Privacy Policy

Northeast Family Services is committed to protecting and preserving your privacy. This Website Privacy Policy describes the manner in which we collect, process, use, and disclose information that you provide to us or that we collect when you use our website (the "Site"). By using our Site, you are accepting the practices described in this Privacy Policy.

Important: Protected Health Information, as defined under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations ("HIPAA"), including information you provide to us during the course of your health care, is not covered by this Privacy Policy. That information is subject to our Notice of Privacy Practices, which governs how we handle your health information as a covered entity under HIPAA.

1. Information We Collect

We may collect the following types of information when you use our Site:

Information you provide directly: When you fill out a contact form, request form, payment form, job application, or intern application on our Site, we collect the information you submit. This may include your name, email address, phone number, mailing address, and the content of your message or form submission.

Internet Protocol (IP) Address: We automatically collect your IP address when you visit our Site. An IP address is a number assigned to your device when you connect to the Internet. We use IP addresses to help diagnose server issues, administer the Site, analyze usage trends, and improve the user experience. IP addresses are not linked to personally identifiable information.

Cookies and similar technologies: Our Site may use cookies to enhance your experience. Cookies are small data files stored on your browser that help websites remember your preferences and interactions. We use cookies for purposes such as remembering your settings, analyzing how the Site is used, and improving performance. You can manage your cookie preferences by selecting "Manage Cookies" on our Site or adjusting your browser settings. Note that disabling cookies may affect some functionality of the Site.

Analytics data: We may use third-party analytics tools (such as Google Analytics) to understand how visitors use our Site. These tools collect information such as pages visited, time spent on the Site, and referring websites. This information is aggregated and not linked to personally identifiable information.

2. How We Use Your Information

We use the information we collect to respond to inquiries and form submissions, connect prospective clients and families with the appropriate services or intake team, process job and internship applications, process payments submitted through our payment forms, improve and administer our Site, and comply with legal and regulatory requirements.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

3. How We Share Your Information

We may share your information in the following limited circumstances:

Service providers: We may share information with trusted third-party vendors who assist us in operating the Site or delivering our services, such as payment processors, form platforms (including JotForm), and analytics providers. These vendors are contractually required to protect your information and may only use it to perform services on our behalf.

Legal requirements: We may disclose your information if required to do so by law, court order, or government regulation, or if we believe disclosure is necessary to protect the rights, property, or safety of Northeast Family Services, our clients, or others.

Business transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

4. Security

All information submitted through our Site is transmitted using SSL (Secure Socket Layer) encryption, which scrambles data before it is sent to us. We protect information stored on our systems by restricting access to authorized Northeast Family Services personnel only.

However, no method of transmission over the Internet is 100% secure. While we take reasonable precautions to protect your information, we cannot guarantee the absolute security of data transmitted to or from our Site. Email communications in particular may be accessed without your knowledge while in transit. We recommend that you do not submit sensitive or confidential information by email or through our website contact forms.

5. Cookies

Our Site uses cookies and similar tracking technologies to improve functionality and understand how visitors use the Site. You can manage your cookie preferences at any time by selecting "Manage Cookies" on our homepage or adjusting your browser settings. Most browsers allow you to refuse or delete cookies, though doing so may affect certain features of the Site.

Types of cookies we may use: Essential cookies (required for the Site to function), analytics cookies (to understand how the Site is used), and preference cookies (to remember your settings).

6. Third-Party Links

Our Site may contain links to third-party websites, including our job board, JotForm payment and request forms, and Real Help. Northeast Family Services is not responsible for the privacy practices or content of those external sites. We make no warranty or representation regarding the accuracy, completeness, or usefulness of information on linked third-party sites, and no endorsement of those sites or their contents is implied.

Northeast Family Services accepts no liability, direct or indirect, for any loss or damage resulting from reliance on information accessed through links to external websites.

7. Data Retention

We retain personal information only as long as necessary to respond to inquiries, fulfill the purposes described in this Policy, and comply with applicable legal requirements. When information is no longer needed for these purposes, we take steps to delete or de-identify it.

8. Children's Privacy

Our Site is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13 through our website. If you believe we have inadvertently collected information from a child under 13, please contact us at info@ne-family.com and we will take steps to delete it promptly.

Note: Our clinical services serve children and families. Information related to the care of minors is handled under our Notice of Privacy Practices and applicable HIPAA regulations, not this website privacy policy.

9. Your Rights

Depending on your state of residence, you may have certain rights regarding your personal information, including the right to access, correct, or request deletion of information we hold about you. To make such a request, contact us at info@ne-family.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make changes, we will update the effective date at the top of this page. We encourage you to review this Policy periodically. Your continued use of the Site following any changes constitutes your acceptance of the updated Policy.

11. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us:

Northeast Family Services
200 Sutton St #120
North Andover, MA 01845
Email: info@ne-family.com
Phone: 774-206-1125
Website: northeastfamilyservices.com

Northeast Family Services’ Notice of Privacy Practices

This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.

Your Rights

You have the right to:

• Get a copy of your paper or electronic medical record
• Correct your paper or electronic medical record
• Request confidential communication
• Ask us to limit the information we share
• Get a list of those with whom we’ve shared your information
• Get a copy of this privacy notice
• Choose someone to act for you
• File a complaint if you believe your privacy rights have been violated

Your Choices

You have some choices in the way that we use and share information as we:

• Tell family and friends about your condition
• Provide disaster relief
• Provide mental health care
• Market our services and sell your information

Our Uses and Disclosures

We may use and share your information as we:

• Treat you
• Run our organization
• Bill for your services
• Help with public health and safety issues
• Do research
• Comply with the law
• Address workers’ compensation, law enforcement, and other government requests
• Respond to lawsuits and legal actions

To the extent that we have your substance use disorder patient records, subject to 42 C.F.R. Part 2, we will not share that information for investigations or legal proceedings against you without (1) your written consent or (2) a court order and a subpoena.

Your Rights

When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.

Get an electronic or paper copy of your medical record

You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask your provider or contact us using the contact information at the end of this form. We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.

Ask us to correct your medical record

You can ask us to correct health information about you that you think is incorrect or incomplete. Ask your provider or contact us using the contact information at the end of this form. We may say “no” to your request, but we’ll tell you why in writing within 60 days.

Request confidential communications

You can ask us to contact you in a specific way (for example, home, office, or cell phone) or to send mail to a different address. We will say “yes” to all reasonable requests.

Ask us to limit what we use or share

You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no,” for example, if it could affect your care. If we agree to your request, we may still share this information in the event that you need emergency treatment.

If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.

Get a list of those with whom we’ve shared information

You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.

We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.

Get a copy of this privacy notice

You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.

Choose someone to act for you

If someone has authority to act as your personal representative, such as if someone has your medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information. We will make sure the person has this authority and can act for you before we take any action.

File a complaint if you feel your rights are violated

You can complain if you feel we have violated your rights by contacting our HIPAA Privacy & Security Officer (contact information below).

You can file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights by sending a letter to 200 Independence Avenue, S.W., Washington, D.C. 20201, calling 877-696-6775, or visiting https://www.hhs.gov/hipaa/filing-a-complaint/index.html.

We will not retaliate against you for filing a complaint.

Your Choices

For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.

In these cases, you have both the right and choice to tell us to:

• Share information with your family, close friends, or others involved in your care or payment for your care
• Share information in a disaster relief situation

If you are not able to tell us your preference, for example if you are unconscious, we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety.

In these cases we never share your information unless you give us written permission:

• Marketing purposes
• Sale of your information
• Most sharing of psychotherapy notes

If we have your substance use disorder patient records, subject to 42 C.F.R. Part 2, we will give you clear and obvious notice in advance and a choice about whether to receive fundraising communications that use your Part 2 information.

Our Uses and Disclosures

We typically use or share your health information in the following ways:

Treat you – We can use your health information and share it with other professionals who are treating you.

Example: We may share information with your other healthcare providers to coordinate your care.

Run our organization – We can use and share your health information to run our practice, improve your care, and contact you when necessary.

Example: We use health information about you to manage your treatment and services.

Bill for your services – We can use and share your health information to bill and get payment from health plans or other entities.

Example: We give information about you to your health insurance plan so it will pay for your services.

How else can we use or share your health information?

We are allowed or required to share your information in other ways – usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.

In all cases, including those listed below, if we have substance use disorder patient records about you, subject to 42 C.F.R. Part 2, we cannot use or share information in those records in civil, criminal, administrative, or legislative investigations or proceedings against you without (1) your consent or (2) a court order and a subpoena.

Help with public health and safety issues

We can share health information about you for certain situations such as:

• Preventing disease
• Helping with product recalls
• Reporting adverse reactions to medications
• Reporting suspected abuse, neglect, or domestic violence
• Preventing or reducing a serious threat to anyone’s health or safety

Do research

We can use or share your information for health research.

Comply with the law

We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law.

Address workers’ compensation, law enforcement, and other government requests

We can use or share health information about you:

• For workers’ compensation claims
• For law enforcement purposes or with a law enforcement official
• With health oversight agencies for activities authorized by law
• For special government functions such as military, national security, and presidential protective services

Respond to lawsuits and legal actions

We can share health information about you in response to a court or administrative order, or in response to a subpoena.

Our Responsibilities

We are required by law to maintain the privacy and security of your protected health information. We must follow the duties and privacy practices described in this notice and give you a copy of it. We will not use or share your information other than as described in this notice unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.

We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.

For more information see: https://www.hhs.gov/hipaa/for-individuals/notice-privacy-practices/index.html.

Changes to the Terms of this Notice

We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website.

Contact Information

Lena Melendez, HIPAA Privacy & Security Officer
Phone: 508-774-8391
LMelendez@ne-family.com