Privacy & Compliance

Privacy Policy

Effective date: May 6, 2026 · Last updated: May 6, 2026

1. About this Policy

Pasadena Clinical Group ("PCG," "we," "us," or "our") is a California outpatient psychotherapy practice located at 301 N. Lake Ave, STE 600, Pasadena, CA 91101. This Privacy Policy describes the personal information we collect through our website, our intake forms, and the operation of our practice; how we use and share it; how long we keep it; and the rights you have under California law, including the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (collectively, "CCPA/CPRA").

Personal health information that we collect, hold, or transmit in connection with the provision of clinical services is also governed by our Notice of Privacy Practices (HIPAA and the California Confidentiality of Medical Information Act, Civil Code §§56 et seq.). Where the two documents address the same information, the Notice of Privacy Practices controls.

2. Categories of Personal Information We Collect

In the past twelve (12) months we have collected, and may continue to collect, the following categories of personal information defined in California Civil Code §1798.140:

  • Identifiers — name, postal address, email address, telephone number, date of birth, account login, IP address, and government-issued identifiers (such as a driver's license number, where collected for identity verification).
  • Customer records (Cal. Civ. Code §1798.80(e)) — billing address, insurance subscriber number, emergency contact information, and signature on intake documents.
  • Protected health information and other health data — diagnoses, treatment notes, session frequency, medication lists you supply, and other clinical information. This is "sensitive personal information" under CPRA §1798.140(ae)(2).
  • Commercial information — services purchased or considered, payment history, and account balance.
  • Internet or other electronic network activity — pages viewed, time on page, referrer URL, browser type, and information collected through cookies and similar technologies (see our Cookie Policy).
  • Geolocation — approximate (city-level) location derived from IP address.
  • Audio, electronic, or visual information — voicemail recordings you leave for the practice, and, where you affirmatively consent in writing, audio recorded during a telehealth session.
  • Professional or employment information — collected only when you apply for a position or training placement (see our Internship page).
  • Inferences — limited inferences drawn from the categories above, such as care preferences and language preference, used solely for clinical and administrative purposes.

3. Sensitive Personal Information

We collect sensitive personal information, including health information, as necessary to provide outpatient psychotherapy services. We use sensitive personal information only for the purposes described in CPRA §1798.121(a) and 11 C.C.R. §7027(m) — that is, to perform the services you have requested, to comply with our legal obligations, to ensure security and integrity, and for short-term, transient use. We do not use sensitive personal information to infer characteristics about you for any purpose other than these.

4. Sources of Personal Information

  • Directly from you (intake forms, telephone, email, the patient portal, or in session).
  • From your authorized representative, guardian, or referring clinician.
  • From your health plan or payer, when verifying benefits and processing claims.
  • Automatically through your interaction with our website (cookies, analytics, and server logs).

5. Business and Commercial Purposes

We use personal information to: provide clinical services; schedule appointments; verify insurance eligibility; bill and collect for services; communicate with you about your care; comply with federal and California law (including mandatory reporting obligations described in our Treatment Consent); maintain the security and integrity of our systems; conduct quality improvement and limited internal analytics; and respond to your inquiries.

6. Categories of Third Parties With Whom We Share Personal Information

  • Health plans, payers, and clearinghouses — to verify benefits and process claims.
  • HIPAA Business Associates — including our electronic health record vendor, telehealth platform, billing service, secure email and fax provider, and IT and cloud-storage providers, each under a Business Associate Agreement.
  • Professional advisors — attorneys, accountants, and auditors, under duties of confidentiality.
  • Government agencies and courts — when required by law (for example, mandatory reporting under the Child Abuse and Neglect Reporting Act, Penal Code §11164 et seq., or in response to a valid subpoena or court order).
  • Website analytics providers — only if you have not opted out of performance/analytics cookies.

Sale or sharing. Pasadena Clinical Group does not sell personal information for monetary consideration. Within the broader CPRA definitions, we do not share personal information for cross-context behavioral advertising. If this ever changes, we will update this Policy and provide a clear opt-out.

7. Retention Periods

  • Clinical records — retained for at least seven (7) years from the date of last service for adult patients, and for minor patients, until at least one (1) year past the patient's eighteenth (18th) birthday or seven (7) years from the date of last service, whichever is later, consistent with California Board of Psychology regulations (16 C.C.R. §1396 et seq.) and Welfare and Institutions Code §14124.1 where applicable.
  • Billing and accounting records — retained for at least seven (7) years.
  • Payroll and personnel records — retained for at least four (4) years (Cal. Lab. Code §1174).
  • Marketing and analytics data — retained for no more than one (1) year unless you have separately consented to a longer period.
  • Website server logs — retained for ninety (90) days, then aggregated or deleted.

8. Your Rights Under the CCPA/CPRA

Subject to verification and limited exceptions in the statute, California residents have the following rights:

  1. Right to know the categories and specific pieces of personal information we have collected about you, the sources, the purposes, and the categories of third parties with whom we share it.
  2. Right to delete personal information we have collected from you, except where we are required to retain it (for example, to comply with clinical-record retention obligations, to detect security incidents, or to comply with a legal obligation).
  3. Right to correct inaccurate personal information.
  4. Right to opt out of the sale or sharing of your personal information. Although we do not sell or share personal information as those terms are defined in the CPRA, you may submit a request through the "Do Not Sell or Share My Personal Information" link in our website footer.
  5. Right to limit the use and disclosure of sensitive personal information to those uses described in Section 3 above.
  6. Right to non-discrimination — we will not deny services, charge a different price, or provide a different level of service because you exercised any of these rights.

How to exercise your rights

You may submit a request by emailing privacy@pasadenaclinicalgroup.com, calling (626) 354-6440, or writing to Privacy Officer, Pasadena Clinical Group, 301 N. Lake Ave, STE 600, Pasadena, CA 91101. We will respond within forty-five (45) days, and may extend that period by an additional forty-five (45) days where reasonably necessary, with notice to you.

Authorized agents. You may designate an authorized agent to submit a CCPA/CPRA request on your behalf. We will require the agent to provide written, signed permission, and we may require you to verify your identity directly with us, or to confirm in writing that you have given the agent permission, before we act on the request.

9. Cookies and Online Tracking

Our website uses cookies and similar technologies. See our Cookie Policy for the full list, the categories in use, and how to manage your preferences. We also honor the Global Privacy Control ("GPC") signal as an opt-out of sale/sharing.

10. Children's Privacy

We do not knowingly collect personal information from children under thirteen (13) for purposes other than the direct delivery of clinical services with parental or guardian consent. For minors aged thirteen (13) to fifteen (15), California requires affirmative opt-in before any sale or sharing of personal information; we do not engage in either, and we will not begin to do so for minors without the opt-in required by Cal. Civ. Code §1798.120(c). Certain minors aged twelve (12) and older may consent to their own outpatient mental health treatment under Family Code §6924; this is addressed in our Treatment Consent.

11. Security

We maintain administrative, physical, and technical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or destruction, including access controls, encryption in transit and at rest for clinical systems, regular workforce training, and a written information security program. No system is perfectly secure; if we learn of a breach involving your personal information, we will notify you in accordance with Cal. Civ. Code §1798.82.

12. International Users

Pasadena Clinical Group is located in California and operates exclusively under United States and California law. Personal information that we collect is processed and stored in the United States. If you are accessing this website from outside the United States, you understand that the privacy laws of your jurisdiction may differ from California and federal U.S. law, and you consent to the transfer and processing of your personal information in the United States subject to this Policy. We are not subject to the European Union General Data Protection Regulation, the U.K. Data Protection Act, or other foreign privacy regimes that do not apply by their own terms to U.S.-based healthcare providers.

13. Disputes — Mediation, Then Binding Arbitration

Any dispute, claim, or controversy arising out of or relating to this Policy, our handling of your personal information, or the website (other than claims that, by law, cannot be required to be arbitrated) is subject to the Mediation, Then Binding Arbitration provisions of our Terms and Conditions, including the class-action and representative-action waiver, government-filing carve-outs, and confidentiality provisions. Disputes arising out of clinical care or the patient relationship are governed by the separate Arbitration Agreement in Sections 15–18 of the Treatment Consent (Cal. Code Civ. Proc. §1295). Nothing in this Section 13 limits your right to file a complaint with the California Attorney General, the California Privacy Protection Agency, the U.S. Department of Health and Human Services Office for Civil Rights, or any other government agency. The Federal Arbitration Act, 9 U.S.C. §§1 et seq., governs the interpretation and enforcement of any arbitration agreement.

14. Governing Law, Venue, and Severability

This Policy is governed by California law without regard to conflict-of-laws principles, except that the Federal Arbitration Act governs any arbitration agreement. For any matter not subject to arbitration, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Los Angeles County, California. If any provision of this Policy is held invalid or unenforceable, that provision will be limited or severed to the minimum extent necessary, and the remaining provisions will continue in full force.

15. Changes to this Policy

We may update this Policy from time to time. The "Last updated" date at the top reflects the most recent version. Material changes will be communicated through a banner on our website or by direct notice where appropriate. The version in effect on the date of any incident giving rise to a claim governs that claim.

16. Contact Us

Pasadena Clinical Group
Attn: Privacy Officer
301 N. Lake Ave, STE 600
Pasadena, CA 91101
Email: privacy@pasadenaclinicalgroup.com
General inquiries: office@pasadenaclinicalgroup.com
Telephone: (626) 354-6440