Privacy Policy
Last Updated: 06/18/2026
Cognitive Organics respects your privacy and is committed to protecting personal information collected through our website, online forms, communications, and related services. This Website Privacy Policy explains what information we may collect, how we may use it, and how we protect it.
1) What Personal Information We Collect
We may collect the following categories of personal information when you use our website, submit forms, request services, or communicate with us:
Contact Information: name, email address, phone number, mailing address
Account / Intake Information, if applicable: information you submit through forms, portals, scheduling tools, or other approved systems
Communication Information: messages you send to us, including email, form submissions, voicemail, and SMS/text message content, where applicable
Device and Usage Information: IP address, browser type, device identifiers, pages viewed, and interactions with our website through cookies or similar technologies
Health, Clinical, Insurance, Payment, or Other Sensitive Information, if submitted: information you voluntarily provide through website forms, portals, email, SMS/text messaging, intake forms, or other communications
If you submit health, clinical, insurance, payment, or other sensitive information through our website forms, portals, email, SMS/text messaging, or other communications, we will handle that information according to applicable laws, our HIPAA Notice of Privacy Practices when applicable, and our internal privacy and security policies.
Please do not use general website forms, email, voicemail, or SMS/text messaging for emergencies, urgent clinical concerns, or highly sensitive clinical details unless specifically directed by Cognitive Organics through an approved process.
2) HIPAA Notice of Privacy Practices
Cognitive Organics provides healthcare and behavioral health services. Certain health information we collect, use, maintain, or disclose may be protected health information under HIPAA and other applicable privacy laws.
This Website Privacy Policy explains how information may be collected through our website and online communications. It does not replace our HIPAA Notice of Privacy Practices, which explains how protected health information may be used and disclosed for treatment, payment, healthcare operations, and other permitted or required purposes, as well as your rights related to protected health information.
You may request a copy of our HIPAA Notice of Privacy Practices at any time.
3) Website, Email, Voicemail, and SMS Are Not for Emergencies
Our website forms, email, voicemail, and SMS/text messaging are not intended for emergencies, urgent medical needs, crisis situations, or immediate safety concerns.
If you are experiencing a medical emergency, call 911 or go to the nearest emergency department.
If you are experiencing a mental health crisis or thoughts of suicide or self-harm, call or text 988 or use local emergency/crisis resources.
4) How We Use Personal Information
We may use personal information to:
- Provide, operate, and improve our website and services
- Respond to inquiries and communicate with you
- Schedule appointments and provide customer support
- Send administrative messages, such as confirmations, reminders, service updates, or other service-related communications
- Send marketing or informational communications only if you have opted in where required
- Maintain security, prevent fraud, and comply with legal obligations
- Support intake, care coordination, billing, documentation, operations, and service delivery when applicable
- Protect the rights, safety, and security of Cognitive Organics, patients/clients, staff, providers, and others
5) Who We Share Personal Information With
We may share personal information only as needed to operate our business, provide services, comply with legal requirements, or protect rights and safety, including with:
Service Providers / Vendors: organizations that help us run our operations, such as website hosting, form tools, scheduling systems, electronic health record systems, billing systems, analytics, communications tools, payment processing, IT/security support, cloud storage, or other operational systems
Healthcare and Service Partners, when applicable: providers, laboratories, pharmacies, referral sources, payers, care coordination partners, or other entities involved in care, treatment, payment, healthcare operations, or services, when permitted or required
Professional Advisors: attorneys, accountants, consultants, insurance representatives, or other professional advisors as needed
Legal / Regulatory Authorities: when required to comply with law, court order, lawful request, audit, investigation, reporting obligation, or to protect rights, safety, or security
Business Transfers: in connection with a merger, acquisition, restructuring, or sale of assets, with appropriate safeguards when required
We do not sell your personal information.
SMS consent is not shared with third parties or affiliates.
6) SMS/Text Messaging Privacy
If you choose to opt in to receive SMS/text messages from us, we may use your phone number and message content to:
- Send messages you requested
- Send appointment confirmations or reminders
- Send service-related updates
- Respond to your communications
- Provide other communications you opt into or request
Message and data rates may apply. Message frequency may vary. You can opt out at any time by replying STOP.
SMS consent is not shared with third parties or affiliates.
SMS/text messaging may not be fully secure and should not be used for emergencies, urgent clinical concerns, or highly sensitive clinical details unless specifically directed by Cognitive Organics through an approved process.
7) Cookies and Analytics
We may use cookies and similar technologies to improve site functionality, understand usage, and enhance performance.
You can control cookies through your browser settings. Disabling cookies may affect site features.
8) Technology and Documentation Support
Cognitive Organics may use approved technology systems and vendors to support scheduling, communication, documentation, billing, operations, and service delivery.
When protected health information is involved, such systems are used according to applicable privacy and security requirements, business associate/vendor safeguards when required, and organizational policies.
9) Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information.
No method of transmission or storage is 100% secure, but we take privacy and security seriously.
If information is submitted through general website forms, email, voicemail, or SMS/text messaging, there may be additional privacy or security limitations compared to secure portals or approved clinical systems.
10) Your Choices and Rights
Depending on where you live and the type of information involved, you may have rights to request access, correction, deletion, restriction, or other action related to your personal information.
For protected health information, your rights are described more fully in our HIPAA Notice of Privacy Practices.
To make a privacy-related request, contact us using the information below.
11) Children’s Privacy
Our website is not intended for children under 13, and we do not knowingly collect personal information from children under 13 through the website without appropriate authorization.
If you believe a child has submitted personal information through our website without appropriate authorization, please contact us.
12) Changes to This Policy
We may update this policy from time to time. Updates will be posted on this page with a revised “Last Updated” date.
13) Contact Us
If you have questions about this Website Privacy Policy or would like to make a privacy-related request, please contact:
Cognitive Organics
Email: info@cognitiveorganics.com
Phone: 330-430-3010