Privacy Policy

Scope of this Policy

This Privacy Policy and Notice of Health Information Practices explains how Pathways Family and Community Services (“Pathways FCS,” “we,” “us”) collects, uses, and protects information about you when you use our website, client portal, and clinical services in Virginia, North Carolina and Nevada.

It covers:

Protected health information (“PHI”) that we create or receive as a health care provider, which is governed by the Health Insurance Portability and Accountability Act (“HIPAA”) and applicable Virginia and Nevada health privacy laws.

Other personal data collected through our website or online services that may be subject to state consumer privacy laws, including Virginia, North Carolina and Nevada privacy laws.

At Pathways Family & Community Services (“Pathways”, “we”, “us”, or “our”), your privacy is important to us. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website at https://pathwaysfcs.com/ (the “Site”).

1. Information We Collect

We may collect the following categories of information:

Health information: Medical and mental health history, diagnoses, treatment plans, progress notes, telehealth records, insurance and billing information, and other PHI created or received during your care.
Personal identifiers and contact details: Name, address, email, phone number, date of birth, emergency contact, and similar data.
Insurance and payment information: Payer name, policy numbers, claims data, and payment details to process services and billing.
Website and technical data: IP address, device identifiers, browser and usage information, and cookies or similar technologies used on our website or portal.

For some states, certain online information about health conditions, treatment, or seeking health services may be considered “consumer health data.”

How we use and disclose PHI

As a health care provider, we use and disclose PHI as permitted or required by HIPAA and applicable state law, including:

Treatment: To provide, coordinate, or manage your mental health and related services, including consultation with other providers involved in your care.
Payment: To obtain payment for services, including insurance verification, prior authorizations, billing, and collections.
Health care operations: For quality improvement, supervision, training, auditing, accreditation, and other operations that support our clinical practice.
As required by law: For mandated reporting (e.g., suspected abuse or neglect), to prevent or lessen serious and imminent threats, or to comply with court orders or other legal requirements in Virginia, North Carolina or Nevada.

Virginia consumer privacy

To the extent Virginia consumer privacy laws apply to data that is not PHI or otherwise exempt (for example, some website analytics or marketing data), Virginia residents may have the right to:

Confirm whether we are processing their personal data and access such data.
Request correction or deletion of certain personal data, and in some cases, opt out of targeted advertising or certain profiling.

HIPAA-covered entities and PHI are generally exempt from the Virginia Consumer Data Protection Act and related amendments, but non-PHI personal data processed for online services or marketing may still be in scope.

State Specific Health Privacy

Virginia

For services provided in Virginia, your health records are also protected by Virginia health records privacy law, which provides additional rights and requirements relating to access, copies, and certain disclosures.

You generally have the right to inspect or receive a copy of your health records, with limited exceptions allowed by law.
If access is denied for specific clinical reasons, you may have the right to request review by another qualified professional as described in Virginia health records law.

Nevada

For services provided in Nevada, mental health and clinical records are protected under Nevada law, including confidentiality requirements for “clinical records” maintained by facilities and programs that provide mental health services.

Clinical records are not public records, and disclosures are limited to circumstances authorized by Nevada statutes or as otherwise permitted by HIPAA.
Certain disclosures may be made in connection with threats of serious harm, court orders, or other situations defined under Nevada law

Nevada consumer health data (online)

When Nevada residents use our website or online services, we may collect “consumer health data,” such as information about seeking or receiving mental health services or other health-related information submitted online.

We collect this data to operate our website, respond to inquiries, schedule services, and improve user experience.
We do not sell consumer health data and do not condition providing services on your authorization to sell consumer health data.

Nevada residents may have the right to:

Request information about the consumer health data we collect and how we use and share it.
Request access, deletion, or correction of certain online consumer health data, subject to legal and clinical limitations.

Requests can be submitted using the contact information in the “Contact” section below, and we will take reasonable steps to verify your identity before responding

Your rights regarding PHI

You have rights with respect to your PHI under HIPAA and applicable state law, including:

Right of access: To see or get a copy of your PHI maintained in a designated record set, with limited exceptions.
Right to request amendment: To request corrections to your PHI if you believe it is inaccurate or incomplete.
Right to an accounting of disclosures: To obtain a list of certain disclosures of PHI made in the past period defined by law.
Right to request restrictions: To ask that we limit certain uses or disclosures; we will consider these requests and comply when required by law.
Right to request confidential communications: To ask that we contact you in a specific way or at a specific place (for example, an alternate mailing address).
Right to a paper copy: To receive a paper copy of this Policy and our Notice upon request.

To exercise any of these rights, use the contact information listed in the Contact section.

2. How We Use Your Information

We use your information to:

Respond to your inquiries or service requests
Provide you with information about our programs and services
Improve our website and user experience
Send newsletters or updates (if you’ve opted in)
Comply with legal and regulatory obligations

3. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share your data with:

Service providers who help us operate the Site and provide our services
Legal authorities if required to comply with laws or respond to legal requests
Partners or affiliates with your explicit consent

4. Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to enhance your browsing experience. You can control cookies through your browser settings.

5. Data Security and Retention

We use administrative, technical, and physical safeguards designed to protect PHI and other personal data against unauthorized access, use, or disclosure.

We retain PHI and other data for the time periods required or permitted by applicable law and professional standards, including Virginia and Nevada record-retention requirements for mental health providers.

6. Your Choices

You can:

Opt-out of receiving marketing communications at any time
Disable cookies through your browser settings

To make these requests, please contact us at:
Email: compliance@pathwaysfcs.com
Phone: (540) 782-8878

7. Third-Party Links

Our Site may contain links to other websites. We are not responsible for the privacy practices or content of third-party sites.

8. Children’s Privacy

Our website is not knowingly directed at children under 13. We do not knowingly collect personal information from children without parental consent. However, children’s consent laws vary by state. Check State Code for more information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with the updated effective date.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Pathways Family and Community Services
Website: https://pathwaysfcs.com/
Email: compliance@pathwaysfcs.com
Phone: (540) 782-8878 or (866) 954-7284
Address: 385 Garrisonville Road Ste 116, Stafford VA 22554