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Preferred Behavioral Health Agency, LLC (“PBHA,” “Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and health information. This Privacy Policy and Notice of Privacy Practices (“Notice”) explains how we collect, use, disclose, and safeguard information obtained through our website, client portals, telehealth platforms, and services (collectively, the “Site”).

This Notice applies to services provided in the following states:
Nevada (NV), Texas (TX), Alabama (AL), Georgia (GA), and Virginia (VA).

By using our Site or services, you acknowledge and agree to the practices described below.

1. Information We Collect

A. Personal Identifiable Information (PII)

We may collect:

• Full name

• Email address

• Phone number

• Mailing address

• Date of birth

• Emergency contact information

• Employment or application information

B. Protected Health Information (PHI)

When providing clinical or behavioral health services, we may collect PHI, including:

• Mental health history and assessments

• Intake and consent forms

• Diagnoses and treatment plans

• Session notes and clinical documentation

• Appointment and service records

PHI is handled in strict compliance with HIPAA and applicable state laws.

C. Payment & Insurance Information

• Insurance carrier and policy details

• Billing and claims data

• Payment transaction records

Payment data is processed through secure, third-party payment processors. PBHA does not store full credit card numbers.

D. Technical & Usage Data

Automatically collected data may include:

• IP address

• Browser and device type

• Pages visited

• Cookies and similar tracking technologies

• Date and time of site access

2. How We Collect Information

We collect information through:

• Website contact, intake, and employment forms

• Client portals and telehealth systems

• Email, SMS, phone, and virtual communications

• Cookies and analytics tools

• Third-party scheduling, billing, and EHR platforms

3. Why We Collect Information

We collect information to:

• Provide behavioral health and support services

• Schedule appointments and communicate with clients

• Process payments and insurance claims

• Maintain clinical records and continuity of care

• Meet legal, regulatory, and licensing requirements

• Improve website functionality and service delivery

• Protect patient safety and operational integrity

4. Cookies & Tracking Technologies

Our Site uses cookies to:

• Improve performance and usability

• Analyze traffic and usage patterns

• Remember preferences

You may disable cookies through your browser settings; however, some features may not function properly.

5. Sharing of Information

We do not sell personal or health information.

We may share information only as permitted by law, including with:

• Healthcare providers involved in your care

• Insurance companies and Medicaid MCOs for billing

• HIPAA-compliant vendors (EHRs, telehealth platforms, billing services)

• Payment processors

• Legal or regulatory authorities when required

All vendors are required to safeguard information and comply with applicable privacy laws.

HIPAA NOTICE OF PRIVACY PRACTICES

This section describes how Protected Health Information (PHI) may be used and disclosed and how you can access your information.

6. Our HIPAA Responsibilities

We are required by law to:

• Maintain the privacy of your PHI

• Provide you with this Notice

• Follow the terms of this Notice

• Notify you in the event of a breach of unsecured PHI

7. Uses & Disclosures of PHI

We may use and disclose PHI for:

Treatment

Sharing information with healthcare professionals involved in your care.

Payment

Billing insurance providers, Medicaid programs, or collecting payment for services.

Healthcare Operations

Quality improvement, training, audits, compliance, and administrative functions.

Legal & Safety Requirements

When required by law, court order, or to prevent serious harm.

8. Your HIPAA Rights

You have the right to:

• Access and obtain copies of your health records

• Request corrections or amendments

• Request restrictions on certain uses or disclosures

• Request confidential communications

• Receive an accounting of disclosures

• File a complaint without retaliation

Requests must be submitted in writing using the contact information below.

9. State-Specific Privacy Rights

Residents of NV, TX, AL, GA, and VA may have additional rights under state law, including:

• The right to access and correct personal data

• The right to request deletion where permitted

• The right to opt out of certain disclosures

• The right to file a complaint with state authorities

PBHA complies with all applicable state privacy and healthcare laws.

10. Minors’ Privacy

We do not knowingly collect personal information from children under 13 without verified parental or legal guardian consent.

For minors receiving services, information is handled according to:

• HIPAA

• State consent and guardianship laws

• Clinical and safety requirements

Parents or legal guardians may request access or deletion of a minor’s information where permitted by law.

11. Data Security

We use administrative, technical, and physical safeguards, including:

• Encryption

• Secure servers

• Access controls

• HIPAA-compliant software platforms

While we take reasonable steps to protect data, no system can be guaranteed 100% secure.

12. Data Retention

Information is retained:

• As required by federal and state healthcare laws

• In accordance with clinical record retention standards

• For billing, legal, and compliance purposes

13. Changes to This Policy

We may update this Privacy Policy and HIPAA Notice at any time. Updates will be posted on our Site and take effect immediately upon posting.

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