Privacy Policy

Kokoro Balance Integrative Services, LLC
Effective date: November 4, 2026

1. Introduction: Who We Are

Kokoro Balance Integrative Services, LLC (“Kokoro Balance,” “we,” “us,” or “our”) is a behavioral health and workplace wellness practice owned by Jennifer Baird, LICSW, SAP. We offer psychotherapy for children (ages 6 and up), teens, and adults; DOT Substance Abuse Professional (SAP) evaluations in English and Spanish; workplace consulting and EAP advisory services; critical incident response; and leadership coaching. Most services are offered by telehealth, with in-person sessions in the Bedford, NH area at our discretion.

Your privacy matters to us. This policy explains in plain language what information we collect through our website, how we use it, and what choices you have.

2. Scope

This policy covers kokorobalance.com and the public tools we link to from it for inquiries, contact, and booking, such as our contact email, phone line, and request forms.

This policy is not a clinical privacy notice. If you become a client, the health information you share as part of your care is handled under separate clinical privacy practices. You will receive a Notice of Privacy Practices (or a similar clinical privacy notice) when you start care. That notice, not this website policy, describes how your clinical information is used and protected.

SteadyMind Studio is a separate digital wellness brand that sells printables through Etsy. Our site footer links to it, but this policy does not cover it. SteadyMind Studio and Etsy have their own privacy practices and policies.

3. Information We Collect

Information you choose to give us. When you contact us by email or phone, submit a workplace consultation request through Google Forms, or book through one of our scheduling tools, you may share details such as your name, email address, phone number, organization, and the reason you’re reaching out. Please don’t share detailed clinical or sensitive health information through general website or inquiry channels. We can talk about that safely once we’ve connected.

Information collected automatically. Like most websites, our site may automatically collect basic technical information, such as your browser type, device type, IP address, referring pages, pages visited, and the date and time of your visit.

Cookies and analytics through WordPress.com and Jetpack. Our website is hosted on WordPress.com and uses Jetpack. These services may use cookies and similar technologies to run the site, keep it secure, and provide general traffic statistics. For details, see the privacy policies of WordPress.com and Automattic, Jetpack’s provider.

Third-party embeds and links. Our site may include links to or embedded content from other services, including Alma, Headway, Google (Forms and Calendar), Instagram, LinkedIn, and Facebook. When you use those services, they may collect information under their own privacy policies.

4. How We Use Information

We use the information we collect to:

  • Respond to your questions and requests
  • Schedule consultations, evaluations, coaching sessions, or appointments
  • Understand and handle workplace consultation and critical incident requests
  • Keep our website running, secure, and working well
  • Understand in general terms how visitors use our site so we can improve it
  • Meet our legal, professional, and regulatory obligations

5. How We Share Information

We do not sell your personal information.

We may share information only in these limited situations:

  • Service providers. We use trusted third-party services to run our website and handle inquiries and scheduling, such as WordPress.com/Jetpack, Google, Alma, and Headway. These providers process information as needed to deliver their services.
  • Legal and safety reasons. We may disclose information when required by law, regulation, subpoena, or court order, or when we believe disclosure is needed to protect someone’s safety.
  • With your permission. We may share information when you ask us to or agree to it.

6. Clinical Care and Protected Health Information

Information you share as a client in therapy, SAP evaluations, or other clinical services is separate from general website inquiry data. It is handled under our clinical privacy practices and professional and legal confidentiality requirements, which are described in the clinical privacy notice you’ll receive when you start care.

Some of the tools we link to, such as Alma and Headway for clinical scheduling, Google Calendar for coaching, and Google Forms for workplace requests, are run by third parties. Each has its own privacy terms. Clinical platforms like Alma and Headway may give you their own privacy notices when you use them.

SAP and workplace contexts. If you take part in a DOT SAP evaluation, federal DOT regulations require certain information to be reported to your employer’s designated representative or to others the rules authorize. These disclosures are explained to you as part of the SAP process. Similarly, workplace consulting or EAP advisory work may involve communicating with an employer or organization, and the details are discussed with you up front.

7. Cookies and Similar Technologies

Cookies are small files stored on your device that help websites work and remember information about your visit. Our site, through WordPress.com and Jetpack, may use cookies to support basic functionality, security, and traffic statistics.

You can control or delete cookies through your browser settings. If you block cookies, some parts of the site may not work as expected.

8. Data Retention

We keep information only as long as we reasonably need it for the purpose we collected it for. That includes responding to your inquiry, providing services, and meeting legal, professional, or regulatory recordkeeping requirements. Clinical records are kept under applicable clinical recordkeeping rules, which are separate from this policy. Third-party services keep information according to their own policies.

9. Security

We use reasonable administrative, technical, and physical safeguards to protect the information we receive. However, no website, email system, or online transmission is completely secure, and we cannot guarantee absolute security. Please keep this in mind when deciding what to send by email or online forms.

10. Children’s Privacy

We provide therapy to children ages 6 and up, but our website is not directed at children under 13, and we do not knowingly collect personal information online from children under 13. Inquiries and scheduling for minors should come from a parent or legal guardian. If you believe a child has given us personal information through the website, please contact us so we can address it.

11. Your Choices and Rights

You can:

  • Ask what personal information we hold about you from website inquiries
  • Ask us to correct or delete that information, subject to our legal and professional obligations
  • Decline cookies through your browser settings
  • Opt out of any marketing or newsletter emails we may send, using the unsubscribe link or by contacting us

Depending on where you live, state privacy laws may give you additional rights. To make a request, contact us using the details below. Rights related to clinical records are explained in your clinical privacy notice.

12. Third-Party Links and Services

Our website links to third-party services, including Alma, Headway, Google Forms, Google Calendar, Instagram (@kokorobalanceintegrative), our LinkedIn company page, our Facebook Page, and SteadyMind Studio on Etsy. We don’t control these services, and their own privacy policies govern how they handle your information. We encourage you to review those policies.

Please note that comments, messages, or posts on social media may be visible to others and are not a confidential way to reach us.

13. Changes to This Policy

We may update this policy from time to time. When we do, we’ll post the updated version on this page and change the effective date. We encourage you to check back now and then.

14. Contact

If you have questions about this policy or your information, please reach out:

Kokoro Balance Integrative Services, LLC
Jennifer Baird, LICSW, SAP
Phone: 617-752-8698
Email: Jenn@KokoroBalance.com
Website: https://kokorobalance.com

If you are experiencing a mental health emergency, please call or text 988 (Suicide & Crisis Lifeline) or 911. Do not use website contact tools for emergencies.

15. Effective Date

This Privacy Policy is effective as of November 4, 2026.