PRIVACY POLICY
Robyn Cullen Holistic Service, LLC | robyncullen.com
Effective date: August 8th, 2026 | Last updated: August 8th, 2026
This Privacy Policy explains what information I collect through my website, email list, registration and intake forms, scheduling tools and group programs — and what I do with it.
Important: this is not my HIPAA Notice of Privacy Practices
If you are a therapy client, the information in your clinical record is protected health information governed by HIPAA and by the separate Notice of Privacy Practices provided to you as part of your intake paperwork. That notice governs your clinical record. This policy does not.
Participation in "Now What?" groups, PDX Professional Helpers & Healers, workshops, and other community offerings is not therapy and does not create a therapist-client relationship. Information collected in connection with those offerings is covered by this policy, not by HIPAA.
If you are both a therapy client and a group participant, your clinical record is kept separately from any information collected through my website, email list, or group programs.
Information I collect
Information you give me
Your name and email address when you subscribe to my newsletter or download a resource
Registration and contact details when you enroll in a group, workshop, or session
Responses to intake forms, community agreements, and program feedback surveys
Anything you choose to include in an email, contact form, or booking note
Information collected automatically
Like most websites, mine collects limited technical information when you visit: IP address, browser and device type, pages viewed, the site you arrived from, and the date and time of your visit. This is collected through my website host's built-in analytics and through cookies (see below).
Information I receive from service providers
Payment confirmations and transaction records from my payment processors. I do not receive or store full credit card numbers.
Email engagement information from my email platform, such as whether a message was opened or a link was clicked.
A note on sensitive information
A note that all offerings are built for people navigating identity, gender, sexuality, spiritual practice, grief, caregiving, and major life transitions. You may choose to share information of this kind on a form, in an email, or in a group.
Please share only what you want on record. I do not require it, and I never use it for advertising, profiling, or any purpose other than running the program you signed up for.
How I use your information
To deliver the programs and services you register for
To send logistics, reminders, materials, and access links
To send newsletters, updates, and information about upcoming offerings (you can unsubscribe at any time)
To process payments and keep business and tax records
To respond to your questions and inquiries
To improve my website, programs, and communications
To meet legal, tax, and professional licensing obligations
I only add you to my email list when you sign up yourself, register for an offering, or otherwise ask to hear from me. Every email includes an unsubscribe link.
Service providers I use
I use trusted third-party tools to run my business. Each has its own privacy policy and security practices, and each receives only the information needed to do its job.
Provider
What it is used for
Squarespace
Website hosting and site analytics
Flodesk
Email list management and newsletters
ThriveCart
Program registration and checkout
Stripe
Payment processing
Calendly
Scheduling consultations and sessions
Google Workspace
Email, file storage, and intake and survey forms (Gmail, Drive, Forms)
Zoom
Online group sessions
Sessions Health
Clinical records for therapy clients only — HIPAA-covered and separate from the tools above
I do not sell your information
I do not sell your personal information.
I do not share your personal information for targeted or cross-context behavioral advertising.
I do not trade or rent my email list.
I may disclose information if required to do so by law, by court order, or where disclosure is necessary to protect someone's safety or to comply with my professional and licensing obligations.
Cookies and tracking
Cookies are small files placed on your device that help a website remember your preferences and understand how visitors use the site. My site uses cookies for basic functionality and for general visitor analytics — not for advertising.
You can set your browser to refuse cookies or alert you when one is being sent. Some parts of the site may not work as well if you do.
My marketing emails include standard tracking that tells me whether a message was opened and whether a link was clicked. This helps me send fewer, more relevant emails. You can turn most of this off by disabling image loading in your email program.
How I protect your information
I take reasonable steps to protect the information I hold, including:
Working with established providers that maintain their own security standards
Using strong, unique passwords stored in a password manager
Enabling two-factor authentication where it is available
Limiting access to your information to those who need it to support my business
No method of transmitting or storing information is completely secure, so I cannot guarantee absolute security. Please do not send clinical or other highly sensitive information through website forms or ordinary email. Therapy clients should use the secure client portal.
How long I keep your information
Email subscribers: until you unsubscribe or ask me to delete your information
Registration, enrollment, and payment records: as long as needed for business and tax purposes, generally seven years
Program feedback and survey responses: retained in aggregate; anonymous responses are not linked back to individuals
Clinical records: retained as required by Oregon law and HIPAA, as described in my Notice of Privacy Practices
Your choices and your rights
No matter where you live, you may ask me to:
Tell you what personal information I have about you
Correct information that is inaccurate
Delete your information, except records I am required to keep for legal, tax, or professional licensing reasons
Provide a copy of the information you gave me
Stop sending you marketing emails
How to make a request: Email Hello@RobynCullen.com with "Privacy Request" in the subject line. I will respond within 45 days. I may need to confirm your identity before acting on a request.
If I decline a request: You may ask me to reconsider by replying to my response. I will review the appeal and give you a written answer, with my reasoning, within 45 days.
Residents of California, Oregon, and other states with consumer privacy laws may have additional rights under those laws. I extend the rights above to everyone who contacts me, regardless of where you live.
Children's privacy
My website and offerings are intended for adults. Group programs are open to participants 25 and older. I do not knowingly collect personal information from anyone under 13. If you believe a child has provided me information, please contact me and I will delete it.
Group programs and confidentiality
Confidentiality inside a group is a shared agreement among everyone in the room. The community agreements you sign at registration describe what is expected of all participants. I take those agreements seriously and hold the container carefully, but I cannot guarantee the conduct of other participants.
Links to other websites
My site may link to other websites and resources I did not create. Once you leave my site, this policy no longer applies. I encourage you to read the privacy policy of any site you visit.
Changes to this policy
If I update this policy, I will change the "last updated" date at the top. Substantive changes will apply only to information collected after the date of the change. For significant changes, I will let my email list know.
Contact me
Questions about this policy, or about the information I hold?
Robyn Cullen Holistic Service, LLC
2512 SE 25th Ave, Suite 206
Portland, OR 97202
Hello@RobynCullen.com
robyncullen.com
You can also review my Terms and Conditions at robyncullen.com/terms-conditions.
By using this website, you consent to this Privacy Policy.