Privacy Policy

Effective Date: March 2026

The Children's Circle ("we," "our," or "us") is committed to protecting the privacy and security of the personal and health information entrusted to us by the families and children we serve. This Privacy Policy explains how we collect, use, disclose, and safeguard your information.

Information We Collect

We may collect the following types of information in connection with our services:

• Personal information such as names, addresses, phone numbers, and email addresses of parents, guardians, and children
• Date of birth and age of children receiving services
• Insurance and Medicaid information
• Health and behavioral health information necessary for evaluations and treatment
• Educational records and developmental assessments
• Information submitted through our website forms, including enrollment and contact requests

How We Use Your Information

We use the information we collect to:

• Provide mental health counseling, care management, early intervention, ABA therapy, and other services
• Conduct evaluations and develop individualized treatment plans
• Communicate with families about services, appointments, and follow-ups
• Process insurance claims and Medicaid billing
• Comply with federal, state, and local regulations, including reporting requirements
• Improve the quality of our services and operations

HIPAA Compliance

As a healthcare services provider, The Children's Circle complies with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable federal and New York State privacy regulations. We maintain administrative, technical, and physical safeguards to protect the confidentiality and integrity of protected health information (PHI).

We will not use or disclose your protected health information without your written authorization except as permitted or required by law, including for treatment, payment, and healthcare operations.

Information Sharing

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

• With authorized healthcare providers and specialists involved in your child's care
• With Medicaid and insurance providers for billing and claims processing
• With the New York State Department of Education or other regulatory agencies as required
• As required by law, including in response to a court order or legal process
• With your explicit written consent

Data Security

We implement reasonable security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include secure electronic records systems, staff training on privacy and confidentiality, and physical safeguards for paper records.

Your Rights

You have the right to:

• Access and obtain copies of your child's health records
• Request corrections to inaccurate information
• Request restrictions on certain uses and disclosures of your information
• Receive an accounting of disclosures of your health information
• File a complaint if you believe your privacy rights have been violated

SMS/Text Messaging Privacy

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

The Children's Circle We respect your privacy. We use information you provide to send and respond to your mobile messages. This includes sharing it with platform providers, phone companies, and other vendors who help us deliver messages. We won't share mobile information with third parties for marketing. Text messaging originator opt-in data and consent are exempt from this. We may disclose information to satisfy legal, regulatory, or governmental requests, avoid liability, or protect our rights or property. This policy applies to your use of the Text Message Service and doesn't modify our general Privacy Policy, which may govern our relationship with you in other contexts.

Website Information

When you visit our website, we may collect standard technical information such as your browser type, IP address, and pages visited. This information is used to improve site performance and is not linked to personally identifiable information. If you submit a form on our website, the information you provide is used solely for the purpose stated on the form.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.