Privacy Policy

Draft for review. If Vine & Branch is a HIPAA covered entity, this policy and your Notice of Privacy Practices should be reconciled by counsel, and Business Associate Agreements should be in place with the service providers listed below.

This policy explains what the Vine & Branch client portal (the “Portal”) collects, how it is used, and your choices. It is operated by Vine & Branch Advisory & Counsel Group, LLC.

Information we collect

Account details you provide: name, email address, and (optionally) mobile phone number. Intake information: date of birth, the concern or role information you enter, and referral source. Activity in the Portal: session requests and bookings, and the secure messages you exchange with your counselor. Basic technical logs needed to operate and secure the service.

How we use it

To provide the Portal: authenticate you, schedule sessions, deliver messages between you and your counselor, and send you service notifications by email and (if you opted in) text. We do not use your information for advertising and we do not sell it.

Who we share it with

We share information only with service providers who process it on our behalf to run the Portal, under contract and only as needed:

• Supabase — database, authentication, and file storage
• Vercel — application hosting
• Resend — sending notification emails
• Twilio — sending notification text messages
• Cal.com — session scheduling / calendar

We also disclose information when required or permitted by law, including mandatory reporting of abuse or an imminent risk of serious harm, or to protect the rights and safety of clients, staff, or the public.

Text messages

If you provide a mobile number, we send transactional notifications through Twilio and your wireless carrier. Message and data rates may apply. We do not share your phone number or your text-message opt-in with any third party for that party’s own marketing. You can opt out any time by replying STOP; see our SMS notice.

Security

Data is encrypted in transit. Access is restricted by row-level database rules so that clients see only their own information and counselors see only clients in their program. Staff access is limited to those supporting your care. No system is perfectly secure; contact us immediately if you suspect a problem.

Retention

We keep your information for as long as your account is active and as needed to comply with legal, professional, and record-keeping obligations that apply to counseling services. You may request deletion (see below); some records may be retained where the law requires.

Your choices

You can view and update your contact details in the Portal. To request access to, correction of, or deletion of your information, email info@vineandbranch.group. You can opt out of texts any time by replying STOP.

Children

Accounts for minors are created and managed by a parent or legal guardian. We do not knowingly allow anyone under 18 to create an account independently.

Changes

We may update this policy; material changes will be posted here with a new “last updated” date.

Contact

Vine & Branch Advisory & Counsel Group, LLC — info@vineandbranch.group, (806) 548-0094.