Privacy Policy

Enrichment Therapy & Learning Center, P.C. (“ETLC,” “we,” “us,” or “our”) respects the privacy of our clients, website visitors, and their families. This Privacy Policy explains how we collect, use, and protect information gathered through our website, www.enrichmenttherapies.com, and describes how we handle protected health information (“PHI”) in accordance with the Health Insurance Portability and Accountability Act (HIPAA).

1. Information We Collect

– Contact and scheduling information you submit through website forms (e.g., name, phone number, email address, and information about your child) when requesting a consultation or contacting our offices. These forms are managed through HubSpot (website hosting, online forms, scheduling, marketing communications, and customer relationship management).

– Information provided when subscribing to our blog or downloading resources.

– Technical information collected automatically through cookies and analytics tools, such as IP address, browser type, device information, and pages visited.

– Protected health information (PHI) shared with us once you become a client, which is governed by our HIPAA Notice of Privacy Practices (see Section 3).

– Information submitted through website forms is not considered part of your medical record unless you become a client.

2. How We Use Your Information

– To respond to consultation requests and schedule appointments.

– To communicate about your child’s care, including appointment reminders sent by mail, email, phone call, voicemail, or text.

– To operate, maintain, and improve our website and services.

– To send newsletters or educational resources you have requested.

– To comply with legal and regulatory obligations.

3. Protected Health Information (PHI) and HIPAA

Once you become a client of ETLC, health information about you or your child — including evaluation results, session notes, progress reports, and insurance information — is protected under HIPAA and governed by our HIPAA Notice of Privacy Practices, provided to all clients at intake. That notice explains how we may use and share PHI for treatment, payment, and healthcare operations; when we may share information without your permission (for example, reports of abuse or neglect, court orders, or public health reporting); and your rights regarding your health information, including the right to request restrictions, request an accounting of disclosures, inspect and copy your records, and file a complaint.

A copy of our full HIPAA Notice of Privacy Practices is available upon request and is provided to all clients at intake. Contact us using the information below to request a copy.

4. Cookies and Analytics

Our website uses cookies and similar tracking technologies, including Google Tag Manager, Google Analytics, and HubSpot, to understand how visitors use our site, manage our forms and email communications, and improve the user experience. These tools may collect information such as pages visited, time spent on the site, and general location. You can control or disable cookies through your browser settings; some site features may not function properly if cookies are disabled.

5. How We Share Information

We do not sell or rent personal information collected through our website. We may share information:

– With staff and contracted providers involved in your child’s care.

– With trusted service providers who help us operate our practice and website, including Therabill (billing and records management), TextMagic (text messaging), Aircall (phone and voicemail communications), and HubSpot (website hosting, online forms, scheduling, marketing communications, and customer relationship management). These providers are contractually obligated to protect your information and use it only to provide services to us.

– With insurance companies and payers as necessary for billing (for clients).

– When required by law, such as in response to a court order or government request.

– To protect the safety of a child, in accordance with mandatory reporting laws.

6. Children’s Privacy

Our website is intended for use by parents, guardians, and adult visitors. We do not knowingly collect personal information directly from children through our website. Any information about a child submitted through our forms is provided by a parent or legal guardian.

7. Data Security

We take reasonable administrative, technical, and physical measures to protect information submitted through our website and to safeguard PHI in accordance with HIPAA requirements. No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Medical records are retained in accordance with applicable federal and Iowa law.

9. Telehealth Services

If you participate in telehealth (virtual) sessions, these are conducted through Zoom, a HIPAA-compliant video platform we use under a signed Business Associate Agreement. Please review our Telehealth Services Notice, which describes the technology used and the risks associated with providing services remotely, including the potential for unauthorized access to information due to security breaches or technology disruptions.

10. Text Messaging (SMS) Communications

If you choose to receive text messages from ETLC, we may send appointment reminders, scheduling updates, and other information related to your services. Message frequency varies. Message and data rates may apply. You may opt out at any time by replying STOP or request assistance by replying HELP or contacting our office. Consent to receive text messages is not required to receive services from ETLC. Mobile opt-in data and phone numbers are not shared or sold to third parties or affiliates for marketing purposes.

11. Third-Party Links

Our website may contain links to third-party websites, including social media platforms such as Facebook, Instagram, and LinkedIn. We are not responsible for the privacy practices or content of those third-party sites.

12. Your Choices

– You may opt out of appointment reminders or marketing communications by contacting our office.

– You may unsubscribe from newsletters and promotional emails by using the unsubscribe link in the email or contacting our office.

– You may request a paper copy of our HIPAA Notice of Privacy Practices at any time.

– You may ask us in writing to restrict how we use or share your health information (see our HIPAA Notice for details).

13. Accessibility

We are committed to making our website accessible to all visitors, including individuals with disabilities. If you have difficulty accessing any part of our website or need information in an alternate format, please contact our office using the information below and we will work with you to provide the information or service you need.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised effective date. Material changes affecting how PHI is used will also be communicated to clients in accordance with HIPAA.

If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights at www.hhs.gov/ocr/privacy/hipaa/complaints/index.html.

(515) 310-3408             (319) 224-5100