Privacy Policy

Effective Date: April 11, 2026

At Hearthstone Pediatric Occupational Therapy, we understand that your family’s privacy and the confidentiality of your child’s information are deeply important. This Privacy Policy describes how we collect, use, and safeguard your personal information when you visit our website, hearthstonepediatrictherapy.com, or use our digital communication channels to contact us, request information, or book an appointment.

By using our website or submitting your information through our forms or integrated schedulers, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect and How We Collect It

We collect information to help us communicate with you, coordinate consultations, and deliver services. This occurs in the following ways:

  • Information You Voluntarily Provide: When you fill out our contact forms, download our insurance verification guide, or use our integrated scheduling links, you may share personal details such as your name, email address, phone number, your child’s name, your child's age or date of birth, and brief notes regarding the developmental, sensory, or behavioral challenges your child is facing.

  • Jane App Integration: For online booking, intake paperwork, and appointment management, we securely embed or link to Jane App (our practice management software). Any information you enter into our Jane App portal is handled securely under healthcare-grade privacy standards.

  • Automatically Collected Information: Like most websites, our site (hosted by Squarespace) automatically collects certain non-identifying data when you browse, including your IP address, browser type, device type, referring pages, and the time/date of your visit. This data is used strictly to analyze website traffic and optimize performance.

2. How We Use Your Information

We use your information strictly to operate our private practice and serve your family. This includes:

  • Responding to your initial inquiries, contact forms, or direct emails.

  • Scheduling, confirming, and managing your consultation calls and therapy sessions via Jane App.

  • Providing requested clinical and administrative resources, such as your monthly superbills or our insurance verification guide.

  • Improving the layout, safety, and functionality of our Squarespace website.

3. Clinical Records and Healthcare Confidentiality

As a licensed pediatric occupational therapy practice operating in California, we treat all details concerning your child’s healthcare, development, and therapy with strict confidentiality.

Any clinical records, formal assessments, medical intake forms, and treatment plans are securely stored and managed entirely within Jane App, which serves as our HIPAA-compliant Electronic Health Record (EHR) system. These protected medical records are kept completely isolated from our public website infrastructure.

4. California-Specific Privacy Disclosures & Rights

Because Hearthstone Pediatric Occupational Therapy operates within the State of California, we align our privacy practices with California standards for consumer clarity and transparency:

  • California Online Privacy Protection Act (CalOPPA): We clearly state the categories of personally identifiable information we collect and the third-party entities with whom we share that data (see Section 5). You can request updates to your contact information at any time by emailing us directly.

  • "Do Not Track" (DNT) Signals: Our public website tracks visitor traffic patterns behaviorally via standard Squarespace analytics. Because there is no uniform industry standard for recognizing Do Not Track signals, our site infrastructure does not dynamically alter its tracking behavior based on browser DNT headers.

  • California Consumer Privacy Act (CCPA) / CPRA Notice: As a small, independent healthcare entity, our practice does not meet the commercial thresholds that mandate formal CCPA/CPRA reporting. However, we honor the spirit of consumer privacy by guaranteeing that we never sell, rent, trade, or commercially monetize your personal data, nor do we share it for cross-context behavioral advertising.

5. Trusted Third-Party Service Providers

We do not share your information with outside commercial third parties. We do, however, rely on premium, trusted digital platforms to power our administrative workflows:

  • Squarespace: Hosts our public website files and provides foundational website analytics.

  • Jane App: Operates as our secure, HIPAA-compliant billing, scheduling, and electronic charting infrastructure.

These platforms are contractually bound by rigorous confidentiality guidelines and are legally permitted to handle your data solely to execute these specific operational tasks on our behalf.

6. Cookies

Our website utilizes standard cookies to optimize your web browsing experience. Cookies are tiny data files stored on your hard drive by your web browser. You can configure your browser settings to reject all cookies or notify you when a cookie is being delivered. Please note that if you entirely disable cookies, certain interactive layouts on our website may not load or function as intended.

7. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect administrative updates or legal shifts. When updates occur, we will post the revised policy directly to this page and refresh the "Effective Date" listed at the top. We encourage you to check back regularly to stay informed about how we safeguard your family's data.

8. Contact Us

If you have any questions, concerns, or formal data requests regarding this Privacy Policy, please reach out to us directly:

  • Hearthstone Pediatric Occupational Therapy

  • Provider: Rochelle McLaughlin, MS, OTR/L

  • Cell Phone: 650-793-1565

  • Email: aaot.bayarea@proton.me