Privacy Policy
Effective Date: 4/1/2021

At The Roots LLC (“we,” “our,” or “us”) respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains how we collect, use, store, and share information when you visit our website, engage with our services, or communicate with us.

1. Information We Collect

We collect information in a few different ways depending on how you interact with us:

Information You Provide Directly

  • Name, email address, phone number

  • Information submitted through forms (contact forms, registrations, inquiries)

  • Scheduling or service-related details

  • Payment information (processed through third-party platforms)

  • Any information you choose to share in messages, applications, or program participation

Sensitive Information (When Applicable)
Because of the nature of our work, you may choose to share personal or sensitive information (such as mental health, substance use, recovery status, or life experiences).
We only collect this information when it is voluntarily provided and only use it to support the services you are requesting.

Automatically Collected Information

  • IP address

  • Browser type and device information

  • Pages visited and time spent on the site

  • General location data (not precise)

2. How We Use Your Information

We use your information to:

  • Respond to inquiries and communicate with you

  • Provide and coordinate services, programs, or events

  • Process registrations, scheduling, and payments

  • Improve our website and offerings

  • Send updates, newsletters, or relevant information (you can opt out anytime)

  • Maintain safety, integrity, and appropriate use of our services

We do not sell your personal information.

3. HIPAA and Health-Related Information

At The Roots LLC provides peer-based, non-clinical services. In most cases, we are not a “Covered Entity” under the Health Insurance Portability and Accountability Act (HIPAA).

However:

  • When we partner with healthcare providers, government programs, or entities that are subject to HIPAA, we may act in a role similar to a Business Associate and handle Protected Health Information (PHI) in accordance with applicable agreements and legal requirements.

  • In those contexts, we follow HIPAA-aligned practices for safeguarding information, including limiting use, secure handling, and appropriate disclosure.

  • Outside of those specific arrangements, information shared with us may not be protected under HIPAA, but we still treat it with a high level of care, discretion, and respect.

If you are receiving services connected to a healthcare or county program, additional privacy protections may apply and may be explained to you separately.

4. How We Share Information

We only share information when necessary and in limited ways:

With Service Providers
We may use trusted third-party platforms (such as scheduling tools, payment processors, email systems, or website hosting services) to operate our business. These providers only access information needed to perform their function.

With Your Consent
We may share information if you give clear permission (for example, coordinating support or referrals).

Legal Requirements and Safety
We may disclose information if required to comply with legal obligations, respond to lawful requests, or address situations involving risk of harm to yourself or others.

Program or Partner Contexts
In employer-based or contracted services, limited information may be shared:

  • In aggregate or non-identifiable formats for reporting

  • When necessary for coordination of services

We aim to protect individual identity whenever possible and do not share personal details without a clear reason or permission, unless required by law.

5. Confidentiality and Its Limits

We take privacy seriously, but it’s important to understand:

  • Our services are peer-based and non-cledical, and may not carry the same legal confidentiality protections as licensed therapy or medical services.

  • That said, we operate with strong internal expectations around discretion, respect, and protecting personal information.

  • There are limits to confidentiality in situations involving:

    • Risk of harm to yourself or others

    • Abuse or neglect reporting requirements

    • Legal obligations

6. Data Security

We take reasonable steps to protect your information, including:

  • Use of secure platforms and systems

  • Limiting access based on role and need

  • Ongoing attention to data handling practices

No system is completely secure, but we actively work to reduce risk and protect what you share with us.

7. Your Choices and Rights

You have the right to:

  • Request access to the information we have about you

  • Ask us to update or correct your information

  • Request deletion of your information (when possible)

  • Opt out of marketing or non-essential communications

To make a request, contact us using the information below.

8. Cookies and Tracking

Our website may use cookies or similar tools to:

  • Improve website performance

  • Understand user behavior

  • Support basic functionality

You can adjust your browser settings to limit or disable cookies.

9. Third-Party Links

Our website may include links to other websites or platforms. We are not responsible for the privacy practices of those third parties.

10. Children’s Privacy

Our website is not intended for children under 13. We do not knowingly collect personal information from children without appropriate consent.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

12. Contact Us

If you have questions, concerns, or requests related to your privacy, you can contact us at info@attherootsllc.com.