Privacy Policy
Effective Date: September 22, 2026
Online Privacy Practices
The Bearings Collective respects the privacy of the children and families we serve. This Privacy Policy explains how we collect, use, protect, and share information through our website, client portals, electronic forms, messaging, and other online services.
Information We Collect
We may collect information you provide directly to us, including parent and student contact information, educational and developmental history, school records, evaluations, IEPs, 504 Plans, EPs or other educational plans, assessment and intervention data, scheduling information, communications, and other information relevant to the services you request. Because of the nature of our work, this may include sensitive educational, developmental, psychological, medical, or counseling-related information.
With your authorization or as otherwise permitted by law, we may also receive information from schools, evaluators, healthcare providers, therapists, interventionists, and other professionals involved in supporting your child.
Our website and online services may automatically collect basic technical information, such as IP address, browser or device type, pages visited, and general usage information. We may also use cookies and similar technologies to support website functionality, security, and user experience.
How We Use Information
We use information as reasonably necessary to:
- Respond to inquiries and provide requested services;
- Understand a child's needs and review educational information;
- Develop recommendations, educational plans, and interventions;
- Coordinate with families, schools, and other professionals when authorized;
- Monitor progress and adjust services;
- Schedule appointments, communicate with families, and process payments;
- Maintain appropriate business and professional records; and
- Meet applicable legal, professional, contractual, and security requirements.
Student information is not sold or used by The Bearings Collective for third-party advertising.
Sharing Information
The Bearings Collective does not sell, rent, or lease personal information or client lists. Information may be shared when you authorize us to do so, when reasonably necessary to provide requested services, or when permitted or required by law.
We may use trusted service providers for functions such as website hosting, website analytics, client portals, scheduling, payment processing, electronic forms, communications, data storage, accounting, and technology support. These providers may access information only as reasonably necessary to perform their services.
With parent or guardian authorization, we may communicate with schools and professionals involved in supporting your child. We may also disclose information when required by law, legal process, mandatory reporting requirements, or when reasonably necessary to address safety concerns.
Children's Information
Our website is primarily intended for parents, guardians, and other adults arranging services for children. Parents may provide information about their children when requesting or receiving services.
We do not knowingly collect personal information directly online from children under 13 without appropriate parent or guardian consent when required by law.
Health & Sensitive Information
Families may provide educational, psychological, developmental, medical, counseling, or disability-related information when relevant to services. The presence of health-related information in our records does not necessarily make that information Protected Health Information under HIPAA.
When a service is subject to HIPAA or other professional privacy requirements, the applicable laws and any separate Notice of Privacy Practices will govern that information.
Security & Electronic Communication
We use reasonable administrative, technical, and physical safeguards to protect information. However, no electronic communication or storage system can be guaranteed to be completely secure.
Email and standard text messaging may be less secure than a secure client portal. Families should consider the sensitivity of information before sending educational, psychological, medical, or financial records through these methods. Clients are also responsible for protecting their account credentials and devices.
Our contact form is protected by Cloudflare Turnstile, which checks that a submission comes from a real browser rather than an automated program. It does not ask you to solve puzzles and does not use the check for advertising; see Cloudflare’s privacy policy.
Email & Text Messaging
We may use email or text messaging for scheduling, appointment reminders, service-related communication, resources, program information, and administrative matters.
You may opt out of promotional emails at any time. Opting out does not prevent communications necessary to provide services or manage an existing client relationship.
Text messaging is voluntary and is not required to receive services. Message and data rates may apply. You may opt out by replying STOP or UNSUBSCRIBE, or reply HELP for assistance. Mobile numbers and text-message consent information will not be sold or shared with third parties for their own marketing purposes.
Payments
Payments may be processed through third-party payment providers. These providers may collect payment information directly, and their own privacy policies and terms may also apply.
Website Analytics
We use analytics tools, currently Google Analytics and Hotjar, to understand how visitors use our website. These tools use cookies and collect information such as pages visited, approximate location, and browser and device type; anything typed into a form is masked and not captured. We use this information only to improve our website. See how Google uses this information; you can opt out via the Google Analytics opt-out add-on or Contentsquare’s privacy page.
Data Retention & Privacy Requests
We retain information for as long as reasonably necessary to provide services and meet professional, contractual, insurance, accounting, legal, and record-retention requirements. When we no longer need information, we may securely delete, destroy, or de-identify it.
Parents, guardians, and adult clients may contact us to ask about information we maintain, request corrections to certain information, update communication preferences, or raise privacy or security concerns. We may need to retain some records even after services end.
Third-Party Websites
Our website may link to third-party websites or services. The Bearings Collective is not responsible for their privacy, security, or data practices.
Changes to This Policy
We may update this Privacy Policy as our services, technology, or legal obligations change. Updates will be posted through our Online Services with a revised effective date.
Contact Us
Questions or concerns about this Privacy Policy or your information may be directed to:
The Bearings Collective
[email protected]