Privacy Policy

Belong ABA Therapy ("Belong," "we," "us," or "our") provides in-home Applied Behavior Analysis (ABA) services for children with autism and related developmental needs across North Texas. We understand that the families we serve trust us with sensitive personal and health information. This Privacy Policy explains what information we collect, how we use it, when we share it, and the choices you have. It applies to our website, intake forms, phone and text communications, and the clinical services we deliver.

This notice is a general privacy policy. It does not replace the Notice of Privacy Practices (NPP) that we provide to clients under the Health Insurance Portability and Accountability Act (HIPAA), which governs Protected Health Information (PHI) created during the course of care.

1. Information we collect

We collect only the information we need to verify insurance, schedule services, deliver clinically appropriate care, and run our practice. Depending on how you interact with us, this may include:

• Contact details: parent or guardian name, child's first name and age, phone number, email, and home address or service area.
• Insurance and eligibility information: payer name, member ID, group number, subscriber details, and authorization data needed to verify benefits and bill for services.
• Clinical information (PHI): diagnostic reports, assessments, treatment plans, session notes, progress data, and other records created or received in connection with ABA services.
• Communications: messages you send through our contact forms, email, SMS, or phone, including voicemails.
• Website usage data: IP address, device and browser type, pages visited, referring URL, and similar analytics collected through cookies and similar technologies.

2. How we use information

• Respond to inquiries and schedule consultations or assessments.
• Verify insurance benefits and obtain authorizations for ABA services.
• Provide, document, and supervise clinical care delivered by BCBAs and Behavior Technicians.
• Coordinate care with parents, caregivers, physicians, schools, and other providers when authorized.
• Bill insurance plans and process payments.
• Improve our website, services, and clinical operations.
• Comply with federal and Texas state law, professional standards, and accreditation requirements.

3. HIPAA and Protected Health Information

Belong is a covered entity under HIPAA. Any information that identifies your child and relates to their health, treatment, or payment for care is Protected Health Information (PHI). We use and disclose PHI only as permitted by HIPAA and applicable Texas law, including for treatment, payment, and health care operations, or with your written authorization. Clients receive our separate Notice of Privacy Practices, which describes PHI rights and our obligations in more detail.

4. When we share information

We do not sell personal information. We share information only when needed to provide care or as required by law, including with:

• Your child's clinical team (BCBAs, BCaBAs, and Behavior Technicians).
• Health insurance plans, third-party payers, and clearinghouses for verification, authorization, and billing.
• Other treating providers (pediatricians, speech or occupational therapists, schools) with your written consent.
• Vendors that support our operations under a Business Associate Agreement (EHR, scheduling, secure messaging, billing, IT, analytics).
• Government agencies, regulators, or law enforcement when required by law, court order, or to prevent serious harm.
• A successor entity in connection with a merger, acquisition, or sale of assets, subject to the same privacy protections.

5. Children's privacy

Our services are intended for children, but our website and intake processes are designed to be used by parents and legal guardians. We collect information about a child only from a parent or guardian, or from another provider with appropriate authorization. We do not knowingly collect personal information directly from children online.

6. SMS, phone, and email communications

When you call, text, or email us, we may keep a record of the communication and any details you share. By providing your phone number, you consent to receive calls and text messages from Belong about your inquiry, scheduling, and care. Standard message and data rates may apply. You can opt out of marketing messages at any time by replying STOP; transactional and clinical communications may continue as needed to deliver care.

7. Cookies and website analytics

Our website uses cookies and similar technologies to operate securely, remember preferences, and understand how visitors use the site. We may use privacy-respecting analytics to measure traffic and improve content. You can control cookies through your browser settings; disabling them may affect site functionality. We do not place advertising or tracking cookies on pages that collect health information.

8. How we protect information

We use administrative, physical, and technical safeguards designed to protect personal information and PHI, including encryption in transit, access controls, workforce training, and vendor agreements. No method of transmission or storage is completely secure, but we work to maintain safeguards appropriate to the sensitivity of the information we handle.

9. Data retention

We retain clinical and billing records for the period required by Texas law, payer contracts, and professional standards (typically at least seven years after the last date of service, and longer for minors). Inquiry and website data are retained only as long as needed for the purposes described above.

10. Your rights and choices

Subject to applicable law and HIPAA, you may have the right to:

• Access or request a copy of your child's PHI.
• Request corrections to inaccurate information.
• Request an accounting of certain disclosures.
• Request restrictions on certain uses or disclosures.
• Receive communications through a specific channel or address.
• Withdraw a prior authorization, except where we have already relied on it.
• File a complaint with us or with the U.S. Department of Health and Human Services without retaliation.

To exercise these rights, contact us using the information below. We will respond as required by law.

11. Third-party links

Our website may link to third-party sites (for example, insurance carriers or community resources). We are not responsible for their privacy practices and encourage you to review their policies.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective date" above. Material changes affecting PHI will also be reflected in our Notice of Privacy Practices.

13. Contact us

Questions, requests, or concerns about this policy or your privacy rights:

Belong ABA Therapy
Phone: (469) 294-9924
Service area: North Texas (Frisco, Plano, Little Elm, and surrounding communities)