Privacy Policy

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Last Updated: September 2026

Overview

Rachel Hoffmann SLP, LLC is committed to protecting the privacy and security of all individuals who visit this website or engage our clinical services. This Privacy Policy explains how we collect, use, store, and protect your personal and protected health information in accordance with applicable federal and state law, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HIPAA Privacy Rule (45 CFR Parts 160 and 164), and the Florida Information Protection Act (FIPA).

Please read this policy carefully. By using this website or engaging our services, you consent to the practices described herein.

1. Who We Are

Rachel Hoffmann SLP, LLC is a private pediatric speech-language pathology and lactation counseling practice located in Palm Beach County, Florida. Rachel Hoffmann, MS, CCC-SLP, CLC is a HIPAA-covered healthcare provider. As such, we are legally required to maintain the privacy of your Protected Health Information (PHI) and to provide you with notice of our legal duties and privacy practices.

2. What Information We Collect

We collect two categories of information:

a) Website Information

When you visit rachelhoffmannslp.com, we may automatically collect certain non-identifying technical information including your IP address, browser type, device type, pages visited, and time spent on the site. This information is collected through standard web analytics tools including Wix Analytics and is used solely to improve website functionality and user experience. We do not sell, rent, or share this information with third parties for marketing purposes.

When you submit a contact form, scheduling request, or inquiry through our website, we collect the information you voluntarily provide including your name, email address, phone number, and any details you share about your child or your clinical needs.

b) Protected Health Information (PHI)

Once a clinical relationship is established, we collect and maintain Protected Health Information as required for the provision of clinical services. This includes but is not limited to:

Your child's full name, date of birth, and contact information, medical and developmental history, clinical assessment findings and reports, treatment plans and session notes, diagnosis codes and CPT billing codes, insurance information where applicable, and correspondence related to clinical care.

PHI is collected through our secure intake forms, clinical documentation, and direct communication with you and with authorized members of your child's care team.

3. How We Use Your Information

Website Information is used to respond to your inquiries, schedule appointments, improve website functionality, and communicate with you about our services.

Protected Health Information is used exclusively for the following HIPAA-permitted purposes:

Treatment — to provide, coordinate, and manage your child's clinical care including communication with other treating providers with your written authorization.

Payment — to process fees, issue superbills, and facilitate your submission of claims to your insurance provider.

Healthcare Operations — to conduct quality improvement, maintain clinical records, fulfill licensing and credentialing requirements, and manage the business operations of the practice.

We do not use your PHI for marketing purposes. We do not sell your PHI. We do not share your PHI with third parties without your explicit written authorization except as permitted or required by law.

4. How We Share Your Information

We will not disclose your Protected Health Information without your written authorization except in the following circumstances permitted under HIPAA:

To other treating healthcare providers involved in your child's care when necessary for treatment coordination, to comply with a valid court order, subpoena, or legal process, to report to public health authorities as required by law, to report suspected child abuse or neglect as required under Florida law, to avert a serious and imminent threat to the health or safety of a person or the public, and to comply with workers' compensation laws or other government programs as applicable.

All disclosures of PHI are documented and maintained in accordance with HIPAA requirements.

5. Business Associates

We may share limited PHI with trusted third-party service providers — known under HIPAA as Business Associates — who assist in the operation of our practice. These may include our electronic health records platform, scheduling software, payment processors, and billing services. All Business Associates are required to sign a HIPAA-compliant Business Associate Agreement (BAA) and are contractually obligated to protect your PHI in accordance with federal law.

Current platforms used in our practice operations that may process PHI include scheduling and practice management software. These platforms maintain their own HIPAA compliance programs and execute BAAs with covered entities.

6. How We Protect Your Information

Rachel Hoffmann SLP, LLC implements appropriate administrative, physical, and technical safeguards to protect your PHI in accordance with the HIPAA Security Rule (45 CFR Part 164, Subparts A and C). These safeguards include:

Encrypted electronic communications and storage, password-protected and access-controlled systems, secure disposal of physical records containing PHI, staff training on HIPAA privacy and security requirements, and regular review of privacy and security practices.

While we take every reasonable precaution to protect your information, please be aware that no method of electronic transmission or storage is 100% secure. If you choose to communicate with us via email or standard contact forms, please be aware that standard email is not encrypted and may not be fully secure.

7. Your Rights Under HIPAA

As our client you have the following rights regarding your Protected Health Information:

Right to Access — You have the right to inspect and obtain a copy of your child's PHI maintained in our records. Requests must be made in writing. We will respond within 30 days.

Right to Amend — You have the right to request that we amend PHI that you believe is inaccurate or incomplete. We may deny the request under certain circumstances permitted by HIPAA.

Right to an Accounting of Disclosures — You have the right to request a list of certain disclosures we have made of your PHI within the past six years.

Right to Request Restrictions — You have the right to request restrictions on how we use or disclose your PHI. We are not required to agree to all requested restrictions but will accommodate reasonable requests where possible.

Right to Confidential Communications — You have the right to request that we communicate with you in a specific way or at a specific location.

Right to Revoke Authorization — Where you have provided written authorization for a specific use or disclosure of your PHI, you have the right to revoke that authorization at any time in writing. Revocation does not affect disclosures already made in reliance on the prior authorization.

Right to a Copy of This Notice — You have the right to receive a paper copy of this Privacy Policy and our Notice of Privacy Practices at any time upon request.

8. Notice of Privacy Practices

In addition to this Privacy Policy, Rachel Hoffmann SLP, LLC maintains a separate Notice of Privacy Practices (NPP) as required by HIPAA. The NPP describes in detail how we may use and disclose your PHI and your rights with respect to that information. You will receive a copy of our NPP at or before your first clinical appointment and will be asked to acknowledge receipt in writing. A copy is available upon request at any time.

9. Children's Privacy

Our clinical services are provided to pediatric clients — infants and children. All PHI related to minor clients is collected from and managed in coordination with the child's parent or legal guardian. We do not knowingly collect personal information directly from minors. Parents and legal guardians retain all HIPAA rights on behalf of their minor children.

This website is not directed at children and we do not knowingly collect personal information from individuals under the age of 13 through this website in accordance with the Children's Online Privacy Protection Act (COPPA).

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic. Cookies are small text files stored on your device that help us understand how visitors interact with our site. You may disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of certain features of this website.

We do not use cookies to collect or store Protected Health Information.

11. Third-Party Links

This website may contain links to third-party websites including professional resources, referral partners, and educational content. Rachel Hoffmann SLP, LLC is not responsible for the privacy practices or content of third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Florida-Specific Privacy Protections

In addition to HIPAA, Rachel Hoffmann SLP, LLC complies with the Florida Information Protection Act (FIPA), which requires businesses to take reasonable measures to protect and secure personal information in electronic form. In the event of a data breach involving your personal information, we will notify you in accordance with FIPA requirements within 30 days of discovery.

13. Data Retention

Clinical records are maintained for a minimum of seven years from the date of last service in accordance with Florida law and professional licensing requirements. Records for minor clients are maintained until the client reaches the age of 18 plus seven years, or as otherwise required by applicable law.

14. Changes to This Privacy Policy

Rachel Hoffmann SLP, LLC reserves the right to update this Privacy Policy at any time to reflect changes in our practices or applicable law. Material changes will be posted to this page with an updated effective date. Where required by law we will notify you directly of significant changes. Your continued use of this website or our services following any changes constitutes acceptance of the updated policy.

15. Contact Us and How to File a Complaint

If you have questions about this Privacy Policy, wish to exercise your HIPAA rights, or have concerns about how your information has been handled, please contact us directly:

Rachel Hoffmann SLP, LLC

Palm Beach County, Florida

Phone: 561-685-3593

Email: Rachel.hoffmannslp@gmail.com

If you believe your privacy rights have been violated, you have the right to file a complaint with Rachel Hoffmann SLP, LLC directly or with the U.S. Department of Health and Human Services Office for Civil Rights:

U.S. Department of Health and Human Services

Office for Civil Rights

200 Independence Avenue, S.W.

Washington, D.C. 20201

Toll-Free: 1-877-696-6775

Website: hhs.gov/ocr

You will not be retaliated against in any way for filing a complaint.

Important Note: This Privacy Policy is designed to align with HIPAA requirements and Florida state law for a private healthcare practice. However it does not constitute legal advice and should be reviewed by a qualified Florida healthcare attorney before publication. Privacy compliance is an ongoing obligation — this policy should be reviewed and updated annually or whenever your practice operations or applicable law change significantly.