Privacy Policy

Effective date: November 1, 2026

About this policy

Oakwell Psychiatry, PLLC (“Oakwell,” “we,” “us,” or “our”) respects your privacy. This Website Privacy Policy explains how we collect, use, and protect information when you visit www.oakwellpsych.com (the “Website”) or contact us through it.

This policy covers the Website only. If you become a patient, your health information is protected by federal and Texas law, including HIPAA and the Texas Medical Records Privacy Act. How we use and disclose that information is described in our separate Notice of Privacy Practices, available on our Website. If this policy and the Notice of Privacy Practices conflict regarding your health information, the Notice of Privacy Practices controls.

By using the Website, you agree to this policy. If you do not agree, please do not use the Website.

Important: not for emergencies or medical advice

If you are experiencing a mental health crisis or emergency, do not use the Website or email to contact us. Call or text 988 (Suicide & Crisis Lifeline), call 911, or go to the nearest emergency room.

The Website provides general information only and is not medical advice. Visiting the Website or contacting us through it does not create a doctor–patient relationship.

Please do not send detailed medical or mental health information through the Website’s contact form or by regular email. Our contact form runs on Squarespace, which is not designed to protect health information, and regular email may not be secure. To discuss your care, call our office at (512) 645-2895 or use the secure patient portal once you are an established patient.

Information we collect

Information you give us. When you fill out a contact or appointment-request form, email us, or call us from the Website, we may collect:

  • Your name, email address, and phone number

  • Your preferred contact method and appointment preferences

  • Anything else you choose to include in your message

Contact form submissions are received and stored by Squarespace, our website host, and forwarded to our practice email.

Information collected automatically. Like most websites, our Website and hosting provider may automatically collect limited technical information, such as:

  • IP address and general location (city or region)

  • Browser type, device type, and operating system

  • Pages visited, time spent on pages, and the site that referred you

  • Date and time of your visit

We do not use the Website to collect Social Security numbers, insurance information, payment card details, or medical records.

How we use information

We use the information we collect to:

  • Respond to your questions and appointment requests

  • Schedule and confirm appointments

  • Operate, maintain, secure, and improve the Website

  • Understand, in aggregate, how visitors use the Website

  • Comply with legal obligations and protect our rights

We do not use Website information for advertising, and we do not sell it.

Cookies and analytics

Cookies are small files stored on your device. The Website uses only:

  • Essential cookies that Squarespace, our website host, sets so pages and forms load and work securely

  • Analytics cookies from Squarespace Analytics, Squarespace’s built-in tool, which show us aggregate traffic such as page views, visitor counts, and referring sites. Some of these cookies can last up to two years.

  • Google reCAPTCHA on our contact form, to prevent spam. It is subject to Google’s Privacy Policy and Terms of Service.

We do not use advertising cookies, retargeting, or social media tracking pixels (such as Meta Pixel). We do not let third parties track your activity on our Website for advertising.

Most browsers let you block or delete cookies in their settings. Blocking essential cookies may affect how parts of the Website work. Our Website does not currently respond to browser “Do Not Track” signals, but because we do not track you for advertising, those signals would not change what we collect.

You can also decline analytics cookies using the cookie banner on the Website. Squarespace processes Website data on our behalf; see the Squarespace Privacy Policy for how it handles that data.

How we share information

We do not sell, rent, or trade your personal information. We share it only:

  • With service providers who help us run the Website and practice, such as Squarespace (our website host), our email provider, and our patient-portal vendor. They may use the information only to provide services to us. Vendors that handle patient health information sign a Business Associate Agreement as HIPAA requires. Squarespace does not, which is why the Website is not used to collect health information.

  • When required by law, such as in response to a subpoena, court order, or other legal process

  • To protect safety, when we believe in good faith that sharing is necessary to prevent serious harm to you or others

  • In a business transfer, such as a merger or sale of the practice, subject to the same protections described here

  • With your consent, for any other purpose

Data security and retention

We use reasonable administrative, technical, and physical safeguards to protect information, including encrypted (HTTPS) connections to the Website. No website or internet transmission is completely secure, so we cannot guarantee absolute security.

We keep Website inquiries only as long as needed to respond to you and run the practice, or as required by law. If you become a patient, your information becomes part of your medical record and is kept according to Texas medical-record retention requirements.

Your choices and rights

You may contact us at any time to:

  • Ask what personal information we hold about you from the Website

  • Ask us to correct or delete it, subject to legal and record-keeping requirements

  • Stop receiving non-essential emails from us

We will respond within a reasonable time and may need to verify your identity first. Patients have additional rights over their health records, such as access and amendment. Those rights are explained in our Notice of Privacy Practices.

Children’s privacy

Oakwell treats adults only. The Website is not intended for children under 18, and we do not knowingly collect information from children under 13. If you think a child has sent us information, contact us and we will delete it.

Links to other websites

The Website may link to other sites, such as crisis resources, our patient portal, or our scheduling vendor. We are not responsible for those sites’ privacy practices. Please review their policies.

Changes to this policy

We may update this policy from time to time. We will post the updated version on this page with a new effective date. Your continued use of the Website after a change means you accept the updated policy.

Contact us

Questions about this policy or your information can go to:

Oakwell Psychiatry, PLLC
7700 Cat Hollow Drive, Suite 206
Round Rock, TX 78681
Phone: (512) 645-2895
Fax: (737) 200-8227
Email: info@oakwellpsych.com