R&R Counseling Collective uses Google Workspace to support certain administrative, operational, and communication functions within our practice.

R&R Counseling Collective has entered into a HIPAA Business Associate Agreement (BAA) with Google for applicable Google Workspace services. This agreement establishes responsibilities related to the protection of Protected Health Information (PHI) when covered Google Workspace services are used in connection with our practice.

Google identifies specific Google Workspace services as covered under its HIPAA Business Associate Agreement. These currently include services such as Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, Google Forms, Google Meet, Google Chat, and certain other Google Workspace services.

How We May Use Google Workspace

Depending on the needs of our practice, authorized members of the R&R Counseling Collective team may use Google Workspace for purposes such as:

• Practice email and administrative communication

• Internal staff communication and collaboration

• Calendar and scheduling-related functions

• Securely storing or sharing authorized practice documents

• Creating and managing administrative documents, spreadsheets, and forms

• Conducting internal meetings

• Business operations and practice management

• Communicating with clients when appropriate and consistent with our privacy and security policies

We limit access to practice information based on an individual's role and responsibilities and use administrative and security controls intended to protect confidential information.

Protected Health Information

When Protected Health Information is created, received, maintained, or transmitted through Google Workspace, R&R Counseling Collective limits its use to Google Workspace services covered by our Business Associate Agreement with Google and uses those services in accordance with our privacy and security policies.

Our agreement with Google does not mean that every Google product, feature, third-party application, browser extension, or integration is approved for the handling of Protected Health Information. We evaluate the technology used within our practice and restrict the use of PHI to services and systems that we have determined are appropriate for that purpose.

Third-party applications connected to Google Workspace may maintain their own privacy and security practices and are not automatically covered by Google's Business Associate Agreement.

Email Communication

R&R Counseling Collective may use our professional Google Workspace email accounts to communicate with current or prospective clients regarding scheduling, administrative matters, billing questions, referrals, resources, and other practice-related matters.

Although we take reasonable measures to protect confidential information, email may carry privacy risks, particularly when communicating with an email address outside of our organization. A client's personal email provider, device, notifications, shared accounts, or other circumstances outside our control may affect the confidentiality of email communications.

For this reason, we encourage clients to avoid including unnecessary sensitive clinical information in ordinary email communications. When more sensitive communication is necessary, we may direct clients to an alternative secure communication method, such as our SimplePractice Client Portal or secure messaging through Spruce Health.

Privacy and Security

R&R Counseling Collective maintains administrative and technical safeguards intended to protect information contained within our Google Workspace environment. Access is limited to authorized individuals based on their responsibilities within the practice.

Our use of Google Workspace does not alter the confidentiality protections provided by HIPAA, applicable state law, or R&R Counseling Collective's Notice of Privacy Practices.

Google maintains its own privacy, security, and data-processing policies governing its services. Clients and website visitors who would like additional information about Google's privacy practices may review Google's applicable privacy and compliance information.

[Read Google Workspace's Privacy and Compliance Information]

Emergencies and Time-Sensitive Communication

Email and other Google Workspace communication methods are not continuously monitored and should not be used for emergencies or urgent mental health needs.

If you are experiencing an immediate medical or mental health emergency, believe you may harm yourself or another person, or otherwise require immediate assistance, call 911, go to the nearest emergency department, or call or text 988 to reach the Suicide & Crisis Lifeline.

Current clients should also follow any emergency procedures described in their informed consent documentation.

For more in regards to Google’s privacy policy, visit here: https://workspace.google.com/terms/2015/1/hipaa_baa/