Privacy Policy

Effective from: 1^st August 2025

Odom Enrichment Center (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of all personal information we receive, store, and use in the course of delivering mental health, behavioral, and intellectual/developmental disability (IDD) services. This Privacy Policy outlines how we collect, use, protect, and share information about the individuals and families we serve.

This policy complies with the Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and general best practices in the mental and developmental health field.

Scope of This Policy

This Privacy Policy applies to:

Clients receiving services from Odom Enrichment Center
Legal guardians, parents, and caregivers of clients
Website visitors and users of our digital platforms
Staff, contractors, and service partners with access to client information

This policy covers how we handle personally identifiable information (PII), protected health information (PHI), and all other data shared with or generated by us.

Information We Collect

We may collect the following types of information:

Personal & Contact Information

Full name
Date of birth
Address
Phone number and email
Legal guardian/emergency contact details
School or agency affiliation (if applicable)

Health & Developmental Information

Medical history and diagnoses
Treatment history and behavioral records
Medication schedules and allergies
Individualized Support Plans (ISPs)
Therapy goals and progress updates

Service & Administrative Records

Attendance logs
Incident reports
Intake forms and assessments
Consent and authorization forms
Billing and insurance details (if applicable)

Website & Communication Data

IP address and browser details (from website visits)
Forms submitted through our website
Emails or messages sent to our team

How We Use Your Information

All information is used with the goal of providing safe, effective, and personalized care. We may use your information for:

Developing and implementing Individualized Support Plans (ISPs)
Coordinating therapeutic and behavioral services
Ensuring medication administration accuracy and compliance
Communicating with guardians, educators, or case managers
Documenting and tracking progress and incidents
Ensuring health and safety in emergency situations
Managing internal operations, audits, and program improvement
Complying with legal or state licensing requirements
Responding to inquiries or service requests

We do not use your information for advertising or marketing purposes unless you have given explicit consent.

How We Protect Your Information

We take privacy seriously and use multiple safeguards to protect data. These include:

Secure, password-protected digital systems
Locked physical filing systems with restricted access
Staff training on confidentiality and HIPAA compliance
Role-based access (staff only see what they need to)
Data retention and deletion policies per state and federal law
Immediate reporting and response procedures for any suspected breach

All staff, contractors, and volunteers are required to sign confidentiality agreements and receive annual HIPAA training.

Sharing Your Information

We do not share personal information unless:

You or your legal guardian gives written consent
It is required by law (e.g., suspected abuse reporting, court orders)
It is necessary to protect your life or safety

It is shared with another healthcare or educational provider directly involved in your care, with permission

We are working with a trusted partner or service provider who has signed a HIPAA-compliant agreement

We do not sell or trade personal or health information to any third parties.

Your Rights Under This Policy

You or your authorized representative have the following rights:

Right to Access

You can request a copy of your records at any time.

Right to Amend

If you believe any information we have is incorrect or incomplete, you can request an update.

Right to Restrict

You may request limits on how we use or share your information.

Right to Revoke Consent

You can withdraw your consent for certain uses at any time, unless we are required by law to continue.

Right to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer or the U.S. Department of Health and Human Services.

Our Communication Practices

We may use email, phone, or written letters to:

Share updates on care, appointments, or policies
Respond to questions or concerns
Coordinate with authorized professionals or agencies
Notify you of any incidents, closures, or program changes

We will never send confidential information via unsecured email unless you have consented to receive it in that way.

Data Retention Policy

We retain records for the minimum duration required by Texas state law or the agency governing body applicable to your services—usually 5 to 7 years after services have ended.

When records are no longer needed, they are securely destroyed (digitally wiped or physically shredded).

Cookies & Website Tracking

Our website may use basic cookies to track general activity such as page visits, form submissions, and site performance. These do not collect personal or sensitive information.

You may choose to disable cookies through your browser settings without affecting your ability to access our services.

Updates to This Policy

We may update this policy periodically to reflect changes in:

Privacy laws and regulations
Internal operational changes
Digital platforms or service offerings

When we do, we will post the revised version on our website and/or notify you directly. Continued use of our services after changes constitutes your acceptance of the updated policy.

Contact Us

If you have any questions, requests, or concerns about your privacy or how your information is handled, please contact:

Privacy Officer

Odom Enrichment Center

[Insert Address]

Phone: [Insert Phone Number]

Email: [Insert Email Address]

Website: [Insert URL]