Play-Based Wellness Behavioral Health, PLLC
Comprehensive Privacy, Digital & SMS Communication Policy
Effective Date: January 1, 2025
1. Introduction
Play-Based Wellness Behavioral Health, PLLC (“Play-Based Wellness,” “PBW,” “we,” “us,” or “our”) is committed to respecting and protecting your privacy. This Policy explains how we collect, use, disclose, and safeguard information when you:
- visit www.play-basedwellness.com,
- communicate with us through Spruce secure messaging or SMS, or
- receive clinic-based ABA services at our Allen, Texas location.
This Policy supplements—but does not replace—our Notice of Privacy Practices, which governs the use of Protected Health Information (“PHI”) under HIPAA.
2. Information We Collect
| Category | Examples | Source |
|---|---|---|
| Personal Information You Provide | Name, email, phone, mailing address, insurance details, child’s name and date of birth, intake paperwork responses | Contact forms, appointment requests, Spruce messages, in-clinic forms |
| Automatically Collected / Non-Personal Data | Domain name, IP address, browser type, operating system, referral source, pages visited, date/time stamps | Cookies, server logs, Google Analytics |
| Protected Health Information (PHI) | Diagnosis, treatment notes, session data, billing codes | Intake paperwork, therapy sessions, EMR entries |
3. How We Use Your Information
- Schedule and deliver ABA therapy services
- Respond to inquiries and send administrative emails or Spruce messages (e.g., appointment reminders)
- Improve website performance, security, and user experience
- Process billing, insurance claims, and payments
- Conduct internal quality improvement, staff training, and compliance audits
- Fulfill any purpose disclosed to you at the time of collection or as otherwise required by law
4. Cookies & Tracking
We use first-party cookies and Google Analytics to recognize repeat visitors, streamline login, and measure aggregate site traffic. You can disable cookies in your browser; however, some site features may not function properly.
5. Digital Privacy & SMS Communication Policy
5.1 Method of Communication
PBW uses Spruce Health’s secure platform to send SMS text messages to current or prospective families who opt in to digital communication.
5.2 Messaging Costs
By opting in, you acknowledge responsibility for any carrier fees (text, data, roaming, or toll charges).
5.3 Opt-In Content
Opt-in SMS messages may include:
- Information about PBW services and admission steps
- Scheduling reminders or updates
- A clear option to unsubscribe
5.4 Opt-Out
To stop receiving SMS messages, reply STOP. We will confirm and cease texting that number.
6. Sharing & Disclosures
PBW does not sell or rent your personal data or SMS consent to third parties. We disclose information only:
- For payment: to insurers or billing partners to secure reimbursement
- To trusted service providers: e.g., our HIPAA-compliant EMR vendor, under Business Associate Agreements
- When required by law: court orders, child-abuse reports, public-health requests
- To protect rights and safety: of PBW, our clients, or the public
7. Data Security
We protect information with industry-standard safeguards, including encryption, Secure Sockets Layer (SSL), firewalls, and role-based access controls within our HIPAA-compliant EMR.
8. Children’s Privacy Online
Our website is intended for adults (parents/guardians). We do not knowingly collect personal information from children under 13 online.
9. Your Rights & Choices
- Access / Amend / Delete your personal data
- Opt out of marketing emails at any time
- Manage cookie preferences via your browser
- For PHI rights (access, amendment, accounting of disclosures, restrictions), see our Notice of Privacy Practices
10. Changes to This Policy
We may update this Policy periodically. Any revisions will be posted here with a new “Effective Date.” Continued use of the site or services constitutes acceptance of the revised Policy.
11. Contact Us
Questions or concerns?
Play-Based Wellness Behavioral Health, PLLC
Attn: Privacy Officer
208 N Allen Drive Heights
Allen, TX 75013
admin@play-basedwellness.com