Privacy Policy

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Ervin’s Village Family Support Services

Effective Date: January 1, 2026

Ervin’s Village Family Support Services (“Ervin’s Village,” “we,” “our,” or “us”) is committed to protecting the privacy and security of the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and protect information obtained through our website, services, and communication channels, including text messaging.

This policy applies to all visitors, clients, and users of our services.

1. INFORMATION WE COLLECT
 

We may collect the following types of information when you interact with our website, services, or communications.

Personal Information

This includes information that identifies you directly or indirectly, including:

• Name

• Phone number

• Email address

• Mobile carrier information

• Information submitted through website forms

• Communication preferences

Technical Information

When you visit our website, certain technical information may be collected automatically, including:

• Internet Protocol (IP) address

• Browser type

• Device information

• Pages visited

• Website usage information

Healthcare Information

If you are a client or prospective client, we may collect health-related information necessary to provide services. This information may constitute Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA).

1. HOW WE USE YOUR INFORMATION
 

We use collected information for the following purposes:

• Providing behavioral health and support services

• Communicating with clients regarding appointments and services

• Sending service updates and administrative notifications

• Responding to inquiries submitted through our website

• Maintaining records of consent for communication services

• Improving website functionality and service delivery

• Complying with legal and regulatory obligations

We do not sell or rent personal information to third parties.

2. TEXT MESSAGING AND MOBILE COMMUNICATIONS
 

Ervin’s Village may communicate with individuals via text messaging when explicit consent has been provided.

Types of Messages

Messages may include:

• Appointment reminders

• Service updates

• Program information

• Community outreach information

• Client support communications

Message Frequency

Message frequency may vary depending on your interaction with our services.

Message and Data Rates

Standard message and data rates may apply according to your mobile carrier’s pricing plan.

Opt-Out Instructions

You may opt out of receiving text messages at any time by replying:

END

to any message you receive from us.

Help Instructions

For assistance, reply:

HELP

or contact our office directly.

Consent Records

When you provide consent to receive text messages, we record and store the following information:

• Phone number provided

• Consent language presented

• Timestamp of consent

• Form submission details

These records are maintained for compliance purposes.

Mobile information will not be shared with third parties for marketing purposes.

3. HIPAA AND PROTECTED HEALTH INFORMATION (PHI)
 

As a behavioral health services organization, Ervin’s Village complies with the Health Insurance Portability and Accountability Act (HIPAA).

Protected Health Information (PHI) may include information about:

• Mental health services

• Medical history

• Treatment information

• Appointment details

• Billing information

We maintain administrative, technical, and physical safeguards designed to protect the privacy and security of PHI.

PHI is used and disclosed only as permitted by HIPAA and applicable laws.

Clients may receive additional information regarding PHI protections through our Notice of Privacy Practices provided during intake.

4. HOW WE PROTECT YOUR INFORMATION
 

We implement reasonable and appropriate safeguards to protect the confidentiality and security of personal information.

Security measures may include:

• Secure data storage

• Access control procedures

• Encrypted communication channels where applicable

• Staff confidentiality training

• Compliance monitoring

Despite these protections, no method of electronic transmission or storage is completely secure.

5. NFORMATION SHARING AND DISCLOSURE
 

We may share information only in the following circumstances:

• With healthcare providers involved in care coordination

• With insurance providers for billing and claims processing

• With authorized service providers supporting operations

• When required by law or regulatory authority

• When necessary to prevent serious harm or comply with legal obligations

All partners and service providers must adhere to appropriate confidentiality and security standards.

6. COOKIES AND WEBSITE TECHNOLOGIES
 

Our website may use cookies or similar technologies to enhance user experience and analyze website performance.

Cookies may be used to:

• Remember user preferences

• Improve website functionality

• Analyze website traffic

You may disable cookies through your browser settings.

6. THIRD-PARTY LINKS
 

Our website may contain links to third-party websites. Ervin’s Village is not responsible for the privacy practices of external websites.

Users are encouraged to review the privacy policies of those sites before providing personal information.

7. CHILDREN’S PRIVACY
 

Our services are intended for individuals receiving behavioral health support and may involve minors receiving services with appropriate parental or guardian consent.

We do not knowingly collect personal information from children through the website without appropriate authorization.

8. YOUR PRIVACY RIGHTS
 

Depending on applicable laws, individuals may have rights regarding their personal information, including the right to:

• Request access to information held about them

• Request corrections to inaccurate information

• Request limitations on certain uses or disclosures

Requests regarding health information should be submitted through our administrative office.

9. DATA RETENTION
 

Information collected through our services and website may be retained for as long as necessary to:

• Provide services

• Maintain compliance records

• Meet legal and regulatory requirements

Healthcare records may be retained in accordance with state and federal healthcare regulations.

10. CHANGES TO THIS PRIVACY POLICY
 

Ervin’s Village may update this Privacy Policy periodically to reflect changes in services, legal requirements, or operational practices.

Updated policies will be posted on this website with a revised effective date.

11. CONTACT INFORMATION
 

If you have questions regarding this Privacy Policy or our privacy practices, please contact:

Ervin’s Village Family Support Services

8301 Martinsville Hwy, Danville, Virginia 24541

Email: info@ervinsvillage.org

Phone: 434-201-4911

Fax: 434-888-8508