Privacy Policy

Effective date: 3^rd February 2026

1. Introduction and Scope of This Privacy Policy

This Privacy Policy describes how Watch Me Shine (“Studio,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information obtained through our website, communications, and in connection with the provision of speech and occupational therapy services.

This Policy applies to parents and legal guardians, pediatric patients, and individuals who contact or interact with the Studio through our website, telephone, email, or in person. It governs information collected both online and offline.

This Privacy Policy should be read together with our Terms of Service. In the event of any conflict, this Privacy Policy governs matters relating to personal information and privacy.

2. Categories of Individuals Covered

This Privacy Policy applies to the following categories of individuals:

• Parents and Legal Guardians who inquire about, authorize, or engage Services on behalf of a minor;
• Pediatric Patients (Minors) who receive speech or occupational therapy Services; and
• Website Visitors and Inquirers who access the website or submit inquiries or communications to the Studio.

The Studio does not knowingly engage in direct-to-child interactions independent of parental or guardian involvement.

3. Types of Information We Collect

Depending on the nature of your interaction with the Studio, we may collect the following categories of information:

• Personal Identifiers, such as names of parents, guardians, and patients;
• Contact Information, including telephone numbers, email addresses, and mailing addresses;
• Scheduling and Administrative Information, including appointment history and attendance records;
• Insurance and Billing Information, where applicable; and
• Health-Related Information, limited to information reasonably necessary for the provision and administration of therapy Services.

We collect only the information necessary to operate our practice, communicate effectively, and meet professional and legal obligations.

4. Information Collected Through the Website

The Studio’s website is informational in nature. Information collected through the website may include:

• information submitted through inquiry or contact forms;
• communications sent via email initiated through the website; and
• limited technical information such as IP address, browser type, or general usage data.

Website inquiries are not intended for the submission of sensitive or urgent health information. Submission of information through the website does not establish a therapist-patient relationship.

5. Information Collected Offline

In connection with the provision of Services, the Studio may collect information offline, including through:

• intake forms, consent forms, and administrative documentation;
• in-studio communications with parents, guardians, and patients;
• scheduling, billing, and insurance-related interactions; and
• records created and maintained as part of routine clinical and operational practices.

Offline information may be maintained in physical or electronic form in accordance with applicable recordkeeping requirements.

6. Information Relating to Minors

The Studio provides Services exclusively to pediatric patients with the involvement and consent of a parent or legal guardian. We do not knowingly collect personal information directly from children without such involvement.

Parents and legal guardians are responsible for providing consent for the collection, use, and disclosure of a minor’s information as necessary for therapy Services, billing, and administrative operations.

Information relating to minors is handled with heightened care and is used only for purposes consistent with professional standards, applicable laws, and this Privacy Policy.

7. How We Use Personal Information

The Studio uses personal information for legitimate business and professional purposes, including:

• providing, administering, and coordinating therapy Services;
• scheduling appointments and managing attendance;
• billing, insurance verification, and payment processing;
• communicating with parents and legal guardians;
• maintaining clinical, administrative, and operational records; and
• complying with legal, regulatory, and professional obligations.

We do not use personal information for advertising behavioral profiling or unrelated commercial purposes.

8. Health Information and Professional Confidentiality

In the course of providing speech and occupational therapy Services, the Studio may collect and maintain information relating to a Patient’s developmental, therapeutic, or functional needs. Such information is used solely for purposes related to therapy planning, service delivery, documentation, and administration.

The Studio maintains confidentiality of health-related information in accordance with applicable professional standards and legal requirements. Access to such information is limited to authorized personnel and service providers with a legitimate need to know.

Confidentiality may be limited where disclosure is required or permitted by law, professional obligations, insurance requirements, or to protect the safety of the Patient or others.

9. HIPAA and Healthcare Privacy Considerations

Certain information collected by the Studio may constitute protected health information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), depending on the nature of the Services provided and the manner in which information is transmitted.

Where HIPAA applies, the Studio complies with applicable HIPAA requirements and safeguards PHI in accordance with those obligations. This Privacy Policy is not intended to replace or serve as a Notice of Privacy Practices under HIPAA, if such notice is required or provided separately.

HIPAA obligations apply only in circumstances defined by law and do not extend to all information collected through the Website or general communications.

10. Legal Bases for Processing Information

The Studio collects and uses personal information only where permitted by applicable law and for legitimate purposes. Legal bases for processing may include:

• consent provided by a parent or legal guardian;
• performance of Services requested or authorized by the Client;
• compliance with legal, regulatory, or professional obligations; and
• legitimate operational interests of the Studio, provided such interests do not override individual privacy rights.

Where consent is required, it may be withdrawn subject to legal and practical limitations.

11. Information Sharing and Disclosure

The Studio does not sell personal information. Information may be shared or disclosed only as necessary and appropriate, including:

• with insurance providers and payors for billing and reimbursement purposes;
• with service providers or vendors who support Studio operations, subject to confidentiality obligations;
• with legal, regulatory, or governmental authorities where required by law; and
• with professional advisors, such as accountants or legal counsel, as necessary.

All disclosures are made on a limited basis consistent with the purpose of the disclosure.

12. No Sale of Personal Information

The Studio does not sell, rent, or trade personal information, including information relating to minors or health-related data.

The Studio does not engage in data brokerage, behavioral advertising, or profiling activities based on personal information collected in connection with Services or website use.

Personal information is used solely for purposes described in this Privacy Policy.

13. Data Retention

The Studio retains personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including provision of Services, recordkeeping, compliance with legal obligations, and resolution of disputes.

Clinical and administrative records are retained in accordance with applicable federal and New York State laws, professional standards, and insurance requirements.

When information is no longer required, it is securely destroyed or de-identified in a manner consistent with applicable law.

14. Data Security Measures

The Studio maintains reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction.

Despite these safeguards, no method of transmission or storage is completely secure. The Studio cannot guarantee absolute security and disclaims liability for unauthorized access resulting from circumstances beyond its reasonable control.

Clients are encouraged to take appropriate precautions when communicating with the Studio electronically.

15. Parental Rights and Individual Rights

Parents and legal guardians may request access to, correction of, or updates to personal information maintained by the Studio relating to themselves or the minor Patient, subject to applicable laws and professional obligations.

Requests must be submitted in writing and may be subject to identity verification. Certain information may not be accessible or amendable where restricted by law, professional standards, insurance requirements, or record-retention obligations.

The Studio reserves the right to deny or limit requests where permitted by law and will respond within a reasonable timeframe.

16. New York Privacy Rights

The Studio operates in the State of New York and complies with applicable New York privacy and consumer protection laws governing the handling of personal information, including information relating to minors.

New York residents may have rights regarding access to and correction of personal information maintained by the Studio, subject to statutory limitations and healthcare-related exceptions.

Nothing in this Privacy Policy is intended to limit the Studio’s obligations or rights under applicable New York law.

17. California and Other State Privacy Rights

The Studio does not actively target or market Services to residents of states outside New York. However, individuals accessing the Website from other jurisdictions may have privacy rights under their local laws.

To the extent the California Consumer Privacy Act or similar state privacy laws apply, the Studio does not sell personal information and does not engage in activities requiring opt-out mechanisms under such laws.

Requests based on out-of-state privacy laws will be evaluated on a case-by-case basis in accordance with applicable legal requirements.

18. Cookies, Analytics, and Tracking Technologies

The Website may use limited cookies or similar technologies to support basic functionality and understand general website usage. These technologies do not collect sensitive health information.

The Studio does not use cookies for behavioral advertising or cross-site tracking. Analytics, if used, are limited to aggregate, non-identifiable information.

Users may adjust browser settings to refuse cookies; however, doing so may affect website functionality.

19. Changes to This Privacy Policy

The Studio reserves the right to modify this Privacy Policy at any time to reflect changes in practices, legal requirements, or operational needs.

Updates will be posted on the Website with a revised effective date. Continued use of the Website or engagement of Services after such updates constitutes acknowledgment of the revised Privacy Policy.

Clients are encouraged to review this Privacy Policy periodically.

20. Contact Information and Privacy Inquiries

Questions, concerns, or requests regarding this Privacy Policy or the handling of personal information may be directed to:

Watch Me Shine
Email: ____________________
Address: ____________________

The Studio will make reasonable efforts to respond to privacy-related inquiries in a timely and appropriate manner.