Privacy Policy

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Effective Date: July 8, 2026 Last Updated: July 8, 2026

Sycamore Grove ("Sycamore Grove," "we," "us," or "our") operates the website located at sycamoregrove.org (the "Site"). This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our Site, submit an intake or contact form, make a donation, or otherwise interact with us online.

This policy applies to information collected through our website. It does not describe how we handle protected health information (PHI) created in the course of clinical care (for example, information shared in therapy sessions or stored in your client record). That information is governed by our HIPAA Notice of Privacy Practices, which is provided separately to clients and is available upon request or through our client portal.

By using the Site, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Site.

1. Information We Collect

a. Information You Provide Directly

We collect information you voluntarily submit, including when you

  • Complete our online intake form or "Start Your Journey" form

  • Contact us through a contact form, email, or phone

  • Register for a workshop (e.g., "The Stories We Marry")

  • Make a donation through our giving platform

  • Sign up for a newsletter or mailing list

  • Communicate with us through our client portal

This may include your name, email address, phone number, mailing address, and information you choose to share about yourself, your family, or the reason you are seeking services. Intake form responses may include sensitive information related to mental health, relationships, or faith background, which you provide voluntarily to help us understand how to support you.

b. Information Collected Automatically

When you visit the Site, we and our service providers may automatically collect certain technical information, including:

  • IP address, browser type, and device information

  • Pages visited, time spent on pages, and referring/exit pages

  • General location information (e.g., city or region, derived from IP address)

We use tools such as Google Tag Manager and standard analytics/cookie technologies to collect this information. See Section 5 ("Cookies and Tracking Technologies") for more detail.

c. Information from Third Parties

If you make a donation, our donation processor (currently Pushpay) collects and processes payment information directly; we receive limited information such as your name, contact details, and donation amount, but we do not collect or store full payment card details. If you use our client portal (currently hosted through SimplePractice), that provider's own privacy and security practices govern the handling of information within the portal

2. How We Use Information

We use the information we collect to:

  • Respond to inquiries and schedule or coordinate services

  • Process and confirm intake form submissions

  • Process donations and send donation receipts

  • Send administrative communications (e.g., appointment reminders, policy updates)

  • Send newsletters or updates, where you have opted in

  • Maintain, secure, and improve the Site

  • Understand how visitors use the Site so we can improve content and navigation

  • Comply with legal obligations and protect the safety of our clients, staff, and the public

We do not sell your personal information, and we do not use website intake or contact form information for third-party advertising purpose

3. How We Share Information

We may share information with:

  • Service providers who help us operate the Site or our practice (e.g., website hosting (Squarespace), analytics providers, email/newsletter platforms, donation processing (Pushpay), and client portal/EHR services (SimplePractice)). These providers are authorized to use your information only as needed to provide services to us.

  • Legal and safety purposes, where we believe disclosure is necessary to comply with a legal obligation, protect the rights or safety of any person, or respond to a legal process (e.g., subpoena or court order).

  • Business transfers, if Sycamore Grove is involved in a merger, acquisition, or transfer of assets, in which case information may be transferred as part of that transaction.

We do not share intake form or clinical-related information with unrelated third parties for marketing purpose

4. Children's Information

Our Site is intended for use by adults seeking information about our services, including on behalf of a child or teen client. We do not knowingly collect personal information directly from children under 13 through the Site. Information about a minor client is collected only through a parent or guardian as part of the intake and treatment process, consistent with applicable law and our clinical policies.

5. Cookies and Tracking Technology

Our Site uses cookies and similar technologies (such as those enabled through Google Tag Manager) to:

  • Remember basic preferences

  • Understand aggregate website traffic and usage patterns

  • Support the functionality of embedded content (e.g., forms, maps, or videos)

You can control cookies through your browser settings, including blocking or deleting them. Disabling cookies may affect the functionality of certain parts of the Site (such as forms).

6. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information collected through the Site. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain website intake and contact form submissions for as long as needed to respond to your inquiry, provide services, and meet our legal, clinical record-keeping, and administrative requirements. Clinical records are retained according to applicable California record-retention requirements for mental health providers, as described in our HIPAA Notice of Privacy Practices

8. Your Choices and Rights

  • Marketing communications: You may unsubscribe from newsletters or marketing emails at any time using the unsubscribe link in those emails.

  • Access/correction: You may contact us to ask what information we hold about you through the Site and request corrections, subject to applicable law.

  • California residents: Depending on applicable law, you may have additional rights regarding your personal information, including the right to request access to or deletion of certain information we hold. To make such a request, contact us using the information in Section 11.

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9. Third-Party Link

Our Site may contain links to third-party websites (such as our affiliated church, community resources, or the client portal). We are not responsible for the privacy practices of those third-party sites. We encourage you to review their privacy policies directly

10. Changes to This Polic

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or operational reasons. We will post the updated policy on this page with a revised "Last Updated" date. Your continued use of the Site after changes are posted constitutes acceptance of the updated policy.

11. Contact

If you have questions about this Privacy Policy or how we handle your information, please contact us:

Sycamore Grove Phone: (925) 820-1467 Email: info@sycamoregrove.org Locations: San Ramon, CA and Walnut Creek, CA