Privacy Policy

1. Information We Collect

We collect information that you voluntarily provide to us, along with certain information generated through your use of the platform.

For Families:

• Account Data: Name, email address, and password (stored securely through our authentication provider), and multifactor authentication information, if enabled.
• Family & Health-Adjacent Data: Child's first name or alias (optional), date of birth (optional), and diagnoses (optional). Providing this information is entirely optional and is used only to support features you choose to use, such as appointment organization and personal record keeping.
• Location Data: ZIP code, and approximate latitude/longitude derived from your ZIP code, used to improve provider search results.
• Activity Data: Saved providers (optional), appointment notes (optional), blocked providers (optional), and account preferences and settings.

For Providers:

• Professional Data: Business name, address, phone number, website, and professional identifiers such as an NPI number, where applicable.
• Team Data: Information regarding staff members or team users associated with a provider account (optional).
• Media: Profile photos and other content you choose to upload to the platform.
• Payment Data: Subscription and billing information necessary to manage your account. Payment transactions are processed by a secure third-party payment processor. We do not store complete card numbers on our servers.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the Special Needs Finder platform.
• Connect families with therapy providers and related services.
• Deliver localized provider search results.
• Manage subscriptions and billing.
• Send account-related communications, appointment reminders, and service notifications.
• Improve the performance, functionality, and security of our platform.
• Detect, prevent, and investigate fraud, abuse, or other unauthorized activity.
• Comply with applicable legal obligations.

3. Information Sharing

We do not sell or rent your personal information.

We may share information with trusted third-party service providers that help us operate our platform. These providers may assist with services such as:

• Website hosting and cloud infrastructure
• User authentication
• Payment processing
• Mapping and location services
• Email delivery
• Analytics (some cookie-based and used only with your consent; some cookieless and anonymous)
• Security and fraud prevention

These providers may process information only as necessary to perform services on our behalf. We may also disclose information when required by law, to respond to valid legal requests, protect our rights, investigate fraud, or protect the safety of our users or others.

4. Provider Directory Information

Provider listings may contain business information obtained from publicly available sources, such as the federal NPPES registry, or information submitted directly by providers.

If a provider claims a listing and later deletes their account, the public business listing may remain in our directory. However, the provider's account and associated account information will be deleted in accordance with this Privacy Policy.

5. Children's Privacy and Sensitive Information

Special Needs Finder is intended for use by parents, legal guardians, caregivers, providers, and other adults. Parents or legal guardians may voluntarily provide information about their children for their own organizational and appointment management purposes.

We do not knowingly collect personal information directly from children under the age of 13.

Although Special Needs Finder is not a HIPAA-covered entity, we use commercially reasonable safeguards designed to protect the information you choose to entrust to us. You maintain control over any optional information you provide and may update or remove it at any time.

6. Cookies and Tracking Technologies

• Essential Cookies: We use authentication and session cookies to keep you signed in and maintain core platform functionality. These cookies are required for the service to operate.
• Analytics Cookies: With your consent, we may use analytics cookies to better understand how visitors use our platform and improve the user experience.
• Privacy-Friendly Analytics: We may also use analytics tools that do not rely on cookies or personally identify visitors, to help us understand overall platform usage and performance.

7. Security

We use commercially reasonable administrative, technical, and physical safeguards to protect your information, including encrypted communications, authenticated access controls, and secure cloud infrastructure.

While we work to protect your information, no method of transmitting or storing data electronically is completely secure, and we cannot guarantee absolute security.

8. Your Rights and Choices

We believe you should have total control over your data. You may:

• Access & Portability: Know what personal data we have collected about you. You may contact us at [email protected] to request a copy of your data in a commonly used electronic format.
• Correction: Update your account information, including your child's diagnosis or your provider profile details, at any time through your account settings.
• Deletion: Delete your account and all associated data via your Account Settings. When you delete your account, it is removed from active use immediately. A secure backup copy may be retained in a deletion queue for up to 30 days to allow recovery from accidental deletion or system failures. After that period, the account data is permanently deleted, except where retention is required by law.
• Opt-Out: Opt out of non-essential cookies via our consent banner, manage your notification preferences in your account, and unsubscribe from email notifications using the "unsubscribe" link in any transactional or marketing email.

9. Data Retention

We retain information only for as long as necessary to provide our services and meet legal or operational obligations.

• Account Data: Retained until you delete your account, followed by a retention period of up to 30 days before permanent deletion.
• Waitlist Emails: If you sign up for email updates about an area we don't yet serve, we retain your email until you unsubscribe.
• Provider Directory Listings: Public business listings may remain in the directory unless a provider requests removal or the business is known to have permanently closed.
• Server and Security Logs: May be retained for a limited period to maintain platform security, investigate issues, and prevent fraud.
• Financial Records: Certain billing or transaction records may be retained as required by applicable tax, accounting, or legal obligations.

10. Third-Party Websites

Our platform may contain links to third-party websites, including provider websites. We are not responsible for the privacy practices, content, or security of those third-party sites. We encourage you to review their privacy policies before providing personal information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. When changes are made, we will update the "Last Updated" date at the top of this policy. Continued use of the platform after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact us:

• Email: [email protected]
• Location: Austin, Texas, USA