Privacy Policy

Effective Date: March 1, 2026

Balanced Bites OT ("Practice," "we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use our website, services, and communication channels.

1. Information We Collect

We may collect the following information:

  • Contact information (name, email, phone number, address)

  • Child's basic information (name, date of birth, pronouns)

  • Health-related details provided during intake, evaluation, or therapy services

  • Developmental history and feeding-related concerns

  • Scheduling and billing information

  • Communication preferences (including SMS opt-in status)

2. How We Use Your Information

We use your information to:

  • Schedule and manage appointments

  • Provide occupational therapy and feeding therapy services

  • Conduct evaluations and develop treatment plans

  • Send appointment reminders, updates, and important notifications

  • Respond to inquiries

  • Maintain secure client records as required by California law

  • Process payments and manage billing

  • Comply with legal and regulatory obligations

3. SMS Communications

If you opt into SMS messages, you may receive:

  • Appointment reminders

  • Service updates and notifications

  • Client care follow-ups

  • Practice announcements

Messaging frequency may vary. Message and data rates may apply.

  • To opt out, reply STOP

  • For help, reply HELP or contact us at teresa@balancedbitesot.com

4. Use of SimplePractice for Scheduling, Documentation, and Billing

We use SimplePractice, a third-party practice management platform, to securely manage scheduling, intake forms, clinical documentation, health information, and billing.

  • Information you submit through SimplePractice is governed by both this Privacy Policy and SimplePractice's own policies

  • You can view SimplePractice's Privacy Policy here: https://www.simplepractice.com/privacy-policy

  • You can view SimplePractice's Terms of Service here: https://www.simplepractice.com/terms-of-service

We carefully choose SimplePractice as a HIPAA-compliant provider, but we are not responsible for SimplePractice's independent practices.

5. Data Protection & HIPAA Compliance

We follow industry best practices and HIPAA requirements to safeguard your personal and health information. Access is limited to authorized personnel who need the information to provide services. All electronic records are stored securely with encryption and password protection.

6. Sharing of Information

We do not sell or rent personal information. We may share data only as needed to:

  • Provide services through third-party platforms like SimplePractice

  • Coordinate care with other healthcare providers (with your written consent)

  • Comply with legal, regulatory, or court requirements

  • Process insurance claims (if applicable)

  • Protect the safety and rights of clients, staff, or our practice

7. Cookies & Website Data

Our website may collect anonymous data such as IP address, browser type, device information, and usage statistics to improve site functionality and user experience. We do not use this data to identify individual visitors.

8. Third-Party Links

Our website may contain links to third-party websites (such as educational resources or professional organizations). We are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

9. Your Rights

Under HIPAA and California law, you have the right to:

  • Access the information we hold about you

  • Request corrections to your information

  • Request restrictions on certain uses or disclosures of your health information

  • Receive an accounting of disclosures

  • Request confidential communications

  • Request deletion of certain data, subject to legal and clinical record-keeping requirements

To exercise these rights, please contact us at teresa@balancedbitesot.com.

10. Data Retention

We retain client records in accordance with California state law and professional standards, which typically require maintaining records for a minimum of seven years from the date of last service for minors. Records may be retained longer if required by law or if ongoing services continue.

11. Children's Privacy

Our services are designed for children, and we collect health information about minors only with parental or guardian consent. We do not knowingly collect personal information from children through our website or marketing materials.

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to request deletion of your information, and the right to opt out of the sale of personal information (though we do not sell personal information).

13. Updates to this Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on our website with a new "Effective Date." Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us at:

Balanced Bites OT
Teresa Cao, MS, OTR/L
Email: teresa@balancedbitesot.com
Website: www.balancedbitesot.com
Location: Orange County, California

Notice of Privacy Practices

In addition to this Privacy Policy, we provide a separate Notice of Privacy Practices (NPP) as required by HIPAA, which describes in detail how your health information may be used and disclosed. You will receive a copy of our NPP during your intake/ at your first appointment, and it is also available upon request.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.