Privacy Policy
Website, School District, Private-Pay Therapy, Camp, and Related Privacy Practices
Last updated: September 23, 2026
Introduction
This privacy policy explains how TheraWide® may collect, use, share, and protect personal information when you use our website, contact us, receive therapy or other services, participate in a camp or program, apply for a position, or work with us through a school district.
This policy is written in plain language. Some information may also be covered by a school district agreement, patient consent form, state law, FERPA, HIPAA, or a separate Notice of Privacy Practices. When a more specific law or notice applies, that rule controls for that information.
Please do not send student records, IEPs, medical records, diagnoses, or other sensitive health or education information through a general website contact form unless TheraWide® specifically directs you to an approved secure method.
1. Who this policy covers
This policy applies to TheraWide® websites, general contact forms, school district inquiries, private-pay therapy services, camps, career inquiries, and related administrative activities.
2. Information we may collect
Website and contact information:
– Name, email address, telephone number, and preferred contact method.
– School district, organization, state, role, and service need.
– Information you choose to include in a message or inquiry form.
– Basic device, browser, IP address, date and time, and website activity used for security and website operation.
– Job application or recruiting information if you contact us about employment.
Therapy and service information:
– Patient, student, parent, guardian, or authorized representative contact information.
– Age, date of birth, school or district information, and other details needed to coordinate services.
– Referral information, evaluations, therapy goals, treatment or service plans, session notes, progress information, attendance, and scheduling records.
– Communications with families, school personnel, clinicians, and authorized team members.
– Consents, acknowledgements, authorizations, and other administrative records.
– Billing, payment, insurance, or transaction information when applicable.
– Information reasonably needed for safety, accessibility, accommodations, or participation in a program.
Camps and programs:
For camps or other child-focused programs, we may collect registration information, age, parent or guardian contact information, emergency contact information, payment information, and information needed to support safe participation.
3. How we use information
We may use personal information to:
– Respond to questions and requests.
– Determine whether TheraWide® services may fit a school, family, or participant need.
– Schedule, coordinate, document, and provide therapy or program services.
– Communicate with authorized school personnel, families, patients, and clinicians.
– Process billing and payments and manage business administration.
– Maintain, secure, and improve our website and systems.
– Recruit and evaluate applicants.
– Meet legal, licensing, contractual, insurance, compliance, and recordkeeping requirements.
– Protect the safety, rights, and security of TheraWide®, our clients, participants, and others.
4. School district and student information
When TheraWide® provides services for a school district, information about students may be protected by the Family Educational Rights and Privacy Act (FERPA), state student privacy laws, district policy, and the district contract.
TheraWide® uses school-provided student information only for the service or function for which it was provided, for related administrative needs, and as otherwise allowed by the applicable agreement and law. Access should be limited to people who need the information to perform authorized work.
School personnel should use the district-approved method for sending student records. General website forms should not be used to send IEPs, evaluations, medical records, student identifiers, or other protected student records unless the district and TheraWide® have approved that method for secure transmission.
5. Private-pay therapy and health information
Private-pay therapy may involve health information, including evaluations, diagnoses or clinical impressions, therapy goals, treatment notes, progress information, scheduling information, and billing records.
If TheraWide® is acting as a HIPAA-covered health care provider for a service, protected health information is subject to HIPAA and the applicable Notice of Privacy Practices. That notice explains in more detail how protected health information may be used or disclosed and the rights available to the patient or personal representative.
This website privacy policy does not replace a HIPAA Notice of Privacy Practices when one is required.
6. Teletherapy and electronic communication
TheraWide® may use video, portal, email, telephone, text, or other electronic tools to communicate or provide services.
For sensitive therapy or student information, use the secure platform or secure communication method TheraWide® or the school district directs you to use. Ordinary email and website forms should be treated as general communication channels unless we specifically identify them as approved for protected information.
If a therapy session is ever recorded, TheraWide® will provide any notice and obtain any permission required by applicable law or contract before recording.
7. Payments and billing
Payment information may be handled by TheraWide® or by a payment processor, depending on how payment is made. Payment processors may collect card or bank information directly under their own privacy and security terms.
TheraWide® may receive transaction details such as payment status, amount, date, and a limited account reference needed for billing and accounting.
8. When we may share information
We may share information only when there is a legitimate reason to do so, including with:
– TheraWide® clinicians, employees, and authorized contractors who need the information to perform their work.
– School district personnel or other authorized education team members when needed for contracted school services.
– Technology, hosting, teletherapy, cloud, email, security, billing, payment, scheduling, and other service providers that support our operations.
– Professional advisors, insurers, auditors, or legal counsel when reasonably necessary.
– Government agencies, regulators, law enforcement, courts, or other parties when disclosure is required or permitted by law.
– Another person or organization when you or an authorized representative gives valid permission.
– A successor organization in a lawful merger, acquisition, reorganization, or transfer, subject to applicable privacy obligations.
TheraWide® does not use identifiable student education records or identifiable therapy records for targeted advertising.
9. Cookies and website technology
Our website may use cookies and similar technology that are necessary for website operation, security, preferences, forms, and basic performance measurement.
If analytics or other optional technologies are enabled, they may collect information such as pages visited, device type, approximate location based on IP address, referral source, and interaction with the site.
Where law requires a choice or opt-out for certain tracking, we will provide the required notice or control. Browser settings may also allow you to block or delete cookies, although some website features may not work correctly after cookies are blocked.
10. Children and minors
The public TheraWide® website is primarily intended for parents, guardians, school personnel, professionals, and other adults seeking information about services. We do not ask children to submit sensitive personal information through general website forms.
Information about a minor may be collected when a parent, guardian, school district, or other legally authorized person arranges therapy, camp participation, or another service. That information is handled according to the authorization, applicable law, and any school or service agreement.
11. How long we keep information
We keep personal information only as long as reasonably needed for the purpose for which it was collected and to meet legal, contractual, licensing, insurance, tax, audit, safety, and recordkeeping obligations.
Therapy and student records may have specific retention requirements that vary by state, payer, district contract, age of the patient or student, and type of record. When information is no longer required, it may be securely deleted, destroyed, de-identified, or archived as allowed by law and policy.
12. How we protect information
TheraWide® uses reasonable administrative, technical, and physical safeguards designed to protect personal information. Safeguards may include access controls, secure accounts, encryption where appropriate, vendor controls, workforce training, and procedures for handling sensitive information.
No website, email system, internet connection, or electronic storage system can be guaranteed to be completely secure. If a privacy or security incident requires notice under applicable law, TheraWide® will provide the required notice.
13. Your choices and privacy rights
Depending on the type of information, where you live, and which laws apply, you may be able to:
– Ask what personal information we maintain about you.
– Request access to or a copy of certain information.
– Ask us to correct inaccurate information.
– Request deletion of certain information, subject to legal and recordkeeping exceptions.
– Ask us to use a different method to contact you when available.
– Unsubscribe from optional marketing messages.
– Ask questions or raise a privacy concern without retaliation for exercising a legal privacy right.
Health information and education records may have additional rights and procedures under HIPAA, FERPA, state law, or a school district process. We may need to verify identity or authority before completing a privacy request.
14. California and other state privacy rights
Some state privacy laws provide additional rights for residents when the law applies to a particular business and type of information. These rights may include rights to know, access, correct, delete, opt out of certain sales or sharing, limit certain uses of sensitive personal information, and receive equal service when exercising a privacy right.
If TheraWide® is subject to a state consumer privacy law for your request, we will provide the rights and response process required by that law. Health information, education records, employment information, and other categories may be covered by separate laws or exemptions.
Where legally required, TheraWide® will honor applicable browser-based opt-out preference signals, such as Global Privacy Control, for activities covered by the applicable law.
15. Links and services operated by others
Our website may link to portals, payment services, scheduling tools, job platforms, social media pages, or other websites operated by third parties. Their privacy practices are controlled by their own policies.
Review the privacy terms of the service you are using, especially before submitting sensitive information.
16. Changes to this policy
We may update this policy when our services, technology, legal requirements, or privacy practices change. The date at the top of the policy shows when it was last updated. If a change is significant, we may provide additional notice when required by law.
17. Contact us
Questions about privacy, requests for a secure method to send information, or privacy-rights requests may be directed to:
Email: support@therawide.com
Phone: (888) 648-4372
Website: https://www.TheraWide.com