Website Privacy Policy

Effective date: 11/9/26

This policy explains how CBT Collective (Jason Duncan Psychology PLLC d/b/a CBT Collective) collects, uses, and shares information through cbtcollective.com and our online forms. It does not replace our Notice of Privacy Practices, which explains how we protect your health information as a client. Where this policy and our Notice of Privacy Practices cover the same information, the Notice of Privacy Practices controls.

‍Information we collect:

• Information you give us. When you fill out a consultation, intake, referral, contact, or job application form, we collect what you enter. This can include your name, email, phone number, location, the reason you are seeking care, insurance information, and scheduling preferences.
• Information collected automatically. When you visit our website, we collect technical and activity information, such as IP address, browser and device type, cookie identifiers, the pages you view, links you click, forms you submit, and the website or ad that referred you. See "Tracking, Analytics, and Consent" below.
• Information from others. A doctor, school, or other professional may refer you to us and share your contact details.

‍How we use information:

• ‍To respond to inquiries, schedule consultations, and match you with a clinician.
• To provide, bill for, and coordinate care.
• To send appointment reminders, paperwork follow-ups, and other messages you agreed to receive.
• To review job applications and run our hiring process.
• To understand how people find and use our website and to measure our advertising and recruitment efforts.
• To keep our website and systems secure and to meet our legal obligations.

How we share information:

We do not sell your personal information. We share information only:

• With service providers that help us run the practice, such as our scheduling, records, phone, email, website, and analytics vendors. Vendors that handle health information sign a Business Associate Agreement with us.
• With advertising platforms (Google, Meta, Microsoft Advertising, and LinkedIn) in the limited, de-identified way described below, and only if you have not declined advertising cookies.
• When required by law, or to protect the safety of you or others.

Your choices:

• Cookies and tracking. You can accept or decline analytics and advertising cookies through our cookie banner, and change your choice at any time here.
• Text messages. Reply STOP to opt out. See the SMS sections below.
• Email. Use the unsubscribe link in any marketing email.

Your privacy rights: Depending on where you live, you may have the right to ask what personal information we hold about you, to correct or delete it, or to opt out of targeted advertising. To make a request, contact us using the details below. We will verify your request and respond within the time the law requires. Rights over your health records as a client are explained in our Notice of Privacy Practices.

Security: We use administrative, technical, and physical safeguards to protect your information. No method of transmission or storage is completely secure.

How long we keep information: We keep information for as long as we need it for the purposes above, or as long as the law requires. Client records are kept according to our record-retention obligations as a licensed health care practice.

Children: Our website is not directed to children under 13, and we do not knowingly collect information online from them. Parents and guardians may submit inquiries on behalf of a child.

Changes to this policy: We may update this policy. We will post the updated version on this page with a new effective date.

Contact us:

• Email: operations@cbtcollective.com
• phone: 914-236-4910

Tracking, Analytics, and Consent

CBT Collective uses a Customer Data Platform (CDP) and privacy suite to manage cookie choices, understand how visitors find and use our website, and measure our marketing and recruitment efforts. The CDP helps us see which referral sources and ads lead to inquiries, consultations, and services, and which lead to job applications, interviews, and hires. Our CDP vendor has signed a Business Associate Agreement with us.

What the CDP receives: IP addresses, browser or cookie identifiers, referral and ad click information, and website activity such as page views, link clicks, form submissions, and consultation bookings. The pages you view may indicate health topics you are interested in.

Session replay: We use session replay to review how visitors interact with our website, such as clicks and scrolling. Form fields are masked, so session replay does not record what you type into our forms.

Connecting website activity to outcomes: We share selected website information from the CDP with our customer management system. For care-related inquiries, that system may send consultation and service status back to the CDP, so we can understand which inquiries lead to care. For recruitment, our hiring systems may send application status and hiring outcomes back to the CDP, so we can understand which sources lead to hires.

Advertising platforms: We use the CDP to share selected data with Google, Meta, Microsoft Advertising (Bing), and LinkedIn to measure advertising performance. For care-related advertising, the CDP de-identifies visitor information before anything is shared, so these platforms do not receive information that identifies you as someone seeking or receiving care. For recruitment advertising, the CDP may share information about job-application activity.

Your choices. You can decline advertising and analytics cookies through our cookie consent banner, and change your choice at any time by clicking here. We record and save your consent choices. If you decline, we do not share your website activity with advertising platforms.

Notice of Privacy Practices

Our Notice of Privacy Practices explains how we use and disclose your health information as a client, and your rights over it. View or download our Notice of Privacy Practices.

SMS/Text Messaging Privacy Policy

Information We Collect: When you opt in to receive SMS messages from CBT Collective, we collect your mobile phone number and your consent to receive messages. We may also collect message interaction data (e.g., message delivery status, timestamps, reply data) to administer the SMS program.

‍How Your Information Is Used: Your phone number and related information are used solely to send you text messages related to your communications with us, including appointment reminders, intake paperwork follow-ups, billing notifications, marketing communications, or responses to inquiries you initiate. We do not use your SMS information for unrelated marketing or advertising purposes.

‍Information Sharing and Third Parties: SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes. We do not sell, trade, or otherwise share your personal information provided for SMS messaging with any third parties for their own marketing purposes. Your information may be shared only with trusted service providers who assist us in delivering SMS messages (e.g., RingCentral and our messaging platform) and who are contractually obligated to protect your information.

‍Security: We use reasonable administrative and technical safeguards to protect your personal information from unauthorized access, disclosure, or misuse.

SMS Terms & Conditions

SMS Consent Communication: The information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.

Types of SMS Communications: If you have consented to receive text messages from CBT Collective, you may receive messages related to the following:

• Follow-up messages
• Appointment reminders
• Missing Paperwork
• Payment inquiries
• Marketing

‍Example: "Hello, this is a friendly reminder of your upcoming appointment with Dr. Smith at 144 E 44th st, on 12/23 at 12pm. You can reply STOP to opt out of SMS messaging from CBT Collective at any time."

Message Frequency: Message frequency may vary depending on the type of communication. For example, you may receive up to 7 SMS messages per week related to follow-up messages, appointment reminders, missing paperwork, payment inquiries, and marketing.

Potential Fees for SMS Messaging: Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

Opt-In Method: You may opt in to receive SMS messages from CBT Collective in the following ways.

• By submitting an online form

‍Opt-Out Method: You can opt out of receiving SMS messages at any time. To do so, simply reply "STOP" to any SMS message you receive. Alternatively, you can contact us directly to request removal from our messaging list.

Help: If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at www.cbtcollective.com‍

• Additional Options: If you do not wish to receive SMS messages, you can choose not to check the SMS consent box on our forms.

Standard Messaging Disclosures:

• Message and data rates may apply.
• You can opt out at any time by texting "STOP."
• For assistance, text "HELP" or visit our Privacy Policy and Terms and Conditions page: www.cbtcollective.com/policies. 
• Message frequency may vary