PRIVACY POLICY
Last Updated: October 7, 2026
Toledo Counseling & Mental Health, LLC, doing business as Toledo Counseling & Mental Health (“Toledo Counseling & Mental Health,” “we,” “our,” or “us”), respects your privacy. This Privacy Policy explains how we collect, use, protect, and share information through our website, www.toledocmh.com.
This Privacy Policy applies to information collected through our website and related website-based communications. It does not replace our HIPAA Notice of Privacy Practices, which explains how protected health information may be used and disclosed in connection with treatment, payment, health care operations, and patient rights.
OUR PRACTICE INFORMATION
Toledo Counseling & Mental Health, LLC
DBA: Toledo Counseling & Mental Health
Website: www.toledocmh.com
Phone: 419-318-8533
Fax: 888-337-1307
Email: info@toledocmh.com
Toledo Office and Mailing Address:
3454 Oak Alley Court, Suite 504
Toledo, OH 43606
Sylvania Office Location:
4169 N Holland Sylvania Rd, Suite 203
Toledo, OH 43623
INFORMATION WE COLLECT THROUGH THE WEBSITE
When you use our contact or request appointment form, you may choose to provide information such as:
- Name
- Email address
- Phone number
- Insurance information
- Preferred provider
- Service requested
- Information you choose to include in a message or paragraph field
We use this information to respond to your inquiry, review service fit, begin the new client intake process, communicate with you about scheduling, and coordinate administrative steps related to care.
Please do not use the website contact form for emergencies, urgent clinical concerns, crisis situations, or highly sensitive information that is not necessary for an initial appointment request.
EMAIL SUBSCRIPTIONS AND EDUCATIONAL UPDATES
Visitors may voluntarily provide an email address to subscribe to new mental health articles, educational resources, and related updates from Toledo Counseling & Mental Health.
Subscription information is collected when a visitor submits the subscription form and completes any required confirmation process. Subscription to these communications is voluntary and is separate from treatment, scheduling, clinical communication, and participation in services at Toledo Counseling & Mental Health.
We use subscription information to send the content requested by the subscriber and to administer the subscription.
We may also collect limited information about email delivery and engagement, such as whether an email was opened or whether a link within an email was clicked. We use this information to understand the effectiveness of our communications and improve the educational content we provide.
Subscribers may unsubscribe at any time by using the unsubscribe link included in subscription emails.
WEBSITE USE AND TECHNICAL INFORMATION
Like many websites, our site may automatically collect certain technical information, such as browser type, device type, pages visited, general usage data, referring pages, approximate location information, and interactions with website features.
We may use tools and services such as Google Analytics, Google Search Console, Google Maps, reCAPTCHA, MailPoet, embedded media, and related website technologies to help us:
- Understand website performance
- Protect the website from spam or abuse
- Manage voluntary email subscriptions
- Deliver educational content
- Improve usability and accessibility
- Understand general website usage
- Help visitors find our services
These third-party tools may use cookies, scripts, or similar technologies.
Because we are a healthcare provider, we aim to use website tools carefully and avoid unnecessary disclosure of health-related information. Visitors should avoid entering unnecessary sensitive health information into general website fields.
HOW WE USE INFORMATION
We may use information collected through the website to:
- Respond to appointment requests or general inquiries
- Contact prospective clients about requested services
- Review provider preference, service type, and insurance information
- Support administrative intake processes
- Manage voluntary email subscriptions
- Send requested articles, educational resources, and related website updates
- Evaluate email delivery and general engagement, such as opens and link clicks, to improve our communications
- Improve website performance, accessibility, and user experience
- Protect the website from spam, misuse, unauthorized access, and security threats
- Maintain business records as appropriate
- Comply with applicable legal, regulatory, and professional obligations
CONTACT FORMS AND APPOINTMENT REQUESTS
Submitting a contact or appointment request form does not guarantee appointment availability and does not create a provider-patient relationship.
Appointments are not confirmed until you are contacted by our staff and scheduling is completed.
Our website and contact forms are not monitored 24 hours a day, 7 days a week.
Toledo Counseling & Mental Health is not an emergency facility. If you are experiencing a medical emergency, psychiatric emergency, or immediate safety concern, call 911 or go to the nearest emergency room.
If you are experiencing a mental health crisis, you may call or text 988 for the Suicide & Crisis Lifeline.
EMAIL COMMUNICATIONS
Our website lists the general email address info@toledocmh.com. Email may be used for general administrative communication.
Email should not be used for emergencies, urgent clinical needs, or highly sensitive clinical information unless specifically instructed by the practice through appropriate channels.
Visitors may also voluntarily subscribe to receive new articles, educational resources, and related updates from Toledo Counseling & Mental Health. These communications are separate from clinical communications and are not intended for treatment, emergency, or patient-specific purposes.
We use MailPoet and related email delivery services to manage subscriptions and send these communications. MailPoet may process information necessary to provide the service, including subscriber email addresses, email-delivery information, and limited engagement information such as email opens and link clicks.
Subscribers may unsubscribe at any time using the unsubscribe link included in each subscription email.
EMAIL ENGAGEMENT TRACKING
Our email subscription service may collect limited engagement information related to emails we send, including email opens and link clicks.
We do not currently use MailPoet’s browser-cookie-based engagement tracking to associate individual subscribers with their browsing activity on our website.
Email engagement information is used to help us understand whether our communications are useful and to improve the content and delivery of future educational communications.
COOKIES AND TRACKING TECHNOLOGIES
Our website may use cookies and similar technologies to support website functionality, analytics, security, spam prevention, embedded maps, and performance improvement.
You may be able to manage cookies through your browser settings. Disabling cookies may affect how certain website features function.
Our email subscription service may collect limited email engagement information, such as email opens and link clicks. As described above, we do not currently use MailPoet’s browser-cookie-based engagement tracking to associate subscribers with their browsing activity on our website.
Other website tools may use cookies or similar technologies according to their functionality and applicable privacy settings.
USE OF SIMPLEPRACTICE, MD TOOLBOX, TELEHEALTH, AND PAYMENT SYSTEMS
Toledo Counseling & Mental Health uses SimplePractice for patient portal functions, clinical documentation, telehealth, intake-related processes, and payment processing through Stripe within SimplePractice.
Prescribers may use MD Toolbox internally for electronic prescribing and prescription-related functions. MD Toolbox is not a patient portal.
When you leave our website to access SimplePractice or another third-party service, that service may have its own privacy and security practices.
Information handled as part of treatment, payment, or health care operations may also be subject to HIPAA and our HIPAA Notice of Privacy Practices.
INSURANCE INFORMATION
If you submit insurance information through the website, we may use that information to support intake, eligibility review, administrative communication, or referral to appropriate next steps.
Listed insurance participation on the website is not a guarantee of coverage, payment, or benefits. Insurance networks and coverage can change.
You are responsible for verifying your benefits, eligibility, copays, deductibles, authorization requirements, and coverage directly with your insurance plan.
THIRD-PARTY SERVICES
Our website may include links, embeds, integrations, or services provided by third parties, including Google tools, SimplePractice, MailPoet, reCAPTCHA, maps, video hosting, analytics providers, and other website functionality providers.
Third-party service providers may process information as necessary to provide their services.
We are not responsible for the privacy practices of websites or services that we do not control. We encourage users to review the privacy policies of third-party services they access.
HOW WE SHARE INFORMATION
We do not sell personal information submitted through our website.
We may disclose or provide information to service providers that assist us with website operation, email delivery, security, analytics, administrative functions, intake, billing, scheduling, or other legitimate business functions, subject to applicable privacy and security requirements.
We may also share information when necessary to:
- Respond to your inquiry or appointment request
- Operate and maintain the website
- Support administrative, intake, billing, or scheduling processes
- Provide website and email functionality
- Comply with legal, regulatory, professional, or safety obligations
- Protect the rights, safety, property, or security of Toledo Counseling & Mental Health, our clients, website visitors, staff, or others
Protected health information may be used and disclosed as described in our HIPAA Notice of Privacy Practices.
DATA SECURITY
We use reasonable administrative, technical, and physical safeguards designed to protect information.
However, no website, email system, internet transmission, or electronic storage method can be guaranteed to be completely secure.
CHILDREN AND MINORS
Toledo Counseling & Mental Health provides services to children and adolescents. However, website forms involving appointment requests or information about minors should generally be completed by a parent, legal guardian, or authorized adult unless otherwise appropriate or directed.
Do not submit information about a minor unless you are authorized to do so.
Our educational email subscription form is intended to collect an email address for voluntary receipt of general educational content and should not be used to submit clinical or treatment-related information about a minor.
DATA RETENTION
We retain information as reasonably necessary for administrative, legal, regulatory, business, communication, and clinical purposes.
Information that becomes part of a clinical, billing, or intake record may be retained according to applicable healthcare recordkeeping requirements and practice policies.
Email subscription information may be retained while a person remains subscribed and for a reasonable period afterward when necessary to maintain suppression, unsubscribe, delivery, security, or administrative records.
YOUR CHOICES
You may contact us to request correction or deletion of website inquiry information, subject to legal, clinical, billing, operational, or recordkeeping obligations.
Email subscribers may unsubscribe from educational communications at any time by using the unsubscribe link included in those emails.
If your information is part of a protected health record, your rights regarding that information are described in our HIPAA Notice of Privacy Practices.
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our website, services, technologies, privacy practices, or applicable requirements.
Updates will be posted on this page with a revised “Last Updated” date.
Continued use of the website after changes are posted means you accept the updated policy.
CONTACT US
For questions about this Privacy Policy, contact:
Toledo Counseling & Mental Health
Attention: Crystal Jankowski, Office Manager
3454 Oak Alley Court, Suite 504
Toledo, OH 43606
Phone: 419-318-8533 and request the Office Manager
Fax: 888-337-1307
Email: info@toledocmh.com