Privacy Policy for Virtual Therapy Clients

At New Steps Care, we are committed to protecting your privacy and maintaining the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

1. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Schedule a consultation or appointment
• Fill out intake forms or assessments
• Communicate with us via email, phone, or our website
• Submit insurance information for billing purposes

This information may include:

• Name, email address, phone number, and mailing address
• Date of birth and demographic information
• Insurance information and payment details
• Health information relevant to treatment

Protected Health Information (PHI)

When you become a client, we collect Protected Health Information (PHI) as defined by HIPAA, including:

• Medical and mental health history
• Treatment records and clinical notes
• Diagnoses and treatment plans
• Information about your therapy sessions

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on our site
• Referring website addresses

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our therapeutic services
• To communicate with you about appointments, treatment, and administrative matters
• To process payments and manage billing
• To comply with legal obligations and professional standards
• To verify insurance coverage and submit claims
• To improve our website and user experience
• To send appointment reminders and service-related communications

3. HIPAA Compliance

New Steps Care is committed to full compliance with the Health Insurance Portability and Accountability Act (HIPAA). We maintain appropriate administrative, technical, and physical safeguards to protect your Protected Health Information (PHI).

You will receive a separate Notice of Privacy Practices (NPP) that provides detailed information about how your PHI may be used and disclosed, as well as your rights regarding your health information.

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

With Your Consent

We may share information when you have given us explicit permission to do so.

For Treatment, Payment, and Healthcare Operations

• With insurance companies for billing and claims processing
• With billing and payment processing services
• With other healthcare providers involved in your care (with your authorization)

As Required by Law

We may disclose information when required by law, such as:

• In response to court orders or legal processes
• To report suspected child, elder, or dependent adult abuse
• When there is a serious threat to health or safety
• For public health activities or oversight activities

Service Providers

We may share information with trusted third-party service providers who assist us in operating our practice, such as our telehealth platform, electronic health records system, and billing services. These providers are contractually obligated to maintain the confidentiality and security of your information.

5. Data Security

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

• Encryption of data in transit and at rest
• Secure, HIPAA-compliant telehealth platforms
• Regular security assessments and updates
• Limited access to PHI on a need-to-know basis
• Staff training on privacy and security practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

You have certain rights regarding your personal and health information:

• Right to access and obtain a copy of your health records
• Right to request amendments to your health information
• Right to request restrictions on certain uses and disclosures
• Right to receive confidential communications
• Right to an accounting of disclosures of your PHI
• Right to a paper copy of our Notice of Privacy Practices
• Right to file a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us using the information provided at the end of this policy.

7. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience and analyze website traffic. You can set your browser to refuse cookies or to alert you when cookies are being sent. However, some parts of our website may not function properly without cookies.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors without parental consent. If you believe we have collected information from a minor, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at: