by replying:

STOP

 

After you opt out, we may send a one-time confirmation message confirming your request. FCC rules allow a one-time confirmation text as long as it only confirms the opt-out and does not contain marketing content.

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FCC rules also provide that revocation of consent may be made in any reasonable manner that clearly expresses the consumer’s desire not to receive further calls or texts, and such requests generally must be honored as soon as practicable and no later than 10 business days after receipt.

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9. Help

For help, reply:

HELP

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You may also contact us directly:

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All Points North Counseling Services
1005 Sophia Street, Unit 200
Fredericksburg, VA 22401
(540) 445-1803
Client-care@apncounseling.com

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10. Message frequency and carrier charges

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Message frequency varies based on your appointments, account activity, and communication needs.

Message and data rates may apply according to your mobile carrier plan.

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11. Consent is optional

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Agreeing to receive text messages from APNC is optional. You may request other communication methods that are reasonable and available.

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HHS guidance states that individuals may request communication by alternative means or at alternative locations, and providers should accommodate reasonable confidential communication requests.

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12. Retention

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We may retain SMS-related records for as long as reasonably necessary for scheduling, billing, operational, legal, compliance, and recordkeeping purposes.

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13. Changes to this policy

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We may update this SMS Privacy Policy from time to time. The current version will be posted on our website and made available upon request.