Privacy Policy

Effective Date: January 26, 2025

Speech Language Pros, LLC ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and in our practice. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (speechlanguagepros.com) and use our services.

INFORMATION WE COLLECT

1.1 Information You Provide Directly

• Contact Information: name, email address, phone number, mailing address

• Health Information: information about your child's speech-language development, medical history, therapy progress, and clinical assessments

• Payment Information: billing address, insurance details, and payment method information (processed securely through third-party providers)

• Communication: messages, inquiries, and comments submitted through our website or in person

1.2 Information Collected Automatically

• Website Usage: IP address, browser type, pages visited, duration of visit, and referral source

• Cookies and Analytics: We use Google Analytics to understand website usage patterns

• Device Information: operating system, device type, and screen resolution

1.3 Health Information (Protected Health Information - PHI)

As a speech-language pathology practice, we collect and maintain health information in accordance with HIPAA (Health Insurance Portability and Accountability Act). This includes:

• Evaluation reports and clinical notes

• Therapy progress notes and attendance records

• Diagnostic test results

• Treatment plans and recommendations

• Billing and insurance records

HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• Providing speech-language pathology services and clinical care

• Scheduling appointments and sending appointment reminders

• Processing billing and insurance claims

• Communicating about your child's progress and therapy recommendations

• Improving our website and services

• Responding to inquiries and customer service requests

• Complying with legal and regulatory obligations

• Data aggregation for research purposes (de-identified only)

LEGAL BASIS FOR PROCESSING

Our legal basis for processing your information includes:

• Fulfilling our contract with you to provide therapy services

• Consent you provide when completing intake forms

• Compliance with HIPAA and other legal obligations

• Our legitimate business interests in operating and improving our practice

HIPAA COMPLIANCE

Speech Language Pros is subject to the Health Insurance Portability and Accountability Act (HIPAA). We maintain strict safeguards to protect all health information, including:

• Physical security measures (locked files, restricted access)

• Electronic security (encrypted data storage, secure servers)

• Administrative safeguards (staff training, privacy policies)

• Limited access to PHI (staff only on a "need to know" basis)

Your health information will not be used or disclosed for any purpose other than those described in this Privacy Policy without your explicit written consent, except as required by law.

SHARING YOUR INFORMATION

We do NOT share, sell, or rent your personal or health information to third parties, except:

• With your explicit consent for specific purposes

• With school districts or educational providers (with your written authorization) to support your child's IEP or educational services

• With insurance companies for billing and coverage verification purposes

• With healthcare providers involved in your child's care (with consent)

• When legally required (by court order, subpoena, or legal regulation)

• To comply with HIPAA legal requirements

• With business associates who sign Business Associate Agreements (BAAs) and agree to maintain HIPAA compliance

DATA SECURITY

We implement appropriate administrative, physical, and electronic safeguards to protect your information from unauthorized access, alteration, disclosure, or destruction. These include:

• Encrypted data transmission (SSL/TLS)

• Secure file storage and password protection

• Regular security assessments

• Staff HIPAA and privacy training

• Limited access based on job function

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

RETENTION OF INFORMATION

We retain your information for the following periods:

• Clinical records and health information: Minimum 7 years from last service date (per Florida requirements)

• Billing records: 7 years

• Email communications: Until deletion

• Website analytics: 26 months (Google Analytics default)

After the retention period, information is securely destroyed or de-identified.

YOUR RIGHTS

You have the following rights regarding your information:

• Right to Access: You can request copies of your child's clinical records and personal information

• Right to Amendment: You can request corrections to inaccurate health information

• Right to Request Restrictions: You can request restrictions on how we use your information

• Right to Request Confidential Communications: You can request we communicate with you in a specific manner

• Right to Revoke Consent: You can revoke consent for treatment or information sharing (subject to legal limitations)

• Right to Data Portability: You can request information in a format suitable for transfer to another provider

• Right to Deletion: You can request deletion of non-essential information (clinical records must be retained per legal requirements)

To exercise these rights, contact us at (904) 834-0775 or by email at the contact address below.

THIRD-PARTY WEBSITES AND LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external websites. Please review their privacy policies before providing personal information.

GOOGLE ADS AND ONLINE ADVERTISING

Speech Language Pros uses Google Ads to advertise our services. Google collects information about your browsing habits to display targeted advertisements. This policy applies to our website; Google's use of your information is governed by Google's Privacy Policy.

CHILDREN'S PRIVACY

While we serve children, we collect health and personal information only for the purpose of providing therapy services with parental or legal guardian consent. We do not knowingly collect information from children under 13 without parental consent. Parents/guardians have control over their child's information.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Effective Date" at the top of this policy. Your continued use of our website and services constitutes your acceptance of the updated Privacy Policy.

If you have questions about this Privacy Policy, wish to exercise your rights, have concerns about our privacy practices, or to file a complaint, please contact us:

Speech Language Pros, LLC

13500 Sutton Park Dr. South, Suite #801

Jacksonville, FL 32224

Phone: (904) 834-0775

Email: info@speechlanguagepros.com

Alternatively, if you have concerns about our HIPAA practices, you may file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR) at https://www.hhs.gov/ocr/privacy/hipaa/complaints/index.html

CALIFORNIA RESIDENTS (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA). Please contact us for more information about your CCPA rights.

FLORIDA RESIDENTS

Florida residents have the right to access their health records and request amendments. Speech Language Pros complies with Florida's medical records laws.

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