Privacy Policy
Effective Date: 11/11/2026
Adler Therapy Group and Mental Health Services of Virginia, LLC
(collectively, the “Practice,” “we,” “our,” or “us”) are committed to
protecting the privacy and security of our patients, prospective patients,
website visitors, and other individuals who interact with us.
This Privacy Policy describes how we collect, use, disclose, store, and protect
personal information through our healthcare services, website, patient portal,
telephone communications, email, text messages, and other interactions.
By using our website, patient portal, or services, you acknowledge the
practices described in this Privacy Policy.
1. Information We Collect
We may collect information directly from you, from healthcare providers, from
insurance companies, through our patient portal, or through your use of our
website.
Personal Information
- Full name
- Date of birth
- Home or mailing address
- Email address
- Telephone number
- Emergency contact information
- Government-issued identification
- Employment information when relevant to treatment or billing
Health Information
- Medical history
- Mental health history
- Treatment records
- Evaluations and assessments
- Physician referrals
- Diagnostic reports
- Progress notes
- Treatment plans
- Medications
- Test results
- Care coordination records
Insurance and Billing Information
- Insurance carrier information
- Policy and group numbers
- Subscriber information
- Claims history
- Authorization information
- Billing records
- Payment information
Website and Technical Information
- IP address
- Device type
- Browser information
- Operating system
- Website activity and page interactions
- Referring websites
- Cookie and analytics data
2. How We Use Information
Treatment
- Provide healthcare services
- Assess patient needs
- Develop treatment plans
- Coordinate care
- Maintain clinical records
Payment and Healthcare Operations
- Verify insurance eligibility
- Obtain authorizations
- Submit claims
- Process payments
- Conduct quality improvement activities
- Perform administrative and operational functions
Communications
- Appointment reminders
- Scheduling communications
- Patient portal notifications
- Billing notices
- Treatment-related communications
- Service updates
Legal and Regulatory Compliance
- Comply with applicable laws and regulations
- Fulfill reporting obligations
- Respond to legal requests
- Protect patient safety and public health
3. HIPAA and Protected Health Information
To the extent applicable, the Practice complies with the Health Insurance
Portability and Accountability Act (“HIPAA”), related regulations, and
applicable state privacy laws.
Protected Health Information (“PHI”) includes information that identifies
an individual and relates to:
- Physical health conditions
- Mental health conditions
- Healthcare services received
- Payment for healthcare services
Our use and disclosure of PHI are governed by HIPAA, applicable state laws,
and our Notice of Privacy Practices.
4. When We Share Information
We do not sell personal information, protected health information, mobile
numbers, SMS opt-in data, or texting consent information.
For Treatment, Payment, and Healthcare Operations
Information may be shared with:
- Physicians
- Specialists
- Therapists
- Healthcare providers involved in care
- Health insurance carriers
- Claims administrators
With Business Associates
Including vendors providing:
- Electronic medical record systems
- Patient portals
- Billing services
- Secure cloud storage
- IT support
- Scheduling services
- Text messaging platforms
Such vendors are contractually obligated to protect information and maintain
appropriate safeguards.
Legal Requirements
- Compliance with federal and state laws
- Court orders and subpoenas
- Regulatory investigations
- Public health requirements
Safety and Protection
- Prevent serious harm
- Report abuse or neglect
- Comply with mandatory reporting obligations
- Protect the rights, safety, or property of others
5. SMS/Text Messaging Privacy
If you consent to receive text messages from the Practice, we may send
appointment reminders, scheduling notices, billing notices, patient portal
notifications, treatment-related communications, and other operational
messages.
- SMS consent is voluntary.
- Message frequency varies.
- Message and data rates may apply.
- Reply STOP to opt out.
- Reply HELP for assistance.
We do not sell, rent, share, or disclose mobile phone numbers, SMS consent
records, or text messaging opt-in information to third parties or affiliates
for their own marketing purposes.
Text messaging is not intended for emergencies. Call 911 or seek emergency
assistance when necessary.
6. Cookies and Analytics
Our website may use cookies and analytics technologies to improve
functionality, measure performance, understand user behavior, and enhance
visitor experience.
7. Data Security
We maintain reasonable administrative, technical, and physical safeguards
designed to protect information against unauthorized access, disclosure,
alteration, loss, misuse, or destruction.
- Encrypted systems
- Secure electronic health record platforms
- Access controls
- Password protection
- Workforce training
- Vendor management procedures
- Security monitoring and assessments
No system can guarantee absolute security.
8. Data Retention
We retain information in accordance with HIPAA requirements, Virginia law,
professional record-retention requirements, insurance obligations, and
legitimate business needs.
Records that are no longer required will be securely destroyed or permanently
de-identified.
9. Children’s Information
We may collect information relating to minors receiving healthcare services
through a parent, guardian, or authorized representative in accordance with
applicable laws.
10. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible
for the privacy practices, policies, or content of those third-party sites.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Updates become effective when
posted on our website.
12. Contact Information
Privacy Officer
Adler Therapy Group
Mental Health Services of Virginia, LLC
5604 Virginia Beach Blvd., Suite 101
Virginia Beach, VA 23462
Phone: (757) 455-5000
Email: info@adlertherapygroup.com