Last updated: September 24th, 2025

Our Commitment to Your Privacy

Clarity Assessments, PLLC, is committed to protecting your privacy and the privacy of your child. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website or use our services. This policy complies with Minnesota state privacy laws, HIPAA regulations, and applicable federal privacy requirements.

​

Information We Collect

Website Information

When you visit our website, we may collect:

• Contact information you provide through forms (name, email, phone number)

• Technical information such as IP address, browser type, and pages visited

• Appointment requests and scheduling information

• Communication preferences for follow-up contact
   

Clinical Information

During the evaluation process, we collect:

• Health and developmental history of your child

• Educational and behavioral information

• Assessment results and clinical observations

• Family and social history relevant to your child's evaluation

• Insurance and billing information
   

How We Use Your Information

Website Information

• Respond to your inquiries and appointment requests

• Provide information about our services

• Improve our website functionality and user experience

• Comply with legal obligations
   

Clinical Information

• Conduct comprehensive psychological evaluations

• Develop treatment recommendations and reports

• Communicate with you about your child's evaluation results

• Coordinate care with other healthcare providers (with your consent)

• Process billing and insurance claims

• Maintain required clinical records
   

Information Sharing and Disclosure
 

Protected Health Information (PHI)

Your child's health information is protected under HIPAA and Minnesota state confidentiality laws. We do not share PHI without your written authorization, except as required or permitted by law:

We may share information without your authorization for:

• Treatment purposes (with other healthcare providers involved in your child's care)

• Payment activities (insurance billing and reimbursement)

• Healthcare operations (quality improvement, training)

• Legal requirements (court orders, mandatory reporting)
   

Mandatory Reporting

Minnesota law requires us to report suspected:

• Child abuse or neglect

• Vulnerable adult abuse

• Threats of harm to self or others

• Court-ordered disclosures
   

Business Associates

We may share information with business associates who help us provide services:

• Mentaya (insurance reimbursement processing)

• IT support providers (website maintenance, secure data storage)

• Billing services (if applicable)

All business associates sign agreements requiring them to protect your information according to HIPAA standards.
 

Data Security
 

Website Security

• Secure server hosting with SSL encryption

• Regular security updates and monitoring

• Limited access to website data
   

Clinical Records Security

• HIPAA-compliant electronic health records system

• Encrypted data storage and transmission

• Regular data backups and security audits

• Physical security measures for paper records

• Staff training on privacy and security protocols

Your Privacy Rights

 

Under HIPAA and Minnesota law, you have the right to:

Access Your Information

• Review and obtain copies of your child's health records

• Request corrections to inaccurate information

• Receive a list of disclosures we have made

​​

Control Information Use

• Request restrictions on how we use or share your information

• Request confidential communications (alternative contact methods)

• Withdraw consent for certain uses (where legally permissible)

​​

File Complaints

• Contact us directly with privacy concerns

• File complaints with the Minnesota Department of Health

• File complaints with the U.S. Department of Health and Human Services

​​

Cookies and Tracking

 

Website Cookies

Our website may use cookies to:

• Remember your preferences and improve user experience

• Analyze website traffic and usage patterns

• Enable certain website functionality

You can disable cookies through your browser settings, though some website features may not function properly.

​

Third-Party Tracking

• We do not sell your personal information to third parties

• We may use analytics tools (like Google Analytics) to understand website usage

• Third-party services (like Mentaya) have their own privacy policies

​​

Data Retention

 

Clinical Records

We retain clinical records according to:

• Minnesota Board of Psychology requirements (minimum 7 years after last contact)

• HIPAA requirements

• Longer periods may be required for minors (until age of majority plus retention periods

 

Website Information

• Contact form submissions: Deleted after 2 years if no services provided

• Website analytics: Retained for 2 years

• Email communications: Retained as part of clinical record if services provided

 

Children's Privacy

We are committed to protecting children's privacy:

• We do not knowingly collect personal information from children under 13 through our website

• All clinical information about minors is protected under enhanced confidentiality standards

• Parents/guardians have access rights to their child's information as permitted by law

 

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we make changes:

• Updated policy will be posted on our website with a new effective date

• Significant changes will be communicated directly to current clients

• Your continued use of our services constitutes acceptance of the updated policy

 

Minnesota-Specific Privacy Rights

Under Minnesota law, you have additional rights regarding:

• Mental health records confidentiality (Minnesota Statutes Chapter 13.384)

• Access to government data (Minnesota Data Practices Act)

• Notification of data breaches affecting your personal information

 

Contact Information

 

Privacy Questions or Concerns

Clarity Assessments, PLLC
Email: shelby.wolf@clarityassessments.org
Address: Mankato, Minnesota

 

HIPAA Privacy Officer

Dr. Shelby Wolf serves as the Privacy Officer for this practice.

 

Filing Complaints

Minnesota Department of Health
Phone: (651) 201-5000
Website: health.mn.gov

​

U.S. Department of Health and Human Services
Phone: 1-877-696-6775
Website: hhs.gov/hipaa

​

Acknowledgment

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.