Privacy Policy & Terms of Service

West Coast ABA
Effective Date: 1/1/2026

1. Overview

West Coast ABA we are committed to protecting the privacy, confidentiality, and security of all individuals we serve, including clients, caregivers, and website users. This policy outlines how we collect, use, disclose, and safeguard personal information and Protected Health Information (PHI) in accordance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Telephone Consumer Protection Act (TCPA).

2. Information We Collect

a. Personal Information

We may collect:

  • Name
  • Phone number
  • Email address
  • Mailing address
  • Insurance and billing information
  • Emergency contact information

b. Protected Health Information (PHI)

As a healthcare provider, we collect PHI including:

  • Diagnoses
  • Treatment plans
  • Behavioral data and session notes
  • Medical and developmental history relevant to ABA services

All PHI is maintained and protected in accordance with HIPAA requirements.

c. Communication Data

When communicating through platforms such as RingCentral, we may collect:

  • Call logs
  • SMS/MMS message content
  • Voicemail messages
  • Appointment and scheduling communications

3. How We Use Information

We use collected information strictly for legitimate healthcare and business purposes, including:

  • Providing ABA therapy services
  • Scheduling and confirming appointments
  • Clinical documentation and treatment planning
  • Billing and insurance processing
  • Communication with clients and caregivers
  • Internal quality assurance and staff training

We do not use or disclose PHI for marketing purposes without explicit written authorization.

  • 1- SMS Consent Communication:
    The information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.

    2- Types of SMS Communications: 
    If you have consented to receive text messages from West Coast ABA, you may receive messages related to the following :

    • Conversational purposes

    Example: “Hello, this is… Reply STOP to opt out of SMS messaging from West Coast ABA.”

    3- Message Frequency:
    Message frequency may vary depending on the type of communication. For example, you may receive up to 1-5 SMS messages per week related to conversational purposes.

    4- Potential Fees for SMS Messaging:
    Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

    5- Opt-In Method:
    You may opt in to receive SMS messages from West Coast ABA in the following ways:

    • By filling out a paper\ electronic form.

    6- Opt-Out Method:
    You can opt out of receiving SMS messages at any time. To do so, simply reply “STOP” to any SMS message you receive. Alternatively, you can contact us directly to request removal from our messaging list.

    7- Help:
    If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at info@westcoastaba.org
    Additional Options:

    • If you do not wish to receive SMS messages, you can choose not to check the SMS consent box on our forms.
    8- Standard Messaging Disclosures:
    • Message and data rates may apply.
    • You can opt out at any time by texting “STOP.”
    • For assistance, text “HELP” or visit our privacy policy and terms of service
      https://westcoastaba.org/policies/
    • Message frequency may vary

Important Disclosures:

  • SMS messaging is not a fully secure communication method. While safeguards are in place, confidentiality cannot be guaranteed.
  • Message frequency varies.
  • Message and data rates may apply.
  • Consent to receive SMS messages is not a condition of receiving services.

5. Disclosure of Information

We do not sell, rent, or share personal information with third parties for marketing purposes. SMS consent is not shared with 3rd parties

Information may only be disclosed:

  • To authorized employees and clinicians involved in care
  • To insurance providers for billing purposes
  • To HIPAA-compliant business associates (e.g., RingCentral)
  • When required by law (e.g., mandated reporting, court orders)
  • To prevent serious and imminent threats to health or safety

6. Data Security

We implement appropriate safeguards to protect information, including:

  • HIPAA-compliant systems and practices
  • Role-based access controls
  • Secure data storage
  • Encryption where applicable
  • Staff training on confidentiality and data protection

7. Your Rights

You have the right to:

  • Access your records
  • Request corrections to your information
  • Request restrictions on certain disclosures
  • Receive an accounting of disclosures
  • Withdraw consent for communications, including SMS

Requests can be made by contacting us at the information below.

8. Data Retention

We retain records in accordance with federal and state laws governing healthcare documentation. When information is no longer required, it is securely destroyed.

9. SMS Terms of Service

By opting into SMS from a web form or other medium, you are agreeing to receive SMS messages from West Coast ABA. This includes SMS messages related to:

  • Appointment scheduling and reminders
  • Service updates and coordination
  • Administrative notifications

Message frequency varies. Message and data rates may apply.

You can opt out at any time by replying STOP to any message.
For assistance, reply HELP or contact us directly.

Consent to receive SMS messages is not required as a condition of receiving services.

For more information, please review this Privacy Policy:
https://westcoastaba.org/policies/

10. Contact Information

West Coast ABA
Email: info@westcoastaba.org
Website: https://westcoastaba.org