Privacy Policy

We may collect the following categories of information:

Website visitors: IP address, browser type, pages visited, and cookies used for analytics and site functionality. We do not sell or share this data with third-party advertisers.

Portal users (parents/guardians): Name, email address, relationship to client, and communications submitted through the Parent Portal.

Staff and employees: Name, email address, role, and employment-related documents uploaded through the Employee Portal.

Clients (Protected Health Information): Demographic information, insurance details, diagnosis codes, session notes, authorizations, and other clinical records created or stored within our Electronic Medical Records (EMR) system.

We use the information we collect to:

• Provide, operate, and improve our services and portals
• Schedule appointments and manage clinical encounters
• Generate and process insurance claims (CMS-1500)
• Communicate with parents, guardians, and staff regarding care and operations
• Comply with applicable federal and state laws, including HIPAA
• Send administrative notices, newsletters, and service updates to portal users

Neuro S.P.A.C.E. ABA is a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). We maintain a separate Notice of Privacy Practices (NPP) that describes in detail how we may use and disclose PHI for treatment, payment, and healthcare operations.

PHI is stored and transmitted using industry-standard encryption. Access to PHI within our portals is restricted to authorised staff and the client's parent or legal guardian. We do not sell PHI and will not disclose it without your written authorisation except as permitted or required by law.

To request a copy of our full Notice of Privacy Practices, please contact us using the information in Section 8.

Our website uses cookies and similar technologies to:

• Maintain your session when logged into a portal
• Understand how visitors navigate our site (analytics)
• Remember your preferences

You may disable cookies through your browser settings; however, doing so may affect the functionality of our portals. We do not use cross-site tracking cookies or share browsing data with advertising networks.

We do not sell your personal information. We may share information in the following limited circumstances:

• Service providers: Third-party vendors who assist us in operating our website and portals (e.g., hosting, email delivery) under confidentiality agreements.
• Insurance and billing: Payers and clearinghouses as necessary to process claims for services rendered.
• Legal requirements: When required by law, court order, or governmental authority.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred subject to the same privacy protections.

All third-party service providers who handle PHI are required to sign a Business Associate Agreement (BAA) in accordance with HIPAA.

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

• Encrypted data transmission (TLS/HTTPS)
• Role-based access controls within our portals
• Secure, authenticated document storage for staff and clinical records
• Regular security reviews

While we strive to use commercially acceptable means to protect your information, no method of transmission over the internet or electronic storage is 100% secure.

Depending on your relationship with us, you may have the following rights:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account (subject to legal retention requirements)

• Access and receive a copy of your PHI
• Request amendments to your PHI
• Receive an accounting of disclosures of your PHI
• Request restrictions on certain uses and disclosures
• Receive communications by alternative means or at alternative locations
• File a complaint with us or with the U.S. Department of Health and Human Services (HHS)

To exercise any of these rights, please contact us using the information below.

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

Neuro S.P.A.C.E. ABA
105 Mount Vernon Ave, STE 1
Huntingdon, PA 16652

Email: contact@neurospaceaba.com

You also have the right to file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated. Filing a complaint will not result in retaliation.

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information. Continued use of our website or portals after changes are posted constitutes your acceptance of the updated policy.