PRIVACY POLICY
Aging with a Plan
www.agingwithaplan.org
Effective Date: February 17, 2026
Last Updated: February 17, 2026
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TABLE OF CONTENTS
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1. Introduction
2. Information We Collect
3. How We Collect Your Information
4. Why We Collect Your Information
5. How We Use Your Information
6. Who We Share Your Information With
7. How Long We Keep Your Information
8. How We Protect Your Information
9. Your Rights as a Client
10. Cookies and Tracking Technologies
11. Website Accessibility (UserWay)
12. Notice of Privacy Practices (HIPAA)
13. Telehealth and Virtual Sessions
14. Social Media Policy
15. Data Breach Notification
16. Children's Privacy
17. Changes to This Privacy Policy
18. Contact Information
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1. INTRODUCTION
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Welcome to Aging with a Plan. This Privacy Policy explains how Jenna Rumberger, LICSW ("we," "us," "our," or "the Practice"), collects, uses, shares, and protects your personal information when you visit our website at www.agingwithaplan.org, use our services, or communicate with us.
Aging with a Plan is a psychotherapy and consultation practice located in Redmond, Washington, specializing in therapy for older adults, individuals living with dementia, Alzheimer's disease, and Parkinson's disease, as well as family and professional caregivers. We are licensed and operate in the State of Washington under the oversight of the Washington State Department of Health.
We are committed to protecting your privacy and handling your personal information responsibly and in compliance with all applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA), Washington State health information privacy laws, and other relevant federal and state regulations.
By using our website, contacting us, or receiving services from us, you acknowledge that you have read and understood this Privacy Policy.
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2. INFORMATION WE COLLECT
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We may collect the following categories of personal information depending on how you interact with us:
Identifying Information: Your name, date of birth, mailing address, email address, and phone number.
Health and Clinical Information: Mental health history, diagnoses, treatment plans, session notes, assessment results, medication information, and other health-related information you share during the course of therapy or consultation. This includes information about the individuals you provide care for, as relevant to your treatment.
Insurance and Billing Information: Health insurance details, policyholder information, claims information, and payment records.
Payment Information: Credit card or other payment method details used to pay for services.
Appointment Information: Scheduling details, session dates and times, cancellation records, and session type (in-person, virtual, or home visit).
Communication Records: Emails, voicemails, phone call logs, contact form submissions (via Google Forms), and any other correspondence between you and the Practice.
Website Usage Data: Information collected automatically when you visit our website, including IP address, browser type, device type, pages visited, referring website, and time spent on pages. This data is collected through cookies and analytics tools.
Emergency Contact Information: Name and phone number of an emergency contact you provide.
Referral Information: Information about how you found us, including referral sources.
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3. HOW WE COLLECT YOUR INFORMATION
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We collect your information through the following methods:
Directly From You: When you fill out our online contact form (hosted via Google Forms), call us at (425) 270-7336, email us at jenna@agingwithaplan.org, or communicate with us during therapy sessions, consultations, or introduction calls.
During Therapy and Consultation Sessions: Through in-person sessions at our Redmond/Bellevue office, secure telehealth (video) sessions, and home visits on Seattle's Eastside.
Through Our Website: Automatically when you browse our website at www.agingwithaplan.org via cookies, analytics tools, and similar tracking technologies used by our website platform.
From Third Parties: From your insurance provider when processing claims, from referring professionals or healthcare providers with your consent, and from insurance credentialing platforms (Alma and Headway).
Via Insurance Platforms: We work with Alma (for Aetna and Optum/United Healthcare) and Headway (for Regence BlueShield and Premera Blue Cross) to process insurance claims, which involves the exchange of relevant personal and health information.
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4. WHY WE COLLECT YOUR INFORMATION
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We collect your personal information for the following purposes:
Providing Clinical Services: To deliver psychotherapy, consultation, and support services tailored to your needs, including therapy for dementia and Alzheimer's, Parkinson's, family caregiver therapy, professional caregiver therapy, family consultation, and professional consultation.
Appointment Scheduling and Management: To schedule, confirm, reschedule, or cancel appointments, and to manage our calendar efficiently.
Communication: To respond to your inquiries, return calls and emails, provide appointment reminders, and share relevant resources or information related to your care.
Billing and Payment Processing: To process payments, submit insurance claims, manage account balances, and maintain financial records as required by law.
Legal and Regulatory Compliance: To meet our obligations under HIPAA, Washington State healthcare regulations, tax laws, and other applicable legal requirements.
Quality Improvement: To evaluate and improve our services, website functionality, and overall client experience.
Website Analytics: To understand how visitors use our website so we can improve its content, usability, and accessibility.
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5. HOW WE USE YOUR INFORMATION
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We use the personal information we collect to:
- Provide therapy and consultation services to you.
- Create and maintain your clinical records.
- Communicate with you about your appointments, treatment, and account.
- Process your payments and submit claims to your insurance provider.
- Coordinate care with other healthcare providers when you provide written authorization.
- Comply with legal, regulatory, and ethical obligations.
- Respond to legal requests, subpoenas, or court orders as required by law.
- Analyze website traffic and usage patterns to improve your experience on our site.
- Ensure the security and functionality of our website and services.
We do not sell your personal information to any third party for any reason.
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6. WHO WE SHARE YOUR INFORMATION WITH
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We may share your information with the following categories of third parties, and only to the extent necessary for the purposes described in this policy:
Insurance Credentialing Platforms: Alma and Headway, which facilitate insurance billing for Aetna, Optum/United Healthcare, Regence BlueShield, and Premera Blue Cross. These platforms process claims on our behalf and are required to protect your information in accordance with HIPAA.
Payment Processors: Third-party credit card processors that handle your payment transactions securely. These processors do not store, share, or use your payment information for any purpose other than processing your payment.
Website and Technology Providers: Our website is hosted on a third-party platform that may use cookies and analytics tools to collect website usage data. These providers have their own privacy policies governing how they handle data.
Google: We use Google Forms for our contact form. Information you submit through this form is processed by Google in accordance with Google's privacy policy.
Healthcare Providers and Collaborators: If you provide written authorization, we may share relevant clinical information with other healthcare professionals involved in your care (such as your primary care physician or psychiatrist).
Legal and Regulatory Authorities: We may disclose your information when required by law, such as in response to a court order, subpoena, or legal proceeding, or to comply with mandatory reporting obligations under Washington State law (such as reporting suspected abuse or neglect of vulnerable adults or children, or when there is an imminent threat of harm to yourself or others).
Professional Consultants: In limited circumstances, we may consult with other licensed professionals about your case for clinical purposes. In such instances, your identity is protected to the greatest extent possible.
UserWay: We use the UserWay Accessibility Widget on our website. UserWay does not collect personal information from visitors interacting with the widget (see Section 11 for more details).
We do not share your information with third parties for marketing or advertising purposes.
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7. HOW LONG WE KEEP YOUR INFORMATION
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We retain your personal and clinical information in accordance with applicable federal and state laws and professional ethical standards:
Clinical and Health Records: In compliance with Washington State law and professional best practices, we retain client clinical records for a minimum of seven (7) years following the last date of service for adult clients. For minor clients, records are retained for a minimum of three (3) years after the client reaches the age of 18, or seven (7) years from the last date of service, whichever is longer.
Billing and Financial Records: Financial and billing records are retained for a minimum of seven (7) years as required by federal and state tax and healthcare regulations.
Website Data: Website analytics and cookie data are retained in accordance with the policies of our website hosting platform and analytics providers. This data is typically anonymized and/or aggregated.
Communication Records: Emails, voicemails, and contact form submissions are retained for as long as necessary to provide services and comply with legal obligations, and are securely deleted when no longer needed.
After the applicable retention period expires, your records are securely destroyed using methods appropriate to the format of the records (such as secure digital deletion or shredding of paper records).
You may request deletion of your information at any time, subject to our legal and regulatory obligations to retain certain records (see Section 9, Your Rights as a Client).
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8. HOW WE PROTECT YOUR INFORMATION
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We take the security of your personal information seriously and implement the following measures to protect it:
Encryption: Electronic communications and data transmissions are encrypted using industry-standard protocols. Our telehealth sessions are conducted through secure, HIPAA-compliant video platforms.
Access Controls: Access to your personal and clinical information is limited to authorized individuals only. Electronic records are protected by secure passwords and multi-factor authentication where available.
Secure Storage: Electronic records are stored on secure, password-protected systems. Any paper records are kept in locked, secure locations.
Secure Communication: We use secure, HIPAA-compliant methods for electronic communication when transmitting protected health information. Please note that standard email and phone communication may not be fully secure, and by communicating with us through these channels, you acknowledge this limitation.
Offsite and Cloud Backups: We maintain secure backups of critical data to prevent data loss.
Ongoing Security Practices: We regularly review and update our security practices to address emerging threats and maintain compliance with HIPAA and other applicable regulations.
Third-Party Security: We require that third-party service providers who handle your information maintain appropriate security measures and comply with applicable privacy laws.
Despite our best efforts, no method of data transmission or storage is completely secure. If you have reason to believe that your information has been compromised, please contact us immediately using the information provided in Section 18.
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9. YOUR RIGHTS AS A CLIENT
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You have the following rights regarding your personal and health information:
Right to Access: You have the right to request a copy of your clinical records and other personal information we maintain about you. We will provide this within a reasonable timeframe, typically within 30 days of your written request.
Right to Amend: If you believe that information in your records is inaccurate or incomplete, you may request that we amend it. We will review your request and respond within 60 days. We may deny the request if the information is accurate and complete, was not created by us, or is not part of the records you are permitted to access. If we deny your request, we will provide a written explanation.
Right to Restrict: You may request restrictions on how we use or share your information. While we will consider your request, please be aware that we are not required to agree to all restrictions, except in limited circumstances required by law (for example, restricting disclosure to a health plan for services you paid for in full out of pocket).
Right to Confidential Communication: You may request that we communicate with you using a specific method or at a particular address or phone number.
Right to an Accounting of Disclosures: You may request a list of certain disclosures we have made of your health information for purposes other than treatment, payment, or healthcare operations.
Right to a Copy of This Policy: You have the right to obtain a paper or electronic copy of this Privacy Policy at any time.
Right to Revoke Authorization: If you have given us written authorization to use or disclose your information for a specific purpose, you may revoke that authorization at any time in writing. Revocation will not apply to information already used or disclosed in reliance on your authorization.
Right to File a Complaint: If you believe your privacy rights have been violated, you have the right to file a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.
How to Exercise Your Rights: To exercise any of these rights, please contact us in writing at:
Jenna Rumberger, LICSW
Aging with a Plan
15446 NE Bel Red Rd, Suite 102
Redmond, WA 98052
Email: jenna@agingwithaplan.org
Phone: (425) 270-7336
Exceptions: In certain circumstances, we may be required to deny your request to access, amend, or delete information, such as when records must be retained to comply with legal obligations, when releasing information could pose a risk of harm, or when records are subject to active legal proceedings.
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10. COOKIES AND TRACKING TECHNOLOGIES
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Our website at www.agingwithaplan.org uses cookies and similar tracking technologies to improve your browsing experience and analyze website traffic.
What Are Cookies: Cookies are small text files stored on your device when you visit a website. They help the website remember your preferences and understand how you interact with the site.
Types of Cookies We Use:
Essential Cookies: These are necessary for the basic functionality of our website, such as page navigation and access to secure areas. The website cannot function properly without these cookies.
Analytics Cookies: We may use analytics tools (such as those provided by our website hosting platform) to collect anonymized data about how visitors use our site, including pages visited, time spent on pages, and referral sources. This information helps us understand our audience and improve our website.
Third-Party Cookies: Some cookies may be placed by third-party services integrated into our website, such as embedded videos, social media links, or analytics providers. These third parties have their own privacy policies.
Managing Cookies: You can manage or disable cookies through your web browser settings. Most browsers allow you to block or delete cookies. Please note that disabling certain cookies may affect the functionality of our website.
You may also opt out of certain analytics tracking by using browser-based opt-out tools, privacy-focused browser extensions, or by adjusting the cookie settings on our website if a cookie consent banner is presented to you.
We do not use cookies to collect protected health information or clinical data.
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11. WEBSITE ACCESSIBILITY (USERWAY)
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Aging with a Plan is committed to ensuring that our website is accessible to all visitors, including individuals with disabilities. To support this commitment, we use the Accessibility Widget by UserWay on our website.
What UserWay Provides: The UserWay Accessibility Widget is an AI-powered tool that enhances website accessibility and supports compliance with the Web Content Accessibility Guidelines (WCAG 2.1), the Americans with Disabilities Act (ADA), Section 508, and European EN 301 549 requirements. The widget provides visitors with the ability to customize their browsing experience through features including, but not limited to:
- Text size adjustment (increase or decrease font size)
- Color contrast adjustments (including high contrast, dark contrast, and light contrast modes)
- Text spacing adjustment for improved readability
- Link highlighting to make links easier to identify
- Cursor enlargement for easier navigation
- Reading guide and reading mask tools
- Screen reader compatibility enhancements
- Keyboard navigation improvements
- Image alt text enhancements
- Page structure and heading adjustments
- Content scaling options
- Dyslexia-friendly font options
- Animation and motion reduction settings
- Language translation support for 40+ languages
Privacy and UserWay: UserWay follows a Privacy by Design approach. The UserWay Accessibility Widget does not collect personal information from visitors who interact with it. Your accessibility preferences are stored locally on your device and are not transmitted to or stored by UserWay or Aging with a Plan. For more details on UserWay's privacy practices, you may review UserWay's Privacy Policy at https://userway.org/privacy/.
Accessibility Feedback: If you experience any accessibility barriers on our website or have suggestions for improvement, please contact us at jenna@agingwithaplan.org or call (425) 270-7336. We welcome your feedback and are committed to making our website as accessible as possible.
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12. NOTICE OF PRIVACY PRACTICES (HIPAA)
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This section serves as our Notice of Privacy Practices as required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). It describes how your Protected Health Information (PHI) may be used and disclosed, and how you can access this information.
What is Protected Health Information (PHI): PHI is any individually identifiable health information that we create, receive, maintain, or transmit in connection with providing you healthcare services. This includes your name, contact information, diagnosis, treatment plans, session notes, billing records, and any other information that could be used to identify you in relation to your health care.
How We May Use and Disclose Your PHI:
For Treatment: We may use your PHI to provide, coordinate, and manage your therapy or consultation services. For example, we may review your records to plan your treatment approach or share information with another provider if you authorize a referral.
For Payment: We may use and disclose your PHI to obtain payment for services, including submitting claims to your health insurance plan through Alma or Headway, verifying coverage, and processing billing statements.
For Healthcare Operations: We may use your PHI for activities necessary to operate our practice, such as quality assessment, compliance reviews, and professional training and supervision (with your identity protected).
As Required by Law: We may disclose your PHI when required to do so by federal, state, or local law.
To Avert a Serious Threat to Health or Safety: We may use or disclose your PHI when necessary to prevent a serious and imminent threat to your health or safety or the health or safety of another person or the public.
Mandated Reporting: Under Washington State law, we are required to report suspected abuse or neglect of children, vulnerable adults, or elderly persons to the appropriate authorities.
Judicial and Administrative Proceedings: We may disclose your PHI in response to a court order, subpoena, or other lawful request.
Uses and Disclosures Requiring Your Written Authorization: For uses and disclosures not described above, we will obtain your written authorization before using or disclosing your PHI. This includes:
- Sharing your PHI with other healthcare providers or family members for care coordination (unless otherwise permitted by law)
- Using your PHI for marketing purposes (we do not currently engage in marketing using PHI)
- Selling your PHI (we never sell PHI)
You may revoke your authorization at any time in writing, except to the extent that we have already acted in reliance on it.
Your Rights Under HIPAA: Please refer to Section 9 (Your Rights as a Client) of this Privacy Policy for a detailed description of your rights regarding your PHI, including your rights to access, amend, restrict, and receive an accounting of disclosures of your information.
Our Duties: We are required by law to maintain the privacy and security of your PHI, to notify you if a breach of your unsecured PHI occurs, and to follow the terms of this Notice of Privacy Practices. We reserve the right to change the terms of this notice and to make new provisions effective for all PHI we maintain. If we make material changes, we will post the updated notice on our website and make it available to you upon request.
Filing a Complaint: If you believe your privacy rights have been violated, you may file a complaint with:
Aging with a Plan
Jenna Rumberger, LICSW
15446 NE Bel Red Rd, Suite 102
Redmond, WA 98052
Email: jenna@agingwithaplan.org
Phone: (425) 270-7336
Or with:
U.S. Department of Health and Human Services
Office for Civil Rights
200 Independence Avenue, S.W.
Washington, D.C. 20201
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/
You will not be retaliated against for filing a complaint.
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13. TELEHEALTH AND VIRTUAL SESSIONS
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We offer secure telehealth (video) sessions for clients located anywhere in Washington State. The following applies to virtual sessions:
Platform Security: Telehealth sessions are conducted using secure, HIPAA-compliant video conferencing platforms that employ encryption and other safeguards to protect the confidentiality of your sessions.
Your Responsibilities: When participating in virtual sessions, we encourage you to use a private, quiet space where others cannot overhear your conversation. Use a secure, password-protected internet connection. Ensure your device is up to date with the latest security updates. Avoid recording sessions without mutual consent, as recording may be prohibited by law.
Limitations: While we take every reasonable precaution to ensure the security of telehealth sessions, no technology is entirely free from risk. By participating in telehealth sessions, you acknowledge that there are inherent risks to electronic communication, including potential interception by unauthorized parties.
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14. SOCIAL MEDIA POLICY
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Aging with a Plan may maintain a presence on social media platforms such as LinkedIn, Instagram, Facebook, or others. Please be aware of the following:
No Therapeutic Relationship via Social Media: Communication through social media does not constitute a therapeutic relationship. We do not provide clinical advice, therapy, or crisis support through social media.
Confidentiality: To protect your privacy, we will not accept friend or connection requests from current or former clients on personal social media accounts. If you choose to interact with our professional pages (for example, by liking, commenting, or sharing a post), please be aware that your interaction may be visible to others, and we cannot guarantee the confidentiality of information you share publicly on social media.
Your Responsibility: We encourage you not to disclose personal health information or details about your therapy on social media platforms or in comments on our posts.
Third-Party Privacy Policies: Social media platforms have their own privacy policies and terms of service. We do not control how these platforms collect, use, or share your information.
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15. DATA BREACH NOTIFICATION
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In the event of a breach of unsecured Protected Health Information, we will follow all applicable federal and state breach notification requirements:
Individual Notification: We will notify affected individuals in writing (by first-class mail or email, if the individual has agreed to electronic communication) without unreasonable delay and no later than 60 days after discovering the breach. The notification will include a description of what happened, the types of information involved, steps you can take to protect yourself, what we are doing in response, and contact information for you to ask questions or get additional information.
Regulatory Notification: We will notify the U.S. Department of Health and Human Services as required by law. If the breach affects 500 or more individuals, we will also provide notice to prominent media outlets serving the affected area.
Mitigation: We will take immediate steps to mitigate the effects of the breach, investigate the cause, and implement measures to prevent future incidents.
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16. CHILDREN'S PRIVACY
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Our services are generally directed toward adults and older adults. We do not knowingly collect personal information from children under the age of 13 through our website. If we become aware that we have inadvertently collected information from a child under 13 without parental consent, we will take steps to delete that information promptly.
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17. CHANGES TO THIS PRIVACY POLICY
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We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes:
- The updated policy will be posted on our website at www.agingwithaplan.org with a revised "Last Updated" date.
- If the changes are material (meaning they significantly affect how we collect, use, or share your information), we will make reasonable efforts to notify you, such as by posting a prominent notice on our website or notifying you directly by email.
- Your continued use of our website or services after the updated policy is posted constitutes your acceptance of the changes.
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
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18. CONTACT INFORMATION
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If you have any questions, concerns, or requests regarding this Privacy Policy, your personal information, or your privacy rights, please contact us:
Jenna Rumberger, LICSW
Privacy Officer
Aging with a Plan
Office Address:
15446 NE Bel Red Rd, Suite 102
Redmond, WA 98052
Phone: (425) 270-7336
Email: jenna@agingwithaplan.org
Website: www.agingwithaplan.org
Business Hours:
Monday: 9:00 AM - 6:30 PM
Tuesday: 9:00 AM - 6:30 PM
Wednesday: 9:00 AM - 5:00 PM
Thursday: 9:00 AM - 5:00 PM
Friday: 9:00 AM - 5:00 PM
Saturday and Sunday: Closed
We typically respond to voicemails and emails within 24 hours during business days.
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Thank you for trusting Aging with a Plan with your care. Your privacy is important to us, and we are committed to safeguarding your personal information with the highest standards of professionalism and compliance.
Copyright 2026 Aging with a Plan. All rights reserved.
