1. Acceptance of Terms
By using this website, communicating with us electronically (including Spruce or SMS), or receiving services from Play-Based Wellness Behavioral Health, PLLC (“PBW,” “we,” “us,” “our”), you agree to the policies and responsibilities described below. If you do not agree, please discontinue use of the site and services.
2. Scope
These Terms apply to:
- All visitors to www.play-basedwellness.com
- All clients, prospects, or caregivers who communicate with PBW by phone, email, Spruce, SMS, or any other channel
- All workforce members, contractors, and business associates handling information systems or media containing electronic Protected Health Information (“ePHI”)
3. Key Definitions
| Term | Meaning |
|---|---|
| Backup | An electronic copy of data for recovery in case of loss. (Full, Incremental, or Snapshot backups may be used.) |
| Electronic Media | Any device or medium (e.g., hard drive, USB, cloud storage, tapes) that stores or transmits ePHI. |
| Protected Health Information (PHI) | Individually identifiable health information, whether electronic, paper, or oral, relating to an individual’s past, present, or future health, treatment, or payment. |
| Electronic Protected Health Information (ePHI) | PHI created, stored, or transmitted by electronic means. |
| Hardware | Physical computer components and peripherals. |
| Off-Site | A secure location physically separate from where the data originated. |
4. HIPAA & ePHI Compliance
4.1 Commitment
PBW maintains administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of PHI/ePHI in accordance with HIPAA and Texas law.
4.2 Responsibilities
- Security Officer – Oversees backup processes, assigns duties, maintains movement logs for hardware/media, and tests data-restore procedures.
- IT & Workforce Members – Follow approved backup schedules, secure media on-site and off-site, and complete required HIPAA training.
4.3 Backup Strategy
- Daily incremental backups of all systems containing ePHI
- Weekly full (snapshot) backups
- Backups stored in an encrypted, access-controlled off-site facility (Business Associate Agreement on file)
- Quarterly restore testing with documented results
4.4 Media Handling
Media containing ePHI is:
- Logged, labeled, and transported in a locked container when moved off-site.
- Sanitized or destroyed according to NIST 800-88 guidelines when retired.
5. Digital Privacy & SMS Communication (Spruce)
- SMS messages are sent only to families who opt in.
- Standard carrier rates apply; PBW does not charge additional texting fees.
- Reply STOP to opt out at any time.
- SMS consent is never sold or shared.
6. Equal Opportunity Employment
PBW is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, veteran status, genetic information, or any legally protected characteristic. Reasonable accommodations are available unless they impose undue hardship. Retaliation against anyone who reports or participates in an investigation of discrimination or harassment is strictly prohibited.
7. Documentation & Retention
All records required by these policies (backup logs, training rosters, movement logs, restore tests) are retained for six years from date of creation or last effective date, whichever is later.
8. Violations & Sanctions
Failure to comply with these Terms or HIPAA safeguards may result in:
- Corrective action up to termination of employment or contract
- Termination of business relationships with vendors or partners
- Civil or criminal penalties as permitted by law
9. Changes to These Terms
PBW may update these Terms, policies, or disclosures at any time. Revised versions will be posted with a new Effective Date. Continued use of the site or services indicates acceptance of the updated Terms.
10. Contact Information
Privacy & Security Officer
Play-Based Wellness Behavioral Health, PLLC
208 N Allen Drive Heights
Allen, TX 75002
admin@play-basedwellness.com