Payment Policy

Payment is due before or at the time of your scheduled appointment for each service unless otherwise specified. Personal checks are NOT accepted. Services cannot be rendered without the full payment for the services. 

Forms of Payment Accepted

All major credit and debit cards accepted. Personal checks are not accepted. 

Discounts

Get six or more prepaid ELEVATION TALKS| Life Coaching sessions and recieve a 10% discount.

Late Arrival Policy

At The Conversation Room, we deeply value your time and the intentional space we create together.

If you arrive late to your session, please know that:

• Your session will still end at the scheduled time.
• The full session fee will still apply, regardless of when you arrive.

If you're more than 15 minutes late, your provider may cancel the session to respect the flow of the day and our commitment to all clients. In this case, the full fee will still be charged.

We understand that life happens , delays, emergencies, and surprises. While we lead with grace and flexibility, we also honor healthy boundaries. Thank you for showing up fully and on time, and for helping us maintain a respectful, supportive space for all.

Cancellation Policy

Life can be unpredictable, we understand. That’s why we ask that all cancellations be made at least 24 hours in advance of your scheduled session.

• Cancellations made with less than 24 hours' notice will incur the full session fee, as that time was reserved just for you.
• Frequent last-minute cancellations may lead to a pause or discontinuation of services, as consistent attendance is essential to the therapeutic process.

We honor your commitment to this work, and appreciate your partnership in helping us maintain a space of mutual respect and accountability.

Last Updated: 04/06/2026

At The Conversation Room (“we,” “our,” or “us”), we value your privacy and are committed to handling your personal information with care, respect, and transparency. This Website Privacy Notice explains how we collect, use, disclose, and protect information when you visit our website, complete a form, sign up for our newsletter, register for an event, purchase a product or service, download a resource, request information, or otherwise interact with us online.

This Website Privacy Notice applies to information collected through our website and related digital interactions. It does not replace our separate Notice of Privacy Practices, which applies to protected health information in connection with therapy and other covered clinical services.

We may collect the following categories of information:

When you interact with our website, we may collect information you voluntarily provide, including:

• name 
• email address 
• phone number 
• mailing address 
• preferred method of contact 
• appointment request details 
• event registration information 
• newsletter signup information 
• payment-related information 
• information you submit through forms, questionnaires, downloads, or inquiries 
• message content or other information you choose to provide 

Please do not use general website forms or standard email to send highly sensitive, confidential, or urgent personal or medical information unless we specifically direct you to a secure method of communication.

We may automatically collect certain information about your device and website usage through hosting systems, analytics tools, cookies, pixels, and similar technologies, including:

• IP address 
• browser type 
• device type 
• operating system 
• pages viewed 
• time spent on pages 
• referral source 
• date and time of visits 
• interactions with website content 
• approximate location information derived from IP address 

We may receive information from third-party platforms and vendors that support our operations, including tools used for website hosting, forms, analytics, advertising, social media integrations, payment processing, event registration, newsletter communications, embedded media, and future client portal access.

To operate our website and support our services, we may use or integrate tools such as:

• GoDaddy for website hosting and website form tools 
• Meta Pixel and related advertising or retargeting tools 
• website analytics tools associated with our website and marketing efforts 
• Square for payment processing 
• ICANotes in connection with clinical operations and future portal-related functions, where applicable 
• embedded or linked content from Instagram, Facebook, YouTube, and podcast platforms 
• newsletter, downloadable resource, and event registration tools 
• present or future client portal links or related service-access systems 

Some of these platforms may collect information directly from you when you interact with embedded content, forms, links, or payment portals. Your use of those tools may also be subject to the privacy practices of the third party providing them.

We may use personal information to:

• respond to inquiries and requests 
• communicate with you about therapy, coaching, events, resources, and related services 
• process appointment requests and general service inquiries 
• register you for events, offerings, or updates 
• process payments and maintain transaction records 
• deliver downloadable resources 
• send newsletters, announcements, and marketing communications if you opt in 
• improve website performance, user experience, and service design 
• support analytics, audience insights, and advertising efforts 
• protect the security and integrity of our website and operations 
• comply with legal, ethical, regulatory, accounting, or business obligations 
• 
  

Our website may use cookies, tracking pixels, analytics tools, and similar technologies to understand website traffic, improve performance, remember preferences, support marketing efforts, and help us better understand how visitors engage with our content.

These technologies may be used by us and, in some cases, by third-party providers such as advertising, analytics, social media, or embedded media partners. Depending on how our site is configured, these tools may support audience measurement, marketing attribution, or retargeting efforts.

You can usually control cookies through your browser settings. Disabling certain cookies may affect the functionality of parts of the website.

If you sign up for our newsletter, register for an event, request a resource, or otherwise opt in to receive updates, we may use your contact information to send:

• newsletters 
• brand updates 
• service announcements 
• event information 
• educational content 
• promotional communications 
• follow-up communications related to resources or offerings you requested 

You may unsubscribe from marketing emails at any time by clicking the unsubscribe link in the email or by contacting us directly.

We may still send non-marketing communications when necessary, including responses to inquiries, scheduling communications, transaction-related messages, or important policy updates.

If you make a payment through our website or related business systems, payment information may be processed by Square or another authorized payment method we use. Payment transactions may also be governed in part by the privacy and security practices of the payment processor.

Cash payments accepted offline are handled according to our internal business procedures and applicable recordkeeping requirements.

If you register for an event, request community-based programming information, or download a resource, we may collect the information necessary to:

• process your registration 
• communicate event details 
• deliver requested resources 
• follow up regarding relevant offerings 
• improve future offerings and experiences 

Our website may allow you to request appointments, consultations, or additional information about services. Website inquiries and email requests are not guaranteed to be secure methods of communication unless explicitly stated otherwise.

We may also include present or future links to client portals or clinical systems. Once you enter a third-party platform, that platform’s privacy and security practices may also apply.

We do not sell your personal information.

We may share information as reasonably necessary with:

• service providers who help us operate our website or business 
• payment processors 
• analytics and advertising vendors 
• email, newsletter, event, and form platforms 
• embedded media and social platforms 
• professional advisors such as attorneys, accountants, or insurers 
• governmental or legal authorities when required by law 
• parties involved in a business transition, merger, sale, or reorganization, if that ever occurs 

We limit sharing to what is reasonably necessary for the applicable purpose.

We take reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no website, email system, data transmission, or storage method can be guaranteed to be completely secure.

If we learn of a security incident, we will respond in accordance with applicable legal obligations.

We retain information for as long as reasonably necessary to:

• fulfill the purposes described in this notice 
• maintain operational and business records 
• comply with legal, tax, ethical, accounting, and regulatory obligations 
• resolve disputes 
• enforce agreements and policies 

Retention periods may vary depending on the type of information and the purpose for which it was collected.

Our website is not intended for children under 13, and we do not knowingly collect personal information online from children under 13 without appropriate authorization. If you believe a child has submitted personal information through our website, please contact us so we can address it.

Our website may contain links to third-party websites, embedded videos, podcast players, social media feeds, external forms, event tools, payment tools, or other third-party content. We are not responsible for the privacy, content, or security practices of those third parties. We encourage you to review their privacy notices before providing personal information.

This website, our contact forms, and standard email communications are not for emergencies and should not be used for urgent mental health needs or crisis situations.

If you are experiencing an emergency, are in immediate danger, or need urgent mental health support, call 911, go to the nearest emergency room, or call or text 988 for the Suicide & Crisis Lifeline.

We may update this Website Privacy Notice from time to time to reflect changes in our practices, technologies, services, or legal obligations. When we do, we will update the “Last Updated” date at the top of this page.

The Conversation Room
337 South Swing Rd.
Greensboro, NC 27409
admin@experiencetcr.com
336.763.7342
www.ExperienceTCR.com

Last Updated: 04/06/2026

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

At The Conversation Room, we understand that privacy is deeply personal. We are committed to protecting your health information and honoring the trust placed in us. This Notice of Privacy Practices describes how we may use and disclose your protected health information (“PHI”), your rights regarding that information, and our legal duties related to your privacy.

We are required by law to:

• maintain the privacy and security of your protected health information 
• provide you with this notice of our legal duties and privacy practices 
• follow the terms of the notice currently in effect 
• notify you if a breach occurs that may have compromised the privacy or security of your information 
• obtain your written authorization for uses and disclosures not otherwise permitted or required by law 

We may use and disclose your health information to provide, coordinate, or manage your treatment and related services. For example, we may use your information to assess your needs, create a treatment plan, document progress, and coordinate care when appropriate.

We may use and disclose your health information to bill and collect payment for services we provide to you. For example, we may share necessary information with you, your health plan, or another responsible party in order to process claims, verify benefits, or receive payment.

We may use and disclose your health information for health care operations. These uses help us run our practice, improve care, maintain records, supervise staff, ensure quality, and comply with legal and professional obligations.

We may use your information to contact you with appointment reminders, scheduling communications, or information about treatment-related benefits or services that may be relevant to your care.

We may share relevant information with a family member, close friend, or other person involved in your care or payment for your care when appropriate, unless you object or the law requires otherwise.

We will disclose your health information when required to do so by federal or state law.

We may disclose health information for public health activities, to prevent or lessen a serious and imminent threat to health or safety, or when otherwise permitted or required by law.

We may disclose your information to health oversight agencies for activities authorized by law, such as audits, investigations, inspections, licensing, or compliance reviews.

We may disclose your health information in response to a court order, subpoena, discovery request, or other lawful process, when permitted or required by law.

We may disclose health information for certain law enforcement purposes when permitted or required by law.

We may disclose health information to coroners, medical examiners, or funeral directors as authorized by law.

We may disclose health information as authorized by and to the extent necessary to comply with workers’ compensation or similar laws.

We may share your information with third-party service providers who perform functions on our behalf and who are required to appropriately safeguard the information.

We will obtain your written authorization before using or disclosing your health information for purposes not otherwise described in this notice, except where permitted or required by law.

In most cases, we must obtain your written authorization for:

• most uses and disclosures of psychotherapy notes, where applicable 
• most uses and disclosures of PHI for marketing purposes, if applicable 
• disclosures that constitute a sale of PHI, if applicable 

You may revoke an authorization in writing at any time, except to the extent we have already acted in reliance on it.

You have the right to:

You can ask to inspect or obtain a copy of certain health and billing records maintained by us, as permitted by law.

You can ask us to correct health or billing information you believe is incomplete or incorrect. We may deny your request in certain circumstances, but we will explain the reason in writing.

You can ask us to contact you in a specific way or at a specific location. We will accommodate reasonable requests.

You can ask us not to use or disclose certain health information for treatment, payment, or operations. We are not always required to agree, except in certain situations required by law.

You can ask for an accounting of certain disclosures we made of your health information.

You can ask for a paper copy of this notice at any time, even if you agreed to receive it electronically.

If someone has legal authority to act for you, that person may exercise your rights and make choices about your health information, consistent with applicable law.

You have the right to complain if you believe your privacy rights have been violated.

To file a complaint with our practice, contact:

Privacy Contact
The Conversation Room
337 South Swing Rd.
Greensboro, NC 27409
admin@experiencetcr.com
336.763.7342

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights. We will not retaliate against you for filing a complaint.

We may communicate with you by phone, voicemail, email, text, or through a portal, depending on your preferences, consent, and the systems we use. While we take reasonable precautions, some communication methods may carry privacy risks. We may discuss communication preferences with you as part of intake and consent.

We are required to:

• keep your protected health information private and secure 
• provide you with this notice 
• abide by the terms of the notice currently in effect 
• notify you if a reportable breach of unsecured PHI occurs 
• obtain written permission for uses or disclosures not otherwise allowed 

We reserve the right to change this Notice of Privacy Practices and to make the revised notice effective for information we already have, as well as information we receive in the future. The current version of the notice will be available upon request and, when applicable, through our practice materials or website.

The Conversation Room
337 South Swing Rd.
Greensboro, NC 27409
admin@experiencetcr.com
336.763.7342

The content on this website is provided for general informational, educational, and brand communication purposes only. It is not medical advice, mental health advice, diagnosis, or treatment, and it should not be relied upon as a substitute for professional care.

Viewing this website, using website forms, downloading resources, subscribing to communications, or contacting The Conversation Room through the website does not create a therapist-client relationship, coaching relationship, or any other formal professional relationship.

While we aim to offer thoughtful, accurate, and useful information, we make no guarantees regarding completeness, accuracy, or results from the use of website content.

Any decisions you make based on information found on this website are made at your own discretion and risk.

This website, its forms, and standard email communications are not for emergency use.

If you are in immediate danger, experiencing a medical emergency, or need urgent mental health support, call 911, go to the nearest emergency room, or call or text 988.

This website may include links to third-party websites, social media platforms, videos, podcast content, and other external resources. The Conversation Room is not responsible for the content, privacy practices, or accuracy of those third-party materials.

The Conversation Room
337 South Swing Rd.
Greensboro, NC 27409
admin@experiencetcr.com
336.763.7342