Last updated: November 6, 2026
This Privacy Policy explains how Phil Hartwick Counseling (“we,” “us,” or “our”) collects, uses, and protects information when you visit philhartwickcounseling.com (the “Website”), contact us through it, or receive calls or text messages from us. By using the Website, you agree to this policy.
1. Your counseling records are covered separately
This policy covers the Website and the inquiries you send through it. It does not cover the clinical records created when you become a client. Those records are protected health information under HIPAA and are governed by our Notice of Privacy Practices, which you receive at intake.
2. Please don’t send sensitive health details through the Website
Our contact form, email, and text messages are meant for scheduling and general questions. Please don’t include diagnoses, medications, or other sensitive details. Phil will discuss what’s bringing you in during your free phone consultation.
The Website is not for emergencies. If you are in crisis, call or text 988 to reach the Suicide & Crisis Lifeline, or call 911.
3. Information we collect
Information you give us
- Contact details, such as your name, phone number, and email address
- Your preferences, such as who counseling is for, in-person or online sessions, and the best time to reach you
- Anything you choose to write in the optional message field
- Your consent choices, such as agreeing to receive text messages
Information collected automatically
- Device and browser details, IP address, and approximate location (city or region)
- Pages you visit, how long you stay, the site that referred you, and actions such as clicking a phone number or submitting a form
- Information from cookies, pixels, and similar technologies, described in Section 5
4. How we use your information
- To respond to your inquiry and schedule a free phone consultation
- To send appointment reminders and scheduling messages you have agreed to receive
- To operate, secure, and improve the Website
- To measure how visitors find us and whether our advertising is working
- To comply with legal and professional obligations
We do not sell your personal information.
5. Cookies, analytics, and advertising
We use the following tools on the Website:
- Google Analytics to understand how visitors use the Website
- Google Ads conversion tracking to measure whether our ads lead to calls or inquiries
- Meta Pixel (Facebook and Instagram) to measure and improve our ads
These tools may set cookies and collect information such as pages visited, device details, and actions taken on the Website. They are set up to measure visits and conversions (for example, that a form was submitted or a phone link was tapped). They are not set up to send the contents of our forms, or any health information, to these companies.
You can limit this tracking at any time:
- Block or delete cookies in your browser settings
- Install the Google Analytics opt-out browser add-on
- Adjust your Google ad settings and your Meta ad preferences
- Use the industry opt-out tools at optout.aboutads.info
6. Text messages (SMS)
If you give us your mobile number and agree to receive texts, we may text you about your inquiry, scheduling, and appointment reminders. Message frequency varies. Message and data rates may apply.
- Reply STOP at any time to stop receiving texts. Reply HELP for help, or call (970) 305-5942.
- Consent to receive texts is not a condition of receiving services.
- Carriers are not liable for delayed or undelivered messages.
- Text messages are not a secure way to share clinical details. Please keep texts limited to scheduling.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from all other categories of sharing described in this policy and will not be shared with any third parties.
7. How we share information
We share information only as needed to run the practice and the Website:
- With service providers who help us operate, such as our website host, form, email, phone and text messaging, and scheduling providers. They may use your information only to provide services to us. Any provider that handles protected health information signs a HIPAA Business Associate Agreement.
- With analytics and advertising partners, as described in Section 5
- When required by law, court order, or to protect someone’s safety
- If the practice is sold or transferred, subject to the same protections in this policy
8. How long we keep information
We keep inquiry information only as long as needed to respond to you and for normal business records, unless a longer period is required by law. If you become a client, your records are kept as required by Colorado law and our Notice of Privacy Practices.
9. How we protect information
We use reasonable administrative, technical, and physical safeguards, including an encrypted (HTTPS) connection to the Website. No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.
10. Children and teens
The Website is not directed to children under 13, and we do not knowingly collect information online from them. Inquiries about adolescent counseling should come from a parent or legal guardian. If you believe a child has sent us information, contact us and we will delete it.
11. Your choices and rights
You may ask us to access, correct, or delete the information you provided through the Website, or to stop contacting you. Depending on where you live, you may have additional rights under state privacy laws. To make a request, contact us using the details below. We will respond within the time required by applicable law.
12. Links to other websites
The Website may link to other sites, such as Google reviews or crisis resources. We are not responsible for their privacy practices, so please review their policies.
13. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows when it was last changed. Significant changes will be posted on this page.
14. Contact us
Questions about this policy or your information can be sent to:
Phil Hartwick Counseling
6428 S Quebec St
Centennial, CO 80111
Phone or text: (970) 305-5942
Email: phil@philhartwickcounseling.com