Privacy Policy | House of Hearts ABA

01Introduction

House of Hearts ABA, LLC ('House of Hearts,' 'we,' 'our,' or 'us') respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information about you when you visit houseofheartsaba.com, communicate with us, or use our services. If you are a current patient or family receiving care, please also review our HIPAA Notice of Privacy Practices, which describes how we handle protected health information specifically.

02Information We Collect

Information you provide directly

Name and contact information (email, phone, address)
Your child's name, date of birth, and care-related information
Insurance information (carrier, plan, member ID, group number)
Demographic information
Reasons for contacting us
Resume and employment history if you apply for a position
Organization information if you pitch a partnership
Payment information if you become a self-pay client

Information collected automatically

IP address
Browser type and version
Device type and operating system
Pages visited and time spent
Referring website
Date and time of visit
General geographic location
Cookies and similar technologies (see our Cookie Policy)

Information from third parties

Insurance carriers (to verify eligibility and benefits)
Healthcare providers who refer you with your permission
Step Up For Students if you participate in FES-UA
Background check providers for job applicants
Service providers including analytics, email marketing, and CRM platforms

03How We Use Your Information

We use information to provide our services and respond to your inquiries; verify insurance benefits and process claims; schedule and deliver clinical care; maintain medical records as required by law; communicate with you about your care, account, and our services; improve our website and services; comply with legal obligations; recruit, hire, and manage our workforce; process payments; protect the security and integrity of our systems; and send marketing communications if you have explicitly opted in.

04How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances.

With your written authorization
For treatment, payment, and healthcare operations as described in our HIPAA Notice of Privacy Practices
With service providers including Stedi (benefits verification), CentralReach (electronic health records), Monday.com Enterprise HIPAA (CRM), Twilio and RingCentral (communications), Dropbox Sign (e-signatures), Vercel (hosting), Supabase Pro with HIPAA add-on (database), Anthropic Claude API (AI features), and Google Workspace (email and productivity)
All service providers handling protected health information have signed Business Associate Agreements with us
With your insurance carrier to verify benefits and process claims
With referring providers with your authorization
With state Medicaid programs as required
With Step Up For Students if you participate in FES-UA
With law enforcement and regulators when required by law
In business transfers if House of Hearts is acquired or merged, subject to the same protections

05Your Privacy Rights

You have the right to know what personal information we collect about you; request access to your personal information; request correction of inaccurate information; request deletion of your information, subject to legal requirements to retain medical records; opt out of marketing communications; and withdraw your authorization for certain uses and disclosures. California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, correct, opt out of sale or sharing, and limit the use of sensitive personal information. We do not sell personal information.

06Children's Privacy

Our services are provided to children with their parent or guardian's authorization. Information about children is collected and used in accordance with the Children's Online Privacy Protection Act (COPPA) and the Health Insurance Portability and Accountability Act (HIPAA). Parents have the right to review their child's information, request corrections, and request deletion subject to legal requirements to retain medical records.

07How We Protect Your Information

We use administrative, physical, and technical safeguards to protect your information. These include encryption in transit and at rest for protected health information, HIPAA-compliant infrastructure across all systems that handle protected health information, role-based access controls, regular security audits, employee training on privacy and security, and signed Business Associate Agreements with every vendor handling protected health information. No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to protect your information at every step.

08Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before sharing any personal information.

09Updates to This Policy

We may update this Privacy Policy from time to time. The Effective Date at the top of this page will reflect the most recent revision. Material changes will be communicated to current patients in writing.

10Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact our Privacy Officer.

House of Hearts ABA, LLCPrivacy OfficerEmail: privacy@houseofheartsaba.comPhone: 305-209-3144Fax: 305-703-4994Mailing address: To be confirmed at launch.