PRIVACY POLICY
Kind Nest Academy LLC (“Kind Nest Academy,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information of the children, families, and visitors who interact with our services and our website. We are a licensed applied behavior analysis (ABA) provider operating in the Commonwealth of Virginia, and we deliver services in accordance with applicable Virginia behavioral health regulations and the BACB Ethics Code.
This Privacy Policy explains how we collect, use, disclose, and protect information when you visit kindnestacademy.com or receive services from us. By using this website, you agree to the practices described here.
SECTION 01
Who we are
Kind Nest Academy LLC is a Virginia limited liability company providing person-centered ABA therapy to children and families in Northern Virginia. Our office is located at 11813 Brockman Lane, Great Falls, VA 22066. We are the controller of the personal information described in this policy.
This policy covers both our public website and the information families share with us in the course of receiving services. Clinical information is additionally protected under federal and state health privacy law, described in Section 04.
SECTION 02
Information we collect
Information you provide
We may collect personal information you voluntarily give us, including:
- Parent or guardian name and contact information
- Your child’s name, age, and relevant developmental information
- Information related to ABA therapy services and treatment planning
- Insurance and billing information
- Information submitted through our website contact and newsletter forms
- Any other information you choose to provide
Information created during services
When providing ABA therapy, we collect and maintain records relating to your child’s assessment, treatment goals, session data, progress, and behavioral support needs, in accordance with applicable privacy laws and professional standards.
Information collected automatically
Like most websites, ours records limited technical information when you visit, which may include your IP address, browser type and version, device type, operating system, the pages you viewed, the date and time of your visit, and the site that referred you.
Information we do not collect
We do not sell personal information. We do not collect Social Security numbers, financial account numbers, or biometric data through this website, and we do not use this website for targeted advertising.
Please do not submit detailed medical records through this website. Our web forms and general email are not a secure channel for clinical reports, diagnostic evaluations, or insurance documents. Once we connect, we will tell you how to send those to us securely.
SECTION 03
How we use information
We may use collected information to:
- Provide individualized ABA therapy services
- Develop, manage, and adjust treatment plans
- Communicate with families, caregivers, and other service providers
- Schedule appointments and respond to inquiries
- Verify insurance eligibility and process billing and claims
- Send information you requested, such as intake paperwork or program details
- Maintain, secure, and improve our website and services
- Detect and prevent fraud, spam, and misuse of our forms
- Comply with legal, regulatory, and professional requirements
SECTION 04
Health information and HIPAA
As a provider of behavioral health services, Kind Nest Academy takes the confidentiality of protected health information (“PHI”) seriously. PHI created or received in the course of providing services to your family — including assessments, treatment plans, session notes, and billing records — is handled in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Virginia law.
The specific protections that apply to PHI are set out in our Notice of Privacy Practices, which describes in detail how we may use and disclose health information and the rights you hold over it, including the right to inspect and copy records, request amendments, request restrictions on disclosure, request confidential communications, and receive an accounting of disclosures. We provide the Notice at intake, and you may request a copy at any time.
Where the two documents meet: if you share health-related details through a website form before becoming a client, we treat that information with the same confidentiality, and it moves into your protected record if you go forward with services.
SECTION 05
Children’s privacy
Our services are designed to support children and families, and information about a child is often the most sensitive information a family shares. We collect only what is needed to determine whether our services fit and to deliver care well.
This website is intended for parents, caregivers, and referring professionals. Consistent with the Children’s Online Privacy Protection Act (COPPA), we do not knowingly collect personal information online directly from children under 13 without the involvement and verifiable consent of a parent or legal guardian.
If you believe a child has submitted information to us without a parent’s or guardian’s involvement, contact us at info@kindnestacademy.com and we will delete it promptly.
SECTION 06
When we share information
We do not sell, rent, or trade personal information, and we do not share it for targeted advertising. We share information only when necessary to provide services or when permitted or required by law, including with:
- Parents or legal guardians.
- Insurance providers and payers, for eligibility verification, authorization, and claims processing.
- Healthcare providers and professionals involved in care, for treatment and care coordination.
- Educational or support teams, such as schools and IEP teams, with appropriate written authorization.
- Service providers who assist with business operations website hosting, email delivery, scheduling, electronic records, and claims processing. Vendors who may access protected health information do so under a written Business Associate Agreement.
- Legal and regulatory requirements, including court orders, subpoenas, licensing authorities, and mandatory reporting obligations under Virginia law.
- Safety, to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.
- Business changes, in connection with a merger, acquisition, or transfer of the practice, subject to the protections in this policy and applicable health privacy law.
SECTION 07
Website data and cookies
Our website collects certain information automatically, such as browser type, device information, pages visited, and general usage data. We use cookies and similar technologies in two categories:
- Essential cookies that keep the site functioning, remember form progress, and protect against spam submissions.
- Analytics cookies that tell us, in aggregate, which pages are visited and how visitors find us, so we can improve the site.
You may adjust your browser settings to block or delete cookies; if you block essential cookies, some website features including our contact forms may not function properly.
We honor the Global Privacy Control (GPC) signal where your browser sends one, and we do not use this website to track your activity across other websites over time.
SECTION 08
Email, text, and newsletter
We send our newsletter and other marketing messages only to people who have asked to receive them. Every message includes an unsubscribe link, and we act on unsubscribe requests promptly. Newsletter sign-up information is used to send the newsletter and is not sold or shared for others’ marketing.
Separately, we may send appointment reminders, scheduling messages, and other service-related communications to current families. These are part of your care and are not marketing. If you prefer a specific contact method or a confidential channel, tell us and we will accommodate reasonable requests.
Unsubscribing from marketing never affects the care your family receives.
SECTION 09
How we protect information
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or misuse. These include encryption of data in transit, access controls that limit records to staff with a legitimate need, unique user accounts and audit logging, workforce privacy and security training, and written agreements with vendors who handle protected information.
No method of electronic transmission or storage is completely secure. Standard email and web forms are not encrypted end to end, so please avoid sending sensitive records through them unless we have provided a secure link.
If a breach affecting protected health information occurs, we will notify affected individuals and the appropriate authorities as required by the HIPAA Breach Notification Rule and Virginia law.
SECTION 10
How we protect information
We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or misuse. These include encryption of data in transit, access controls that limit records to staff with a legitimate need, unique user accounts and audit logging, workforce privacy and security training, and written agreements with vendors who handle protected information.
No method of electronic transmission or storage is completely secure. Standard email and web forms are not encrypted end to end, so please avoid sending sensitive records through them unless we have provided a secure link.
If a breach affecting protected health information occurs, we will notify affected individuals and the appropriate authorities as required by the HIPAA Breach Notification Rule and Virginia law.
SECTION 11
Your rights and choices
Depending on applicable law, you may ask us to:
- Confirm whether we hold personal information about you, and provide a copy
- Correct information that is inaccurate or incomplete
- Delete information we are not required to retain
- Provide a portable copy of your data
- Stop sending marketing messages
- Restrict certain uses or disclosures
Virginia residents
The Virginia Consumer Data Protection Act gives Virginia residents rights to access, correct, delete, and obtain a portable copy of personal data, and to opt out of targeted advertising, the sale of personal data, and certain profiling. We do not engage in those activities. Note that protected health information governed by HIPAA is exempt from the VCDPA and is handled under our Notice of Privacy Practices instead.
Making a request
Email info@kindnestacademy.com with the subject line “Privacy Request,” or call us at 571.353.4475. We will verify your identity before acting, respond within 45 days, and let you know if we need additional time. There is no fee for a reasonable request. If we deny a request, we will explain why and how to appeal.
We will never deny services, charge a different price, or provide a lower level of care because you exercised a privacy right.
SECTION 12
Your rights and choices
Our website may contain links to third-party websites, resources, or services. Kind Nest Academy is not responsible for the privacy practices, content, or security of external websites. We encourage you to review the privacy policy of any third-party site before sharing information with it.
SECTION 13
Changes to this policy
Kind Nest Academy may update this Privacy Policy from time to time as our services, technology, or legal obligations change. Any changes are posted on this page with an updated effective date, which always reflects the current version. If we make a material change to how we handle your information, we will post a notice on this page and, where appropriate, contact current families directly.
SECTION 14
How to reach us
For questions about this policy, to make a privacy request, or to raise a concern about how your family’s information was handled, contact our Privacy Officer:
info@kindnestacademy.com
571.353.4475
If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, at hhs.gov/ocr/complaints. We will not retaliate against you for filing a complaint.