Privacy Policy
Effective Date: January 6, 2026
The Rhema of Logos, LLC, doing business as HireGaynell (“HireGaynell,” “we,” “us,” or “our”), respects your privacy and is committed to handling personal information responsibly.
This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit hiregaynell.com, contact us, schedule a consultation, purchase or inquire about our services, communicate with us, or otherwise interact with HireGaynell.
HireGaynell provides virtual administrative support and related services primarily to mental health and behavioral health professionals, including virtual assistant services, billing support, insurance credentialing, practice administration, practice launch support, consulting, and mental health virtual assistant coaching.
Certain client engagements may require HireGaynell to access Protected Health Information (“PHI”) on behalf of healthcare providers. Those situations are addressed separately under applicable HIPAA requirements and a Business Associate Agreement (“BAA”).
1. Information We Collect
The information we collect depends on how you interact with HireGaynell.
Information You Provide Directly
When you contact us, request information, schedule a consultation, purchase a service, complete a form, enter into an agreement, or communicate with us, we may collect information including:
Your name
Email address
Telephone number
Business or practice name
Business address
Professional role
Service interests
Consultation details
Billing information
Account information
Information contained in messages or documents you voluntarily provide
Clients purchasing services may also provide business information necessary for us to perform the agreed services.
Service and Practice Information
When you become a HireGaynell client, we may receive information necessary to perform administrative services on behalf of your practice.
Depending on the services purchased, this may include information relating to EHR systems, insurance portals, billing systems, scheduling systems, CAQH profiles, NPI information, payer applications, provider credentials, claims, client intake processes, practice operations, payroll systems, or other authorised business systems.
Access to such information is limited to what is reasonably necessary to provide the services requested.
Protected Health Information
Some administrative engagements may require HireGaynell to create, receive, maintain, access, or transmit PHI on behalf of a healthcare provider or other HIPAA-covered entity.
When HireGaynell acts as a Business Associate, PHI is handled in accordance with applicable provisions of HIPAA, the HIPAA Privacy, Security, and Breach Notification Rules, and the applicable BAA between HireGaynell and the client.
The BAA and applicable service agreement govern HireGaynell’s handling of PHI when their terms apply.
Please do not submit patient information, medical records, diagnoses, treatment information, insurance information, or other PHI through general website contact forms unless HireGaynell has specifically instructed you to use that method.
Submitting information through a public website form does not, by itself, create a HIPAA Business Associate relationship.
Payment Information
If you purchase services or make a payment online, payment information may be processed by Squarespace or another third-party payment processor.
HireGaynell may receive transaction information, such as the amount paid, date, payment status, billing name, and related transaction details, but payment providers may process sensitive card or financial information directly under their own privacy and security practices.
Website and Device Information
When you use our website, certain information may be collected automatically, including:
IP address
Browser type
Device type
Operating system
Referring pages
Pages visited
Approximate location derived from your IP address
Date and time of visits
Interactions with the website
This information helps us operate, secure, understand, and improve the website.
2. How We Use Information
HireGaynell may use personal information to:
Operate and maintain the website
Respond to enquiries
Schedule consultations
Communicate with prospective and existing clients
Provide requested services
Onboard clients
Manage billing and payments
Administer agreements
Provide customer support
Perform billing, credentialing, administrative, consulting, coaching, and practice-support services
Improve our website and services
Maintain business and financial records
Protect against fraud and security threats
Enforce our agreements
Comply with applicable legal and regulatory obligations
Information obtained while acting as a Business Associate is used and disclosed only as permitted under the applicable BAA, service agreement, HIPAA, and other applicable law.
3. HIPAA and Healthcare Information
HireGaynell provides administrative services to healthcare and behavioral-health practices but is not itself your healthcare provider simply because you visit this website or communicate with us.
When HireGaynell performs services for a HIPAA-covered entity that require access to PHI, HireGaynell may operate as that organisation’s Business Associate.
In those circumstances, HireGaynell uses appropriate administrative, physical, and technical safeguards and handles PHI according to its contractual and legal obligations.
If you are a patient or client of a healthcare practice supported by HireGaynell and want to access, amend, restrict, or otherwise exercise rights concerning your health information, you should normally contact your healthcare provider or practice directly.
The healthcare provider is generally responsible for responding to individual HIPAA privacy requests, and HireGaynell will assist its client as required by the applicable BAA and law.
This website Privacy Policy is not a healthcare provider’s Notice of Privacy Practices and should not be interpreted as one.
4. How We Share Information
HireGaynell does not disclose personal information except as reasonably necessary to operate our business, provide requested services, or meet legal obligations.
Information may be shared with service providers that support:
Website hosting
Email
Scheduling
Payment processing
Communications
Cloud storage
Business operations
Accounting
Similar functions
We may also disclose information to accountants, attorneys, insurers, consultants, or other professional advisers when reasonably necessary.
Information may be disclosed where required by law, regulation, subpoena, court order, governmental request, or other valid legal process, or where reasonably necessary to protect the rights, safety, property, or security of HireGaynell, our clients, or others.
If HireGaynell is involved in a merger, acquisition, reorganisation, financing, sale of assets, or similar business transaction, information may be transferred as part of that transaction subject to applicable law.
PHI will only be disclosed as permitted by HIPAA, the applicable BAA, the underlying service agreement, or other applicable law.
5. Service Providers and Third-Party Platforms
HireGaynell may use third-party platforms to operate the website and provide services.
These may include:
Website hosting systems
Scheduling tools
Email providers
Payment processors
EHR systems
Insurance portals
Credentialing platforms
Communication systems
Cloud services
Other platforms selected by HireGaynell or its clients
Third-party services have their own privacy and security practices.
Where a third-party provider creates, receives, maintains, or transmits PHI on behalf of HireGaynell and a BAA is legally required, HireGaynell will address the relationship in accordance with applicable HIPAA requirements.
6. Cookies and Similar Technologies
Our website may use cookies and similar technologies to:
Make the website function
Remember preferences
Understand website traffic
Maintain security
Evaluate how visitors interact with the website
Squarespace and other authorised service providers may place or access cookies when you visit the website.
Some cookies are necessary for website functionality. Other cookies may support analytics or marketing features where those features are enabled.
You may be able to control cookies through your browser settings and, where available, through the website’s cookie preference tools.
Blocking certain cookies may affect website functionality.
7. Analytics
We may use analytics tools to understand general website activity, including which pages visitors view, how visitors reach the website, and how the website performs.
Analytics information is used to improve website usability, marketing effectiveness, content, and services.
We do not intentionally use PHI for general website advertising or marketing analytics.
8. Email and Text Communications
If you provide your email address, we may use it to:
Respond to your request
Communicate about consultations or services
Send administrative information
Where permitted, provide marketing communications
You may unsubscribe from promotional emails by using the unsubscribe option provided in the message.
If HireGaynell offers promotional SMS or text-message communications, such messages will be sent in accordance with applicable consent requirements.
You may opt out of promotional text messages by following the instructions provided in those messages, including replying STOP where applicable.
Service-related communications necessary to provide a service may be treated separately from marketing communications.
9. Data Security
HireGaynell uses reasonable administrative, organisational, physical, and technical measures designed to protect information against unauthorised access, disclosure, alteration, loss, or misuse.
For engagements involving ePHI, additional safeguards may apply under HIPAA and the applicable BAA.
No electronic transmission, online platform, or storage system can be guaranteed to be completely secure.
We therefore cannot guarantee absolute security of information transmitted or stored electronically.
10. Data Retention
We retain personal information for as long as reasonably necessary to:
Provide services
Administer client relationships
Fulfil contractual obligations
Maintain legitimate business records
Comply with legal or regulatory requirements
Resolve disputes
Enforce agreements
When information is no longer required, HireGaynell may delete, destroy, anonymise, or otherwise securely dispose of it in accordance with applicable requirements.
PHI retained on behalf of a client will be handled after termination according to the applicable BAA, service agreement, HIPAA requirements, and other applicable law.
11. Your Privacy Choices and Rights
Depending on where you live and which privacy laws apply to HireGaynell’s processing of your information, you may have rights concerning your personal information.
These may include the right to:
Request access to personal information
Request correction of inaccurate information
Request deletion
Obtain a portable copy of certain information
Withdraw certain consents
Opt out of particular uses of personal information where provided by law
Not every privacy right applies in every situation or jurisdiction.
To submit a privacy request, contact:
Please include sufficient information for us to understand and reasonably verify your request.
We may request additional information when necessary to verify your identity or authority to act on behalf of another person.
Where applicable law provides a right to appeal a decision concerning a privacy request, instructions regarding that process will be provided with our response.
12. Patients of HireGaynell Clients
HireGaynell may process information concerning patients or clients of behavioral-health practices solely while providing services to those practices.
If you are a patient of one of our clients, HireGaynell generally processes your information on behalf of that healthcare practice.
Questions or requests concerning your medical record, HIPAA rights, treatment information, or your healthcare provider’s privacy practices should be directed to the healthcare practice from which you receive services.
HireGaynell will cooperate with its healthcare-practice clients as required under applicable BAAs and HIPAA.
13. Information We Do Not Intentionally Collect Through Public Forms
General website forms are intended for business enquiries and prospective-client communications.
Please do not submit patient records, psychotherapy notes, medical diagnoses, Social Security numbers, account passwords, full payment-card information, or other highly sensitive information through a general website form unless specifically requested through an approved secure process.
14. Third-Party Websites
Our website may contain links to third-party websites, platforms, or resources.
HireGaynell does not control the privacy practices, content, or security of those third-party websites.
Visiting a third-party website is subject to that organisation’s own policies and terms.
15. Children’s Privacy
HireGaynell’s website and business services are intended for adults and professional or business users.
We do not knowingly collect personal information online directly from children under 13.
If we become aware that such information has been submitted to us improperly, we may take reasonable steps to delete it.
16. United States Operations
HireGaynell is based in Louisiana and primarily provides services within the United States.
Information submitted to HireGaynell may therefore be processed and stored in the United States.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technologies, business operations, or legal requirements.
When material changes are made, the updated policy will be posted on this website with a revised “Last Updated” date.
Your continued use of the website after an updated policy becomes effective is subject to the revised policy.
18. Contact HireGaynell
Questions about this Privacy Policy or our handling of personal information may be directed to:
The Rhema of Logos, LLC DBA HireGaynell
8733 Siegen Lane #105
Baton Rouge, LA 70810
United States
Email: admin@hiregaynell.com
Phone: 225-910-5023
For matters involving PHI handled on behalf of your healthcare provider, patients should normally contact their healthcare provider directly.