Privacy Policy

This Privacy Policy covers information collected through our website, client portal, and text/email messaging — things like your contact details, appointment history, and communications with our office.

Your clinical record — diagnoses, treatment notes, and other protected health information created during your care — is governed separately by our Notice of Privacy Practices under HIPAA, which we provide at intake and which is available on request. Where the two overlap, the Notice of Privacy Practices controls how we handle your protected health information.

We collect information you give us directly, such as:

• Contact & identity information — name, date of birth, phone number, email, and mailing address;
• Appointment & scheduling information — appointment times, session type, and provider;
• Communications — messages you send through the portal, secure messaging, and text messages exchanged with our office;
• Billing information — insurance details and payment records (full card numbers are handled by our payment processor, not stored by us); and
• Account credentials — your portal username and password (stored in encrypted form).

We also collect some information automatically, such as device type, browser, and general usage data, to keep the Service secure and working correctly.

We use the information above to:

• Schedule, confirm, and remind you about appointments;
• Send you account and service notices, including through text message;
• Process payments and manage billing with your insurance;
• Operate, secure, and improve the portal and our communication systems; and
• Meet our legal, regulatory, and record-keeping obligations.

We do not sell your personal information, and we do not use it to serve you third-party advertising.

We share information only as needed to run the Service and our practice:

Any service provider we share information with is bound by contract to protect it and use it only to provide services to us — not for their own purposes.

We retain account, appointment, and communications information for as long as your account is active, and afterward for as long as required by our record-retention obligations under Virginia law and applicable clinical record-keeping requirements. Text messaging opt-in records are kept for as long as needed to honor your opt-in or opt-out choice.

You can:

• Opt out of texts at any time by replying STOP to any message;
• Update your contact information through the portal or by contacting our office;
• Request a copy or correction of the personal information we hold about you, subject to applicable law and, for clinical records, the process described in our Notice of Privacy Practices; and
• Ask us to deletenon-clinical account information, where we’re not required to retain it by law.

To exercise any of these, contact us at info@ptpcs.org or 540-307-0171.

We use encryption in transit and at rest, access controls limiting staff access to what their role requires, and regular review of our systems to protect your information. No system is completely immune to risk, but we treat the security of your information as core to how we operate the Service.

Where we provide services to minors, information about them is collected and managed through a parent or legal guardian’s account, in accordance with this policy and applicable law. We do not knowingly collect personal information directly from children through a self-managed account.

We may update this Privacy Policy as our practices change. If we make a material change, we’ll update the effective date above and, where required by law, notify you directly.

Questions about this policy, or about your information? Reach us using the contact details below.