Privacy Policy | Autism Support Coach

Effective Date: August 9, 2025
Last Updated: August 9, 2025

Autism Support Coach (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services or visit our website.

We provide two distinct categories of services:

Parent Coaching / “Ask Me Anything” (AMA) Program – Nationwide (educational coaching and support, not ABA therapy, available in the United States).
BCBA-Led ABA Therapy & Respite – Virginia Only (licensed medical services provided exclusively to residents of Virginia).

This Privacy Policy applies to both categories, with important differences outlined below.

1. HIPAA Applicability – Please Read First

HIPAA Applies: Only to clients receiving ABA therapy or BCBA-led respite in Virginia under a signed service agreement. All Protected Health Information (PHI) for these clients is collected, stored, and disclosed in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Virginia laws.
HIPAA Does Not Apply: To participants in the nationwide Parent Coaching / AMA Program. While we maintain strict privacy safeguards for your personal information, these coaching services are not HIPAA-covered and may use non-HIPAA platforms such as Facebook Groups, Slack, Zoom, Circle, or Voxer.

2. Information We Collect

For Parent Coaching / AMA Program (Nationwide)

Personal Information: Name, email address, payment details, and contact preferences.
User Content: Posts, questions, comments, and other content submitted in group platforms.
Technical Data: Device type, browser type, IP address, and usage data.

For ABA Therapy & Respite (Virginia)

Personal Identifiers: Name, address, date of birth, phone number, and emergency contact details.
Health Information: Assessment results, treatment plans, progress notes, and session documentation.
Insurance & Payment Data: Policy numbers, authorization information, and billing details.
Technical Data: Telehealth session logs, platform usage, and secure communications records.

3. How We Use Your Information

We may use your information to:

Deliver and manage services.
Process payments and billing.
Respond to inquiries and provide customer support.
Maintain compliance with legal, regulatory, and ethical requirements.
Improve website functionality and user experience.

4. How We Share Your Information

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

With Service Providers: To process payments, host platforms, or provide related support services.
With Your Consent: When you give explicit permission to share specific information.
For ABA Therapy Clients: As required for insurance billing, care coordination, and legal compliance.
When Required by Law: In response to subpoenas, court orders, or other legal processes.

5. Third-Party Platforms

Coaching Services:
We may use platforms such as Facebook Groups, Slack, Zoom, Circle, or Voxer. These platforms have their own privacy policies and may not be HIPAA-compliant. Information shared in group settings may be visible to other members.

ABA Therapy Services:
We use HIPAA-compliant platforms for telehealth, secure messaging, and documentation. Access is limited to authorized personnel only.

6. Data Retention

ABA Therapy Clients: We retain PHI for the period required by Virginia law (typically a minimum of 6 years) unless a longer retention period is required by your insurance provider.
Coaching Program Members: We retain personal information for as long as your account is active or as needed to provide the service, after which it may be deleted or anonymized.

7. Your Rights

ABA Therapy Clients (HIPAA Covered):

Right to access and obtain a copy of your PHI.
Right to request amendments to your PHI.
Right to request restrictions on certain uses and disclosures.
Right to receive an accounting of disclosures.

Coaching Program Participants:

Right to request access to or deletion of your personal information.
Right to opt-out of marketing communications.

To exercise your rights, contact us at: [Your Contact Email]

8. Security Measures

We use reasonable administrative, technical, and physical safeguards to protect your information. While we strive to use secure measures for all services, no method of transmission over the Internet or storage system is 100% secure.

9. Children’s Privacy

We do not knowingly collect personal information directly from children under 13 without parental consent. Parents or legal guardians enrolling minors in services are responsible for providing accurate information.

10. Changes to This Privacy Policy

We may update this policy from time to time. Changes will be posted on this page with the “Last Updated” date updated accordingly.

11. Contact Us

If you have any questions about this Privacy Policy, HIPAA applicability, or your rights, contact us at:
matt@autismsupportcoach.com