Below is a sample Website Privacy Policy for a Children’s Therapy Center. It’s written to be clear and parent-friendly, and it covers common practices around personal data collection, use, sharing, and user rights. You should customize it to your specific practices and have it reviewed by a legal professional to ensure compliance with applicable laws in your jurisdiction (e.g., COPPA in the U.S., GDPR in the EU, PIPEDA in Canada, state health information rules, and any local regulations). Replace bracketed text with your actual details.

Website Privacy Policy

Last updated: [Date]

1. Introduction

Welcome to [Your Clinic Name] (“we,” “us,” or “our”). We operate the website at [website URL] (the “Site”) and provide pediatric physical therapy and mental health services through our clinic. We are committed to protecting the privacy and security of the personal information we collect from parents, guardians, and, where applicable, minors in accordance with applicable privacy laws and professional ethics.

2. Information We Collect

We may collect and process the following categories of information:

– Personal identifiers and contact information: names, email addresses, mailing addresses, phone numbers, and emergency contact information.

– Health information: relevant medical history, diagnoses, treatment plans, session notes, progress reports, and other information necessary to provide therapy services (collectively, “Health Information”). This may include information about physical and mental health, medications, and therapies.

– Scheduling and account information: appointment dates/times, patient IDs, billing information (to the extent necessary for payment), and user account credentials if you create a secure account on the Site.

– Communications: records of correspondence with us (including messages sent via the Site), feedback, and survey responses.

– Device and usage data: information about your device, browser type, IP address, access times, and pages visited through cookies and similar technologies.

3. How We Collect Information

– Directly from you: when you or your child’s guardian schedule an appointment, complete intake forms, sign consent, fill out surveys, or contact us.

– Through use of the Site: via cookies and similar technologies to understand site performance and improve user experience (see “Cookies” section).

– From third parties: with your consent or as permitted by law, such as referrals from other providers or when required for safety or legal reasons.

4. How We Use Your Information

We may use your information to:

– Provide and coordinate therapy services, including assessment, treatment planning, progress tracking, and communication with families and other providers.

– Schedule and manage appointments and billing.

– Communicate important information about your child’s care, appointments, and our services.

– Improve the Site, security, and user experience; respond to inquiries; and conduct data analytics.

– Comply with legal obligations and professional standards (e.g., recordkeeping, safeguarding and reporting requirements).

– Obtain informed consent where required and provide information about services, resources, and promotions (if applicable and with your consent where needed).

5. Legal Bases for Processing (where applicable)

– To fulfill a contract or deliver services you request (e.g., therapy services and related records).

– With your consent (e.g., for non-essential communications or certain data processing activities).

– To comply with legal obligations (e.g., records retention, mandatory reporting).

– For our legitimate interests, such as improving services, security, and site functionality, balanced against your privacy rights.

6. Sharing Your Information

We may share your Health Information and other personal data as necessary to:

– Service providers: authorized staff and contractors who assist with therapy, scheduling, billing, IT support, and other operations, under confidentiality obligations.

– Other healthcare providers: with your consent or as required for coordinated care.

– Family members or guardians: as permitted by your authorization and relevant laws.

– Legal requirements: in response to valid subpoenas, court orders, or when required for safety or abuse reporting.

– Business transfers: in connection with a merger, acquisition, or sale of assets, with appropriate safeguards.

We do not sell personal data or Health Information to third parties.

7. Data Security

We implement reasonable administrative, physical, and technical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction. This includes access controls, secure storage, encryption in transit where applicable, and staff training on privacy and confidentiality.

8. Data Retention

We retain Health Information and related records as required by law and professional standards, typically for [X] years after the last service date, or as dictated by state/provincial or national regulations. You may request access to or corrections of your records per applicable laws.

9. Cookies and Tracking Technologies

– We use cookies and similar technologies to operate the Site, analyze usage, and improve the user experience.

– Types of cookies we use include essential cookies (necessary for Site functionality), performance cookies, and analytics cookies.

– You can manage cookie preferences via your browser settings or the Site’s cookie banner where available. Blocking cookies may affect certain Site features.

10. Children’s Privacy

– We are especially mindful of children’s privacy. If you are a parent or guardian and your child uses our services, we will seek appropriate consent for collection, use, and disclosure of Health Information as required by law.

– The Site is not intended for children under the age of 13 (or other jurisdictional age limits) without parental permission where required. If you believe we have collected information from a child without proper consent, contact us to have it removed.

11. Your Rights and Choices

– Access, correction, or deletion: you may request access to your Health Information or request corrections; some records may be retained per legal requirements.

– Data portability: in certain circumstances, you may request a copy of your data in a structured, commonly used format.

– Restrictions and objections: you may request restrictions on certain processing activities and object to marketing communications (if applicable).

– Withdrawing consent: where processing is based on consent, you may withdraw your consent at any time (note that this may affect our ability to provide services).

To exercise any of these rights, contact us at [privacy contact email/phone].

12. Data Transfers

If you are located outside our primary operating region, please be aware that we may transfer your information to our facilities and service providers; data protection laws in your jurisdiction may differ from those in your location. We will take steps to ensure appropriate safeguards.

13. Your Choices About Marketing Communications

We may send you information about services, resources, and events. You can opt out of marketing communications at any time by using the unsubscribe link in emails or by contacting us at [contact information]. Note that you may still receive essential communications related to services.

14. Data Breach Procedures

In the event of a confirmed data breach, we will follow applicable laws to notify affected individuals and take steps to mitigate harm, including investigating the breach and implementing corrective measures.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will announce material changes and update the “Last updated” date. Your continued use of the Site after changes constitutes your acceptance of the updated policy.

16. How to Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact:

– Name: Molly Evans

– Email: mollyluna712@gmail.com

– Phone: 248) 677-3126

– Address: 25595 Coolidge Hwy, Oak Park MI 48237

17. Special Considerations

– If you are a legal guardian of a minor, you may have specific rights regarding the child’s Health Information under applicable law.

– If you are a patient or guardian with authorized access, you may request an accounting of disclosures, especially for non-routine sharing.

Optional sections you may want to add depending on regulations:

– HIPAA notice of privacy practices (for U.S. providers subject to HIPAA)

– COPPA disclosures if you collect personal information from children under 13

– Data localization statements if you process data in specific regions

Notes for customization:

– Replace placeholders in brackets with your clinic’s actual information.

– Ensure your Health Information handling aligns with state laws (e.g., medical records retention), professional standards, and payer requirements.

– If you operate in the EU or UK, incorporate GDPR/UK GDPR requirements, including a lawful basis for processing, data subject rights, and data protection officer contact if applicable.

– If you handle protected health information (PHI) in the U.S., ensure your policy aligns with HIPAA privacy and security rules, including business associate agreements with vendors.