Effective Date: 12/30/2025
Last Updated: 12/30/2025

Introduction

Welcome to Coherent Mind Trauma Counseling. This Privacy Policy explains how Cimo Psychotherapy Services, LLC ("we," "us," or "our") collects, uses, and protects information when you visit www.thecoherentmind.com.

Important: This policy covers our website only. For information about how we handle your health information as your therapist, please see our HIPAA Notice of Privacy Practices.

Geographic Scope: Our telehealth counseling services are available only to residents of Virginia. This Privacy Policy is designed to comply with Virginia law.

By using this website, you agree to this Privacy Policy. If you do not agree, please do not use this website.

Information We Collect

When You Contact Us

Our contact form collects:

• First and last name

• Email address

• Phone number

• Preferred contact method (email or phone)

• Your consent to be contacted

Security Notice: The contact form is not encrypted for private health information. Please do not share sensitive personal or health details through the contact form. After you become a client, all communications occur through secure, HIPAA-compliant systems.

Automatic Information

When you visit our website, we automatically collect:

• IP address

• Browser type and version

• Device operating system

• Pages viewed and time spent

• Referring website

• Date and time of visit

This information is collected through Squarespace's standard analytics.

Cookies

We use cookies to improve your website experience. Cookies are small files stored on your device that help the website function properly.

Types of cookies we use:

• Essential: Required for website functionality

• Analytics: Help us understand visitor behavior (via Squarespace)

• Functionality: Remember your preferences

Managing Cookies: You can disable or manage cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect some website features.

Do Not Track Signals

Our website does not currently respond to "Do Not Track" browser signals. You can manage cookies through your browser settings as described above.

How We Use Your Information

We use the information collected to:

• Respond to your inquiries

• Schedule initial consultations

• Improve website functionality

• Monitor website performance and security

• Comply with legal obligations

We do not sell, rent, or share your personal information with third parties for marketing purposes.

Third-Party Service Providers

We use the following service providers who may collect or process your information in connection with this website:

• Squarespace: Website hosting and analytics

These providers have their own privacy policies governing their use of your information. We encourage you to review their policies.

Data Retention

We retain contact form submissions until your inquiry is resolved or you request deletion, unless we are required by law to retain certain information longer. Website analytics data is retained according to Squarespace's standard retention periods.

Data Security

We implement security measures to protect your information, including:

• SSL encryption for data transmission

• HIPAA-compliant platforms for all clinical communications

• Restricted access to personal information

• Regular security assessments

However, no internet transmission is 100% secure. We cannot guarantee absolute security.

Your Privacy Rights

Virginia Residents

Under the Virginia Consumer Data Protection Act (VCDPA), you have the right to:

• Know what personal information we collect

• Request correction of inaccurate information

• Request deletion of your information (subject to legal exceptions)

• Opt out of the sale of personal information (we do not sell personal information)

To exercise these rights, please call (757) 231-5308, email hello@thecoherentmind.com or use the Contact Form on this website. We will respond to your request within 45 days.

Your Choices

• Opt out of communications: Reply to any email or contact us directly

• Cookie preferences: Adjust your browser settings

• Access your information: Call (757) 231-5308, email hello@thecoherentmind.com, or use the Contact Form

Children's Privacy

Our services are for adults only (18+). We do not knowingly collect information from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately.

External Links

Our website may contain links to external resources. We are not responsible for the privacy practices or content of external websites. We encourage you to review the privacy policies of any external sites you visit.

Changes to This Policy

We may update this Privacy Policy periodically. The "Last Updated" date at the top reflects the most recent changes. Material changes will be noted on our homepage. Your continued use of the website after changes constitutes acceptance of the updated policy.

Terms of Use

Acceptance

By accessing or using this website, you agree to be bound by these Terms of Use. If you do not agree to these Terms, please do not use this website.

Purpose of Website

This website provides general information about our counseling services.

No Professional Relationship: Visiting this website, submitting a contact form, or reading content does not establish a therapist-client relationship. A professional relationship begins only after we complete intake paperwork, sign a treatment agreement, and formally begin services.

The content on this website:

• Does not constitute medical or mental health advice

• Is not a substitute for professional treatment

• Should not be relied upon for diagnostic or treatment decisions

• Should not be used for emergencies

Emergency Disclaimer

This website and practice do not provide emergency or crisis services. Messages are not monitored outside of regular business hours.

If you are experiencing a mental health emergency:

• Call 988 (Suicide & Crisis Lifeline)

• Call 911 or go to your nearest emergency department

• Contact your local Community Services Board

Do not use email, the contact form, or any non-emergency communication method if you are in crisis.

Intellectual Property

All website content—including text, graphics, logos, images, and design—is the property of Cimo Psychotherapy Services, LLC and is protected by copyright, trademark, and other intellectual property laws.

You may not reproduce, distribute, modify, or create derivative works from any content on this website without our prior written consent.

Disclaimer of Warranties

This website is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not guarantee the accuracy, completeness, timeliness, or usefulness of any information on this website.

We do not warrant that the website will be uninterrupted, error-free, or free of viruses or other harmful components.

Limitation of Liability

To the fullest extent permitted by Virginia law, Cimo Psychotherapy Services, LLC, including its owner, employees, and agents, shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from:

• Your use of or inability to use this website

• Any errors or omissions in website content

• Any unauthorized access to or use of our servers or any personal information stored therein

Indemnification

You agree to indemnify and hold harmless Cimo Psychotherapy Services, LLC from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of this website or violation of these Terms.

Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, the remaining provisions will continue in full force and effect.

Changes to These Terms

We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting to this website. Your continued use of the website after any changes constitutes acceptance of the modified Terms.

Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its conflict of law principles. Any disputes arising from these Terms or your use of this website shall be resolved exclusively in the state or federal courts located in Virginia.

Contact Us

If you have questions about this Privacy Policy or Terms of Use, or wish to exercise your Virginia privacy rights, please call (757) 231-5308, email hello@thecoherentmind.com or use the Contact Form on this website.

Coherent Mind Trauma Counseling
Cimo Psychotherapy Services, LLC
Dan Cimo, MSW, LCSW