Privacy Policy

Awaken Your Voice is a healthcare provider. Health information we create or receive in the course of your care, including evaluations, plans of care, therapy notes, appointments, and authorizations, is “protected health information” (PHI) governed by the Health Insurance Portability and Accountability Act (HIPAA) and applicable state law.

Our use and disclosure of PHI is described in our Notice of Privacy Practices, which controls over this Policy for any PHI. You may request a copy of the Notice at any time using the contact details below. This Policy covers all information handled through the Services, including PHI and non-health information such as website and account data.

Information you or your provider give us:

• Account details, name, email address, phone number, and role (family member/guardian, provider, or staff).
• Patient and family information, the patient’s name, date of birth, guardian and contact details, and, for children, information provided by a parent or guardian.
• Health and clinical information, evaluations, plans of care, goals and progress, appointment records, signatures confirming visits, progress reports, and insurance/authorization details (e.g., DDD, AHCCCS, or Medicare).
• Messages and documents, messages you exchange with your care team or our office, and files or photos you upload (such as records, credentials, or a plan of care).
• Provider credentialing information, for clinicians, licensure, certifications, and related documents used to verify eligibility to practice.

Information we collect automatically:

• Technical and device data, such as device type, operating system, app version, IP address, and basic diagnostic and usage information used to operate and secure the Services.
• Push notification tokens, if you enable notifications in the mobile app, a device token so we can deliver alerts (for example, a new message or a booked visit).

Information from others: we may receive information from your support coordinator, health plan, or referring providers to coordinate and authorize your care.

• To provide, schedule, and coordinate therapy services and manage appointments (including self-scheduling into your provider’s available times).
• To communicate with you, appointment confirmations, secure messages with your care team or office, and, if enabled, push notifications.
• To document care, prepare progress reports, and share required documentation with your support coordinator or health plan.
• To verify provider credentials and manage onboarding.
• To bill and obtain authorization from DDD, AHCCCS, Medicare, or other payers for covered services.
• To operate, secure, troubleshoot, and improve the Services.
• To comply with legal, regulatory, and professional obligations.

We may use trusted service providers to process documents you submit (including automated text extraction from uploaded documents) solely to deliver the Services on our behalf and under obligations of confidentiality and security.

We do not sell your personal information. We share information only as needed to provide the Services and as permitted or required by law:

• With your care team and our clinical/office staff involved in your care.
• With your health plan or support coordinator (e.g., DDD, AHCCCS, Medicare) for authorization, billing, and required reporting.
• With service providers who host and operate the Services on our behalf, such as cloud hosting and database providers, secure file storage, email and SMS delivery, push-notification delivery, and document-processing tools. These providers act under contract, including HIPAA Business Associate Agreements where they handle PHI.
• When required by law, regulation, subpoena, or to protect the rights, safety, and security of our patients, staff, or the public.
• In connection with a business transaction (such as a merger or transfer of assets), subject to this Policy and applicable law.

The Awaken Your Voice app is for families/guardians and clinical staff. In addition to the above:

• Sign-in uses a one-time code sent to your email, we do not store your password in the app.
• With your permission, the app uses your camera or photo library only when you choose to upload a document or photo.
• With your permission, the app sends push notifications for events such as new messages or booked visits. Notification previews are kept free of clinical detail; the content is shown only after you sign in.
• You can turn off notifications and revoke camera/photo access at any time in your device settings.

Many of the people we serve are minors. Information about a child is provided and accessed by a parent, guardian, or authorized provider, the app is not directed to, and is not intended to be used independently by, children under 13. We handle information about minors as PHI under HIPAA and applicable law. If you believe a child has provided us information without appropriate authorization, contact us and we will address it.

We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, access controls that limit information to authorized users, and audit logging. No method of transmission or storage is completely secure, but we work to protect your information and to meet our obligations under HIPAA.

We keep health and clinical records for the period required by HIPAA, state law, and our professional and contractual obligations, and other information for as long as needed to provide the Services and meet legal requirements. When information is no longer needed, we dispose of it securely.

• You may request access to, or correction of, your information, subject to law and our Notice of Privacy Practices.
• You may request a copy of our Notice of Privacy Practices, which describes your rights regarding PHI.
• You may turn off push notifications and camera/photo access in your device settings.
• You may contact us with any privacy question or concern using the details below.

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Services after a change means you accept the updated Policy.

Questions about this Policy or your information? Reach us at:

Awaken Your Voice LLC
12020 N 35th Ave, Suite 109
Phoenix, AZ
support@awakenyourvoice.org
602-780-1179