Privacy Policy
How Mind Dojo collects, uses, and protects your information across our therapy, LUX wellness, and community services.
Last updated: July 15, 2026
This Privacy Policy explains how Mind Dojo ("we," "us," or "our") collects, uses, discloses, and protects personal information when you visit minddojo.com, use our services, or interact with us in person at our Monroeville or Irwin, Pennsylvania locations.
Because Mind Dojo provides clinical mental health and substance use treatment, additional federal and state protections apply to your Protected Health Information (PHI). Those protections are described in our separate Notice of Privacy Practices, which is provided to every client at intake and available on request.
Information We Collect
We collect information in three ways:
- Information you give us — including your name, email, phone number, and any details you share when you contact us, request an appointment, submit an intake form, or apply for a scholarship.
- Information collected automatically — including IP address, browser and device type, pages visited, and referring URLs, collected through cookies and standard analytics tools.
- Information from third parties — including from your insurance provider (for eligibility verification) and from providers who refer you to us, only when you authorize the exchange.
How We Use Your Information
- To respond to inquiries and schedule appointments.
- To deliver clinical, wellness, and community services.
- To verify insurance benefits and process billing.
- To improve our website, services, and communications.
- To comply with legal, regulatory, and accreditation requirements (including HIPAA, 42 CFR Part 2 for substance use records, and Pennsylvania DDAP requirements).
- To send you updates you've opted into (newsletter, events).
Protected Health Information
If you are a client of Mind Dojo Therapy, your Protected Health Information (PHI) is governed by the Health Insurance Portability and Accountability Act (HIPAA) and, where applicable, 42 CFR Part 2 (substance use disorder records). PHI is not shared for marketing purposes, is not sold, and is only disclosed with your written authorization or as expressly permitted by law.
This Privacy Policy describes our general website and business practices. It does not replace our Notice of Privacy Practices, which is the controlling document for how we handle PHI and describes your rights in full. It is provided to every client at intake and available on request at contact@minddojo.com. Where this policy and the Notice of Privacy Practices differ with respect to PHI, the Notice of Privacy Practices governs.
Substance Use Records — 42 CFR Part 2
Mind Dojo operates programs covered by 42 CFR Part 2, the federal regulation protecting the confidentiality of substance use disorder (SUD) patient records. Part 2 protections are stricter than HIPAA alone.
- Records that identify you as having sought or received SUD treatment generally may not be disclosed without your specific written consent.
- Limited exceptions permitted by federal law include bona fide medical emergencies, program audits and evaluations, qualified research, and disclosures made under a valid court order meeting Part 2 requirements.
- Re-disclosure is prohibited. Federal law prohibits anyone who receives these records from making any further disclosure except as expressly permitted by your written consent or as otherwise permitted by 42 CFR Part 2.
- Federal law and regulations do not protect information about suspected child abuse or neglect from being reported under state law to appropriate authorities, or information related to a crime committed on program premises or against program personnel.
Violation of Part 2 is a federal offense and may be reported in accordance with federal regulations.
When We Share Information
We do not sell your personal information. We share information only:
- With service providers who help us operate (e.g., website hosting, email, analytics, customer-relationship and intake systems, electronic health record systems) under contractual confidentiality and security obligations.
- With your insurance carrier, with your authorization, for billing and benefits verification.
- With providers you authorize us to coordinate care with.
- When required by law, court order, or to protect health and safety.
Service Providers & Business Associates
Where a service provider creates, receives, maintains, or transmits Protected Health Information on our behalf, we engage that provider as a Business Associate under a written Business Associate Agreement requiring them to safeguard that information as HIPAA requires and to use it only for the services they perform for us. Service providers are not permitted to sell your information or use it for their own marketing.
Forms You Submit on This Site
Our contact form, new-client intake, and appointment booking are embedded from a third-party platform and are hosted and processed by that provider on our behalf. When you submit one of these forms, the information you enter is transmitted to and stored in that system so our admissions and clinical teams can respond to you.
Please do not use these forms — or ordinary email — to send detailed clinical information, or in an emergency. Website forms and standard email are not fully secure channels. Share only what we need to contact you and understand the type of support you're looking for; the rest belongs in a clinical setting, where it is protected as part of your record.
If you are in crisis or immediate danger, call 911 or the 988 Suicide & Crisis Lifeline rather than using this site.
Cookies, Analytics & Tracking Technologies
We use cookies and similar technologies to operate the website, remember your preferences, and understand how visitors find and use the site. We currently use:
- Google Analytics 4 — measures site traffic and how pages are used.
- Our customer-relationship platform's visitor tracking — connects a website visit to an inquiry you submit, so we can respond to you and understand which services people are looking for.
- A chat widget — lets you message our team from the site.
These tools typically collect your IP address, device and browser type, pages viewed, referring URL, and on-page interactions. They run on our public marketing pages, and — because they load site-wide — they may also run on pages associated with starting care, such as our intake page and post-submission confirmation pages.
What we do not do: we do not configure these tools to capture the contents of form fields, we do not intentionally transmit Protected Health Information to analytics or advertising providers, and we do not sell this information. Website analytics data is kept separate from your clinical record.
Your Choices About Tracking
- Disable or delete cookies in your browser settings (some site features may not work as expected).
- Install the Google Analytics Opt-out Browser Add-on.
- Use your browser's private/incognito mode, or a browser that sends a Global Privacy Control (GPC) or Do Not Track signal.
- Browse without submitting a form — you can always reach us by phone or text at (412) 899-1402 instead.
Your Rights
- Request access to the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion, subject to legal and clinical record-retention requirements.
- Opt out of marketing communications at any time.
- Receive a copy of our Notice of Privacy Practices for PHI.
Send privacy requests to contact@minddojo.com. Requests involving PHI are handled under the process described in our Notice of Privacy Practices.
Teen Clients & Minors
This website is intended for a general audience and is not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child under 13 has submitted information to us, contact contact@minddojo.com and we will delete it.
Mind Dojo provides teen services (ages 14+). Enrollment of a minor typically involves a parent or guardian, and the confidentiality of a minor's records — including what a parent or guardian may access — is governed by Pennsylvania law, HIPAA, and, where applicable, 42 CFR Part 2. Those rules are explained during intake and in our Notice of Privacy Practices.
How We Protect & Retain Information
We maintain administrative, technical, and physical safeguards designed to protect personal information and PHI against unauthorized access, use, or disclosure. The website is served over encrypted connections (HTTPS). No method of transmission or storage is completely secure, and we cannot guarantee absolute security — which is why we ask you not to send detailed clinical information through web forms or ordinary email.
We retain clinical records for the periods required by Pennsylvania and federal law and by our accrediting and licensing bodies. Information collected through the website that is not part of a clinical record — such as inquiry details and marketing preferences — is retained only as long as needed for the purpose it was collected or until you ask us to remove it.
Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated through the website or, where appropriate, by direct notice.
Questions? Email contact@minddojo.com or write to Mind Dojo at 3623 William Penn Hwy, Monroeville, PA 15146.