Privacy Policy & Consumer Information
Solace Counseling and Coaching
Consumer Access to Health Care Records, Privacy Practices, and Complaint Information
In accordance with House Bill 4224, Texas Health & Safety Code §181.105, HIPAA, and applicable state and federal laws, this notice explains your rights regarding access to health care records, privacy practices, and how to file a consumer complaint.
Practice & Provider Information
Solace Counseling and Coaching is a group counseling practice. Services are provided by independently licensed clinicians and supervised associates and interns practicing under the authority of this practice. Each provider’s credentials, license status, and supervisory relationships are disclosed to clients at intake and are available upon request.
Access to Health Care Records
Current and former clients may request access to or copies of their counseling and mental health records maintained by Solace Counseling and Coaching
How to Request Records
Requests may be submitted by:
- Email (preferred): contact@solacecounselingandcoaching.com
- Mail:
101 Southwestern Blvd#212
Sugar Land TX 77478 - In person: By appointment only
- Phone: 346-901-7309
Required Information
To prevent delays, please include:
- Client full legal name and date of birth
- Current phone number and/or email address
- Description of records requested (including date range, if applicable)
- Preferred delivery method (secure electronic delivery, mail, or in-person pickup)
- Client signature and date
If records are requested on behalf of another individual, documentation verifying legal authority (e.g., guardianship papers or medical power of attorney) is required.
Identity verification may be required to protect client confidentiality.
Licensing Authority Information
Solace Counseling and Coaching and its providers are regulated by the Texas Behavioral Health Executive Council (BHEC).
Questions regarding licensure or professional regulation may be submitted through:
https://bhec.texas.gov/contact-us/
When submitting an inquiry, select Licensed Professional Counselor as the license type.
Filing a Consumer Complaint
Clients or members of the public may file a consumer complaint through the Texas Office of the Attorney General – Consumer Protection Division.
Online complaint submission:
https://www.texasattorneygeneral.gov/consumer-protection/file-consumer-complaint
Please include relevant dates, provider names, and supporting documentation if available.
For questions related to House Bill 4224 or consumer access requirements, Texas Health and Human Services may be contacted at:
HCR_PRU@hhs.texas.gov
You may also file a complaint with the Texas Behavioral Health Executive Council: https://bhec.texas.gov/contact-us/
HIPAA & Health Information Disclaimer
This website and its contents are provided for informational purposes only and are not intended as a substitute for professional medical or mental health advice, diagnosis, or treatment.
To comply with HIPAA Privacy Rules, Protected Health Information (PHI) should not be submitted through this website, uploaded, or sent via unsecured email or electronic messaging. PHI should only be shared with this practice through approved, secure methods, by telephone, or in person.
Website Privacy Policy
Introduction
We are committed to protecting your privacy and maintaining transparency regarding how information is collected, used, and protected. This policy explains what information we collect, how it is used, and your rights regarding that information.
By using this website, you consent to the practices described in this policy.
For questions regarding this policy, contact:
contact@solacecounselingandcoaching.com
Information We Collect
We collect the minimum amount of information necessary for identifiable purposes, including:
- Responding to inquiries
- Scheduling services
- Delivering products, paperwork or services
- Providing updates or information you have consented to receive
Information may be collected when you:
- Complete a contact form
- Request services or information
- Subscribe to a newsletter
- Purchase or receive services
We may also receive limited information through third-party services used for website hosting, analytics, email delivery, or payment processing.
Third-Party Services & Cookies
This website may use third-party tools such as analytics services, social media plugins, or embedded content. These services may use cookies or similar technologies to collect anonymous usage data.
You may configure your browser to limit or disable cookies. Please note that doing so may affect website functionality.
This practice does not sell or share email lists with third parties.
Data Security
Personal information is stored using third-party platforms that employ industry-standard security practices. Despite reasonable safeguards, no electronic system can be guaranteed to be 100% secure.
Your Rights to Your Information
You have the right to:
- Request access to your personal information
- Request corrections to inaccurate information
- Withdraw consent for marketing communications
- Request deletion of information where legally permissible
- Object to direct marketing
- File a complaint with a regulatory authority
Requests may be submitted by contacting contact@solacecounselingandcoaching.com Requests are typically processed within 30 days, as permitted by law.
Data Retention & Policy Updates
Personal information is retained only as long as necessary for the purposes described or as required by law. This policy may be updated periodically. Material changes that affect privacy rights will be communicated when required.
Privacy Officer
Mary Amanda Trost, LPC
Privacy Officer
Solace Counseling and Coaching
contact@solacecounselingandcoaching.com
Updated 12/18/2025