Privacy Policy & Acceptance of Terms

Adler Therapy Group

Effective Date: 9/23/2026
Last Updated: 9/29/2026

1. Introduction

At Adler Therapy Group (“Clinic,” “we,” “our,” or “us”), we are committed to protecting the privacy and security of our patients’ personal, medical, and insurance information. This Privacy Policy describes how we collect, use, disclose, store, and protect information obtained through our physical therapy services, patient portal, website, telephone communications, and other interactions.

By using our services, website, or patient portal, you acknowledge and agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect the following categories of information:

A. Personal Information

Full name
Date of birth
Home address
Email address
Telephone number
Emergency contact information
Driver’s license or government-issued identification
Employment information (when relevant to treatment or billing)

B. Medical Information

Medical history
Physical therapy evaluations and treatment records
Physician referrals and prescriptions
Diagnostic reports
Progress notes
Treatment plans
Health conditions and injuries
Medications
Test results
Functional assessments

C. Insurance Information

Health insurance provider information
Policy numbers
Group numbers
Subscriber information
Claims history
Prior authorization information
Billing and payment records

D. Financial Information

Payment card information
Payment history
Outstanding balances
Financing information, if applicable

E. Website and Technical Information

When visiting our website, we may automatically collect:

IP address
Device information
Browser type
Operating system
Pages visited
Time spent on pages
Referral websites
Cookies and similar tracking technologies

3. How We Use Your Information

We use your information for the following purposes:

Healthcare Services

Provide physical therapy evaluation and treatment
Develop treatment plans
Coordinate care with healthcare providers
Monitor patient progress
Schedule appointments

Insurance and Billing

Verify insurance eligibility
Submit insurance claims
Obtain authorizations
Process payments
Manage billing activities
Collect outstanding balances

Operations and Administration

Maintain patient records
Improve clinical services
Conduct quality assurance activities
Respond to patient inquiries
Comply with legal obligations

Communications

Appointment reminders
Treatment-related communications
Billing notifications
Patient satisfaction surveys
Operational updates

4. HIPAA Compliance

The Clinic complies with the requirements of the Health Insurance Portability and Accountability Act (HIPAA) and other applicable federal and state privacy laws.

Protected Health Information (“PHI”) includes information that identifies you and relates to:

Your physical or mental health condition
Healthcare services provided to you
Payment for healthcare services

PHI is protected by administrative, technical, and physical safeguards designed to prevent unauthorized access, use, or disclosure.

5. When We May Share Information

We do not sell patient information.

We may disclose information under the following circumstances:

Healthcare Providers

To:

Referring physicians
Specialists
Primary care providers
Other healthcare professionals involved in your care

Insurance Companies

To:

Verify coverage
Process claims
Obtain authorizations
Resolve claim disputes

Business Associates

We may share information with service providers who assist us in:

Electronic medical records
Billing services
IT support
Secure data storage
Appointment scheduling

These vendors are required to maintain appropriate confidentiality and security protections.

Legal Requirements

We may disclose information when required by:

Federal law
State law
Court orders
Subpoenas
Government investigations
Public health reporting requirements

Protection of Rights and Safety

Information may be disclosed to:

Prevent serious threats to health or safety
Report abuse, neglect, or domestic violence as legally required
Comply with law enforcement requests when authorized by law

6. Patient Rights

Patients may have the following rights under applicable privacy laws:

Right to Access

You may request copies of your medical records and other information maintained by the Clinic.

Right to Amend

You may request corrections to inaccurate or incomplete information.

Right to Restrict Certain Uses

You may request limitations on certain uses or disclosures of your information.

Right to Confidential Communications

You may request communications through alternative means or locations.

Right to Receive an Accounting of Disclosures

You may request a record of certain disclosures of your PHI.

Right to File a Complaint

You may file a privacy complaint without fear of retaliation.

Complaints may be submitted to:

Privacy Officer
Adler Therapy Group
5604 Virginia Beach Blvd., Suite 101, Virginia Beach, VA 23462
Phone: (757) 455-5000
Email Address: info@adlertherapygroup.com

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect information against:

Unauthorized access
Unauthorized disclosure
Alteration
Destruction
Loss
Theft

Security measures may include:

Secure electronic medical record systems
Encryption of sensitive data
Password-protected systems
Access controls and role-based permissions
Employee privacy training
Secure document disposal procedures
Regular security assessments

No system can guarantee absolute security; however, we strive to maintain commercially reasonable safeguards.

8. Patient Portal and Electronic Communications

If the Clinic provides an online patient portal:

Patients are responsible for safeguarding username and password credentials.
Electronic communications may carry inherent security risks.
Patients should avoid transmitting highly sensitive information through unsecured email.

The Clinic may communicate electronically regarding:

Appointments
Treatment updates
Billing matters
Administrative notices

SMS/Text Messaging; TCPA and A2P 10DLC

If you provide a mobile telephone number and affirmatively consent to receive text messages, the Clinic and its electronic medical record or messaging service providers may send you SMS or MMS messages about appointments, scheduling, treatment-related communications, billing, patient-portal activity, forms, care coordination, and other operational matters. Marketing or promotional messages will be sent only when permitted by applicable law and supported by any consent required for that purpose.

Consent to receive text messages is not a condition of purchasing goods or receiving treatment.
Message frequency varies based on your interactions with the Clinic.
Message and data rates may apply.
Reply STOP to opt out of future messages from the applicable messaging program. Reply HELP for help, or contact the Clinic using the information below.
We will honor revocation requests made through reasonable means as required by applicable law. Opting out of text messages does not prevent necessary communications by other permitted methods.
Mobile carriers are not liable for delayed or undelivered messages.
We do not sell, rent, or share mobile telephone numbers, SMS opt-in data, or text-messaging consent with third parties or affiliates for their own marketing or promotional purposes. We may disclose this data to service providers that help deliver the Clinic’s messages, subject to confidentiality and security obligations, or as required by law.

The Clinic’s electronic medical record may support two-way text messaging. Texts you send to the Clinic, the Clinic’s replies, attachments or information exchanged by text, delivery status, and related metadata may be received by authorized workforce members and stored in your electronic medical record as part of the Clinic’s documentation of your care and communications. Text messages may not be monitored continuously, and response times are not guaranteed. Please use the patient portal or another method requested by the Clinic for information that is especially sensitive or not appropriate for text messaging.

The Clinic may maintain records of consent, opt-out requests, message content, delivery information, dates, times, and related interactions for compliance, documentation, and operational purposes. Text messaging is not guaranteed to be secure or available at all times. Do not use text messaging for emergencies; call 911 or seek appropriate emergency care.

9. Cookies and Website Analytics

Our website may use cookies and analytics tools to:

Improve website functionality
Analyze website performance
Enhance user experience
Monitor site usage trends

Users may control cookie settings through their browser preferences.

10. Data Retention

Patient information and medical records are retained in accordance with applicable federal and state laws, professional standards, payer requirements, and business obligations.

When records are no longer required, they are securely destroyed or permanently de-identified.

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, policies, or content of external websites.

Users should review the privacy policies of those websites before providing personal information.

12. Children’s Privacy

The Clinic may collect information related to minors receiving treatment. Such information is generally collected through a parent, guardian, or legally authorized representative and handled in accordance with applicable laws.

13. State Privacy Rights

Residents of certain states may have additional privacy rights under applicable state laws. The Clinic will comply with all privacy requirements applicable in the jurisdictions where it operates.

14. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted on our website and made available upon request. The effective date above will reflect the most recent revision.

15. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact:

Privacy Officer
Adler Therapy Group
5604 Virginia Beach Blvd., Suite 101, Virginia Beach, VA 23462
Phone: (757) 455-5000
Email Address: info@adlertherapygroup.com
Website: https//adlertherapygroup.com

1. Acceptance of Terms

These Terms of Service (“Terms”) govern your access to and use of the website, patient portal, electronic communications, and other online services provided by Adler Therapy Group (the “Clinic,” “we,” “our,” or “us”). By accessing or using these services, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the services.

These Terms do not replace any clinical consent, financial policy, Notice of Privacy Practices, or other agreement you may have with the Clinic. If those documents conflict with these Terms regarding treatment, payment, or protected health information, the more specific document controls.

2. Services and Medical Disclaimer

Online content and electronic communications are provided for general informational, administrative, and convenience purposes. They do not create a clinician-patient relationship, do not constitute medical advice, diagnosis, or treatment, and are not a substitute for an in-person evaluation by a qualified healthcare professional.

Do not use the website, portal, email, or text messaging for emergencies. Call 911 or seek appropriate emergency care. The Clinic does not guarantee that electronic communications will be reviewed immediately.

3. Eligibility, Accounts, and Acceptable Use

You must provide accurate, current information and promptly update it when it changes. If you use an account or patient portal, you are responsible for safeguarding your credentials and for activity under your account. Notify the Clinic promptly of suspected unauthorized access.

You may not misuse the services, attempt unauthorized access, interfere with security or operation, upload malicious material, impersonate another person, violate another person’s rights, or use the services for an unlawful purpose. A parent, guardian, or legally authorized representative who uses the services for a minor or another person represents that they have authority to do so.

4. SMS/Text Messaging Terms

By affirmatively opting in to a Clinic text-messaging program, you authorize the Clinic and its service providers to send SMS or MMS messages to the mobile number you provide. Messages may include appointment reminders, scheduling, treatment-related information, billing notices, forms, portal notifications, care coordination, and other operational communications. Marketing messages, if any, require any separate consent mandated by law.

Consent is not a condition of purchase or treatment.
Message frequency varies.
Message and data rates may apply.
Reply STOP to opt out. After an opt-out request, you may receive one confirmation message.
Reply HELP for help, or contact [Phone Number] or [Email Address].
You represent that you are the subscriber or customary user of the number provided and will notify us if the number changes.
Carriers are not liable for delayed or undelivered messages. Delivery and availability are not guaranteed.

The Clinic’s messaging program may permit two-way texting through its electronic medical record. Messages you send may be reviewed by authorized Clinic personnel, routed within the Clinic as reasonably necessary, and retained in your electronic medical record. Two-way texting is not continuously monitored and does not guarantee an immediate response. Do not send emergency requests by text, and do not rely on text messaging for urgent or time-sensitive care.

Your consent applies only to the Clinic messaging program identified at opt-in. The Clinic will process revocation requests made through reasonable means as required by applicable law. Your mobile information, SMS opt-in data, and consent will not be sold, rented, or shared with third parties or affiliates for their own marketing or promotional purposes. Our Privacy Policy explains other collection, use, disclosure, retention, and security practices.

5. Intellectual Property and Third-Party Services

The website and its text, graphics, logos, and other content are owned by or licensed to the Clinic and are protected by applicable intellectual-property laws. You may use them only for personal, noncommercial purposes related to obtaining information or services from the Clinic. No ownership rights are transferred to you.

The services may link to or integrate with third-party platforms, including an electronic medical record, patient portal, payment processor, or messaging provider. Those services may be governed by separate terms. The Clinic is not responsible for third-party content or services except as required by law or contract.

6. Payments, Availability, and Changes

Charges for clinical services are governed by the Clinic’s financial policies, insurance arrangements, and applicable law. Online estimates or insurance information are not guarantees of coverage or payment.

We may modify, suspend, or discontinue online features; restrict access for security or misuse; and update these Terms from time to time. Updated Terms will be posted with a revised effective date. Continued use after an update constitutes acceptance to the extent permitted by law.

7. Disclaimers and Limitation of Liability

To the fullest extent permitted by law, the online services are provided “as is” and “as available,” without warranties of uninterrupted availability, error-free operation, or fitness for a particular purpose. Nothing in these Terms excludes warranties or liabilities that cannot lawfully be excluded.

To the fullest extent permitted by law, the Clinic will not be liable for indirect, incidental, special, consequential, or punitive damages arising from use of or inability to use the online services. This limitation does not apply to liability that cannot lawfully be limited, or to the Clinic’s professional obligations in providing healthcare services.

8. Governing Law; Severability; Contact

These Terms are governed by the laws of Virginia, without regard to conflict-of-law principles, except where federal law applies. Any mandatory venue or dispute-resolution language should be added only after review by qualified counsel. If any provision is found unenforceable, the remaining provisions will remain in effect.

Questions about these Terms or the SMS program may be directed to: