Learning Linx, Inc. — Privacy Policy
Effective Date: 2026-05-30
Learning Linx, Inc. ("Learning Linx," "we," "us," or "our") is committed to protecting the privacy of our clients, their children, and our website visitors. This Privacy Policy describes the information we collect, how we use it, and your rights regarding that information.
By using our services or visiting our website, you agree to the practices described in this policy.
1. Information We Collect
We collect information in the following categories:
a. Account Information: When you register as a client or guardian, we collect your name, mailing address, email address, telephone number, emergency contact information, and (where applicable) insurance information.
b. Participant Information: For each child or student receiving services, we collect identifying information (name, date of birth), educational background, medical history relevant to services, and other information you provide.
c. Health Information (PHI): For clinical services (speech-language pathology, occupational therapy, polyvagal therapy), we collect protected health information including diagnostic assessments, treatment notes, progress reports, prescriptions, and authorizations.
d. Educational Records: For educational services (academic development, ADHD coaching), we collect academic performance, goal plans, session notes, and progress reports.
e. Payment Information: Credit card details are collected and processed by our payment processor (Stripe). We do not store full payment card numbers on our systems.
f. Communications: Records of messages, emails, and SMS exchanges between you and Learning Linx staff.
g. Website Usage Data: When you visit our website, we may collect IP address, browser type, pages visited, and similar technical information through standard server logs and analytics.
2. How We Use Your Information
We use your information to:
• Provide and schedule services, including coordination among providers
• Document services and report progress
• Process payments and manage billing
• Communicate with you about appointments, services, and account matters
• Comply with legal, regulatory, and licensing requirements
• Improve our services and operations
3. Sharing of Information
We share information only as necessary to provide services and only with:
a. Our employees and contracted providers, limited to what they need to serve you b. Service providers ("subprocessors") who help us operate the business; current subprocessors are listed in Section 5 c. Third parties when required by law, court order, or to protect against fraud or harm d. With your written authorization
We do not sell your information to third parties. We do not use protected health information or educational records for marketing purposes.
4. HIPAA Notice of Privacy Practices
For clinical services (speech-language pathology, occupational therapy, polyvagal therapy), Learning Linx is a HIPAA-covered entity. Your protected health information is handled in accordance with our Notice of Privacy Practices, which is provided to you at intake and available upon request.
You have the right to:
• Inspect and obtain a copy of your protected health information
• Request an amendment to your protected health information
• Receive an accounting of disclosures of your protected health information
• Request restrictions on certain uses and disclosures
• File a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights
To exercise these rights, contact our Privacy Officer at info@learninglinx.org.
5. Subprocessors
We share information with the following service providers, each of which has agreed to handle information consistent with our obligations:
• Microsoft Azure (cloud hosting, including Azure Communication Services for SMS; HIPAA Business Associate Agreement in place).
• Stripe (payment processing).
• Resend (transactional email delivery).
• Anthropic (Anthropic (AI services for generating academic progress reports). Only educational session content and the student and provider names are shared. No clinical information, contact information, dates of birth, addresses, diagnoses, or other personal information is shared. Anthropic processes this information solely to generate the requested report and does not use customer inputs or outputs to train its models. AI is not used for clinical (speech, occupational therapy, or polyvagal therapy) services or notes.
6. Family Educational Rights and Privacy Act (FERPA)
For educational services, certain client records may be considered education records under FERPA. Parents and guardians have the right to inspect and review education records, request amendments, and consent to disclosures except where FERPA permits disclosure without consent.
7. Children's Privacy (COPPA)
We do not knowingly collect information directly from children under 13 without verifiable parental consent. Account creation and consent for services are limited to parents or legal guardians of minor participants. Participant information is collected from the parent or guardian, not directly from the child.
8. Data Security
We maintain administrative, technical, and physical safeguards designed to protect your information against unauthorized access, alteration, or disclosure. These include encryption in transit and at rest, role-based access controls, audit logging, and regular security reviews.
No system is completely secure. We cannot guarantee absolute security but will notify you in the event of a breach affecting your information as required by law.
9. Data Retention
We retain account and clinical records in accordance with state and federal record-retention requirements applicable to each service line, generally:
• Clinical records: 10 years after last date of service for adults; for minors, until the participant reaches age 25, whichever is longer
• Educational service records: 7 years after last date of service
• Billing and payment records: 7 years
• Audit logs: 6 years per HIPAA requirements
10. Your Rights
In addition to HIPAA and FERPA rights described above, you may:
• Update your account information through your portal at any time
• Adjust your communication preferences (email, SMS, etc.)
• Request information about how your data is being used
• Request closure of your account, subject to record-retention obligations
11. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify active clients by email and post the updated policy on our website with a new effective date.
12. Contact Us
Privacy Officer Learning Linx, Inc. 620 IL Rte. 31, Suite 1 McHenry, IL 60050 Phone: 224-458-4708 Email: info@learninglinx.org