This policy explains how BBehavior Autism Services collects, uses, protects, and retains information for its optional client and caregiver text messaging program through Nextiva. Texts are limited to general administrative notices and requests to contact our office or check an approved secure portal. This policy does not replace BBehavior’s HIPAA Notice of Privacy Practices or describe all website or clinical data practices.
Information We Collect
We collect the consenting client’s or caregiver’s name, mobile number, communication preference, consent date and method, signature or electronic consent record, and the version of the disclosures presented. Messaging records may include message content, sender and recipient numbers, dates and times, delivery status, replies, and opt-out or help requests. We receive this information from you and the systems used to administer and deliver messages. Consent forms must be submitted through an approved process, not as a text attachment.
How We Use Information
We use this information to send general administrative notices, requests to contact our office, and generic reminders to review information or complete paperwork in an approved secure portal. We also use it to respond to nonclinical questions, record consent, honor opt-outs, investigate delivery or security issues, and demonstrate compliance. This program is not used for marketing, clinical advice, or messages identifying a client’s treatment, appointments, or health information.
Voluntary Participation
We send program messages only after you affirmatively opt in. Providing a phone number, signing other intake forms, or leaving the choice blank does not establish consent. Participation is not a condition of receiving services. Declining or withdrawing consent does not affect care, eligibility, access to services, or your relationship with BBehavior. We will use other established channels to communicate with you.
Mobile Information and Consent Protection
We do not sell, rent, or share mobile information or messaging consent with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from any general permission to share information and are not provided to others for their independent use or to obtain consent for another messaging program.
Nextiva, delivery providers, and authorized service providers may process only the information necessary to deliver or administer BBehavior’s messages, maintain consent and suppression records, provide support, and protect the service. Such processing is for BBehavior’s program and does not authorize independent marketing. We may disclose information when required by law or valid legal process, subject to applicable privacy protections.
Protecting Client Information
This program is restricted to messages without protected health information (PHI). Standard Nextiva SMS/MMS is not an approved channel for sending or receiving PHI. Consent to texting is not HIPAA authorization and does not waive BBehavior’s confidentiality or security obligations.
Please do not text client names, initials, dates of birth, addresses linked to care, appointment details, diagnoses, treatment questions, behavior descriptions, insurance information, photographs, videos, or documents that identify a client or disclose care. Initials alone do not make information anonymous. Use an approved secure portal or contact our office for the appropriate secure communication method. Our texts may ask you to review an update in that portal without naming the client or revealing clinical information in a link or preview.
Safeguards and Incident Handling
BBehavior requires access limited to authorized personnel, individual accounts, appropriate authentication, protected devices, staff training, and timely removal of access when duties change or employment ends. Staff must verify recipient numbers and avoid group messages that disclose personal numbers without authorization. Texts may appear on lock screens, shared devices, or carrier systems; confidentiality cannot be guaranteed. Even a generic message from BBehavior may reveal that you have a relationship with an autism services provider. Consider this when choosing whether to opt in.
If you accidentally send health information by text, do not continue the clinical conversation or send additional details. Contact our office through an approved channel and ask for the Privacy Officer. Staff will redirect the conversation, limit further disclosure, and preserve relevant evidence securely under the Privacy Officer’s direction. BBehavior will assess, mitigate, document, and provide any notifications required by law. An accidental message is not automatically exempt from HIPAA.
Retention and Your Choices
We retain consent, message, and opt-out records only as needed for the program, applicable recordkeeping obligations, investigations, or legal holds. Retention follows BBehavior’s approved records schedule; HIPAA-required documentation is retained for the applicable HIPAA period. Opting out stops program messages but does not automatically erase required records. Limited suppression records may be kept to prevent further messages. You may request correction of your number or preference and ask about access or deletion, subject to applicable law and retention requirements.
Opt Out and Assistance
Reply STOP to unsubscribe or ask BBehavior staff to stop texting you. We honor revocation promptly and send only a confirmation of your opt-out before stopping program messages. Reply HELP for assistance or call 407-707-5531, extension 4857. Message frequency varies. Message and data rates may apply. Report a changed or reassigned mobile number promptly.
Questions and Policy Updates
For privacy questions or incident reporting, call 407-707-5531, extension 4857, and ask for Daniel Rodriguez, BBehavior’s Privacy Officer. Do not include PHI in a text reporting a concern. The current policy will be available at the published Privacy Policy link. Material changes will be communicated through an established channel; expanded messaging purposes require appropriate new consent.