Privacy Policy

Effective Date: April 28, 2025
Last Updated: April 28, 2025

1. Introduction & Scope

Welcome to Solara Mental Health. This Privacy Policy describes how Solara Health, Inc., doing business as Solara Mental Health (“Solara,” “we,” “us,” or “our”), collects, uses, shares, and protects personal information obtained from visitors to our website (solaramentalhealth.com) (the “Site”) and users of our related online services offered through the Site (collectively, the “Services”).

This Policy explains:

  • What personal information we collect.
  • How we use that information.
  • With whom we may share it.
  • Your choices and rights regarding your information.
  • How we protect your information.

Important Note Regarding Health Information (HIPAA): This Privacy Policy applies to information collected through this public website (solaramentalhealth.com). This Site is intended for informational purposes and initial contact inquiries only. It is not intended for the collection, storage, or transmission of Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA). PHI is handled exclusively through our separate, secure Electronic Medical Record (EMR) system and patient portal (Kipu), which operates under its own HIPAA-compliant privacy and security practices. Please do not submit sensitive medical or health information through the general contact forms, chat features, or email links on this Site. Information submitted through these channels may not be subject to HIPAA protections. Current and prospective patients should use the secure patient portal for communications involving PHI.

This Site and our Services are intended for users located in the United States.

2. Information We Collect

We collect information about you directly from you and automatically through your use of our Site and Services.

a) Information You Provide Directly:

  • Contact Forms: When you fill out contact or inquiry forms, we collect information such as your name, email address, phone number, your message content, and whether you opt-in to receive SMS messages.
  • Live Chat (HubSpot): If you use our live chat feature, we collect your name and email address (if provided) and the content of your chat communications.
  • Phone Calls (CallRail): If you call phone numbers displayed on our Site (which may be operated through CallRail), we may collect your phone number, the date and time of your call, call duration, and potentially the geographic location associated with your number. Please be aware that calls to these numbers may be recorded for quality assurance, training, and service improvement purposes.
  • SMS Opt-In: If you opt-in via a form, we collect your consent to receive SMS messages at the number provided, primarily for responding to your initial inquiry.

b) Information Collected Automatically (Usage Data):

When you visit our Site, we and our third-party service providers automatically collect certain information about your device and your interaction with our Site using technologies like cookies, pixels, and scripts. This Usage Data may include:

  • Device Information: IP address, browser type and version, operating system, device identifiers.
  • Usage Details: Referring URLs, pages visited on our Site, time spent on pages, date and time of access, interaction data (clicks, mouse movements, scrolling activity).
  • Location Data: General geographic location derived from your IP address.

Technologies Used for Automatic Data Collection:
We utilize various technologies for this collection, including:

  • Cookies & Local Storage: Small data files stored on your browser or device. (See Section 5 for details).
  • Pixels & Web Beacons: Small electronic files (e.g., Facebook Pixel, LinkedIn Pixel, Google tags) embedded in webpages or emails that permit us, for example, to count users who have visited those pages or opened an email and for other related website statistics.
  • Analytics Scripts: Code from providers like Google Analytics, Hotjar, and Microsoft Clarity that collect interaction data.
  • Server Logs: Standard logs maintained by our hosting provider (Kinsta) and CDN (Cloudflare).

3. How We Use Your Information

We use the information we collect for various purposes, including:

  • To Provide and Manage Services: Operate and maintain the Site, respond to your inquiries submitted via forms, chat, or phone, route communications, manage SMS opt-ins/responses, and provide customer support.
  • To Communicate With You: Send you information you request, respond to your comments and questions, and manage our relationship with you (using tools like Zoho CRM and HubSpot).
  • To Improve Our Site and Services: Analyze how users interact with our Site (using Google Analytics, Hotjar, Microsoft Clarity, Ahrefs, Zoho Analytics) to understand user needs, troubleshoot issues, improve Site navigation, content, performance, and user experience.
  • For Marketing and Advertising:
    • Measure the effectiveness of our advertising campaigns (using Google AdWords, Facebook Pixel, LinkedIn Pixel).
    • Provide you with targeted advertising about our services on third-party websites (like Google, Facebook, LinkedIn) based on your previous visits to our Site (Remarketing/Retargeting).
    • Track conversions from advertising efforts.
  • For Security and Fraud Prevention: Protect the security and integrity of our Site (using reCAPTCHA, Cloudflare), prevent fraudulent activity, and enforce our terms.
  • For Quality Assurance and Training: Use call recordings (with notice) to improve our service quality and train staff.
  • To Comply with Legal Obligations: Fulfill applicable legal and regulatory requirements.

4. Sharing Your Information

We do not sell your personal information for monetary value. However, we may share your information with third-party service providers who perform services on our behalf, and in other circumstances described below. We ensure these providers are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them.

We share information with the following categories of third parties:

  • Hosting and Infrastructure Providers: Kinsta (Web Hosting PaaS) and Cloudflare (Content Delivery Network – CDN, Security). These providers process data necessary to host the Site and deliver content securely and efficiently.
  • Analytics Providers: Google Analytics, Hotjar, Microsoft Clarity, Ahrefs, Zoho Analytics. They receive Usage Data to provide us with insights into Site traffic, user behavior, and performance.
  • Advertising and Marketing Partners: Google (AdWords, Tag Manager), Meta (Facebook Pixel), LinkedIn (LinkedIn Pixel). These partners receive Usage Data and identifiers via cookies/pixels to help us measure ad performance, report on campaigns, and deliver targeted advertising on their platforms. This use of advertising technology may constitute “sharing” for cross-context behavioral advertising under certain privacy laws (like the CCPA/CPRA).
  • CRM and Communication Tools: Zoho (CRM), HubSpot (Analytics, Live Chat), CallRail (Call Tracking, SMS, Call Recording). These tools process contact information, communication content, and interaction data to help us manage customer relationships, facilitate communications, and track marketing effectiveness.
  • Security Providers: Google (reCAPTCHA), Cloudflare. They process data necessary to help protect our Site from spam and abuse.
  • Legal Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, prevent fraud, act in urgent circumstances to protect the personal safety of users of the Site or the public, or protect against legal liability.
  • Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, your information may be transferred as part of the transaction, subject to standard confidentiality arrangements.

5. Cookies and Tracking Technologies

We and our third-party partners use cookies, pixels, web beacons, scripts, and similar technologies to collect Usage Data, enhance Site functionality, analyze performance, and support marketing efforts.

  • What are Cookies? Cookies are small text files stored on your device (computer, tablet, mobile phone) by your web browser. Pixels (or web beacons) are tiny graphic images embedded in web pages or emails.
  • Types of Cookies We Use:
    • Strictly Necessary Cookies: Essential for the Site to function properly (e.g., security features like reCAPTCHA, basic site navigation). These cannot usually be disabled.
    • Performance and Analytics Cookies: Help us understand how visitors interact with our Site by collecting anonymous information (e.g., Google Analytics, Hotjar, Microsoft Clarity). This helps us improve the Site.
    • Functional Cookies: Allow the Site to remember choices you make (like chat preferences via HubSpot) and provide enhanced features.
    • Targeting and Advertising Cookies: Used by us and our advertising partners (e.g., Google AdWords, Facebook Pixel, LinkedIn Pixel) to track your Browse activity across websites, build a profile of your interests, and show you relevant advertisements on other sites.
  • Managing Cookies and Tracking:
    • Cookie Consent Banner: You may manage your preferences for non-essential cookies through the cookie consent banner presented on our Site.
    • Browser Settings: Most web browsers allow you to control cookies through their settings preferences. You can set your browser to refuse cookies or alert you when cookies are being sent. However, if you disable cookies, some parts of the Site may not function properly. (You can find instructions for managing cookies in popular browsers online).
    • Analytics Opt-Out: To opt-out of Google Analytics tracking across all websites, visit the Google Analytics Opt-out Browser Add-on page.
    • Advertising Opt-Outs: You can opt out of interest-based advertising from participating companies through industry opt-out programs like the Digital Advertising Alliance (DAA) and the Network Advertising Initiative (NAI). (Search online for “DAA Opt-Out Portal” and “NAI Opt-Out Page”).
    • Platform Settings: You may also be able to adjust your advertising preferences directly on platforms like Google, Facebook, and LinkedIn.

6. Data Security

We implement reasonable technical and organizational security measures designed to protect the personal information we collect via the Site from unauthorized access, use, disclosure, alteration, or destruction. These measures include using secure hosting (Kinsta), network security features (Cloudflare), and data encryption (HTTPS). However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

7. Data Retention

We retain personal information collected through the Site for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include the duration of our relationship with you, the purposes for which we collected the information, and our legal or regulatory obligations. For example, analytics data may be retained for a period of 24 months, while contact information related to an ongoing inquiry may be kept longer. When information is no longer needed, we will securely delete or anonymize it.

8. Your Privacy Rights (U.S. Residents)

Depending on your state of residence, particularly if you are a California resident, you may have certain rights regarding your personal information. We extend the following rights to our U.S.-based users:

  • Right to Access/Know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the sources of collection, the purposes for collecting it, and the categories of third parties with whom we have shared it.
  • Right to Correct: You have the right to request that we correct inaccurate personal information that we maintain about you.
  • Right to Delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions (e.g., if the information is necessary to complete a transaction, detect security incidents, comply with a legal obligation, or for internal uses reasonably aligned with your expectations).
  • Right to Opt-Out of Sale/Sharing (for Cross-Context Behavioral Advertising): We do not sell your personal information for money. However, as described above, our use of third-party advertising cookies/pixels may be considered “sharing” for cross-context behavioral advertising under laws like the California Privacy Rights Act (CPRA). You have the right to opt-out of this “sharing.” You can exercise this right by managing your cookie preferences via our cookie consent banner or utilizing the opt-out tools mentioned in Section 5 (Cookies and Tracking Technologies).
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

Exercising Your Rights:
To exercise your rights to Access, Correct, or Delete, please contact us using one of the following methods:

We will need to verify your identity before processing your request. We may request additional information to confirm your identity and residency. We will respond to your request within the timeframes required by applicable law.

Do Not Track Signals: Some web browsers transmit “Do Not Track” (DNT) signals. Currently, there is no industry standard for how websites should respond to these signals. Therefore, our Site does not currently respond to DNT signals. You can manage tracking preferences using the methods described in Section 5.

9. Children’s Privacy

Our Site and Services are not intended for or directed at children under the age of 13 (or 16, depending on applicable laws like CCPA/CPRA). We do not knowingly collect personal information from children under these ages. If we become aware that we have inadvertently collected personal information from a child under the applicable age without verifiable parental consent, we will take steps to delete such information promptly. If you believe we might have any information from or about a child under the relevant age, please contact us at [email protected].

10. International Users

Our Site and Services are hosted and operated in the United States and are intended for users located in the U.S. If you access the Site from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where our servers are located and our central database is operated. The data protection laws of the U.S. may differ from those in your country. By using our Site, you consent to the transfer of your information to the U.S. and its use in accordance with this Privacy Policy. We do not intentionally market to or solicit data from individuals residing outside the United States, including in the European Economic Area (EEA), United Kingdom (UK), or Canada.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. If we make material changes, we will notify you by posting the updated policy on this page and updating the “Last Updated” date at the top. We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. Your continued use of the Site after any changes constitutes your acceptance of the revised policy.

12. Contact Information

If you have any questions, comments, or concerns about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact us at:

Solara Health, Inc. DBA Solara Mental Health
Attn: Privacy Office
1321 Garnet Ave
San Diego, California 92109
Email: [email protected]
Phone: (844) 600-9747