Rocket Learning Center LLC’s Notice of Privacy Practices

Your Information. Your Rights. Our Responsibilities.

Effective date: August 10, 2025

Last updated: April 16, 2026

This notice describes how Protected Health Information (PHI) about your child may be used and disclosed and how you can get access to this information. Please review this notice carefully.

Our Commitment to Privacy

Rocket Learning Center LLC understands that providing Applied Behavior Analysis (ABA) services for your child requires a foundation of trust. We are committed to protecting your child’s Protected Health information (PHI) while providing comprehensive, coordinated care.

This notice explains how we may use and share your child’s PHI and describes your legal rights regarding that information. We follow all applicable laws, including the federal Health Insurance and Accountability Act (HIPAA) and Wisconsin state laws that provide additional privacy protections.

Our Uses and Disclosures

When your child receives services through Rocket Learning Center LLC, we create a clinical record. This record includes their name, medical history, behavioral assessments, session data, and therapy plans. We may use and disclose PHI without your written authorization for the following purposes:

  1. Treatment: We share PHI to provide, coordinate, and manage your child’s therapy plan. For example, a Board Certified Behavior Analyst (BCBA) will share your child’s individualized Behavior Intervention Plan (BIP) and specific skill-acquisition protocols with a Registered Behavior Technician (RBT) who provides direct services. This ensures the RBT has the necessary clinical information to implement the BIP accurately and safely. We follow the “Minimum Necessary Rule,” sharing only the information required to support your child’s progress.

  2. Clinical training: As a learning focused provider, we engage in clinical mentorship. We may use your child's PHI for the internal training and supervision of staff pursuing higher certification (such as RBTs completed supervised fieldwork to become a BCBA). This allows experienced clinicians to mentor junior staff on data analysis and intervention strategies, ensuring the highest standard of care for your child and future families.

  3. Electronic Health Records (EHR): We maintain health information, including behavior data and graphs, in a secure EHR system used for clinical documentation, scheduling, and billing. When necessary, we may share PHI electronically with your child’s primary care physician to support coordination of care. We also provide access to certain health information through our secure parent portal.

  4. Payment: We use and share PHI to bill and receive payment from health insurance plans or other entities. This includes providing your insurer with clinical documentation, such as the therapy plan and session notes, to obtain service authorizations or reimbursements.

  5. Healthcare operations: We use PHI to manage our center and improve clinical quality. This includes internal audits of therapy plans (including instructional protocols and BIPS), RBT training, and ensuring our services meet the standards of the Behavior Analyst Certification Board (BACB). We may share PHI with third-party "Business Associates" that perform various activities for our center, such as billing services, legal counsel, or clinical software platforms. We have a written Business Associate Agreement (BAA) with each of these entities to ensure they are legally bound to protect the privacy and security of your child's information. We may also use your PHI to contact you.

Other Permitted Uses and Disclosures

We may share PHI without your authorization in the following situations as allowed or required by law:

  1. Help with public health and safety issues: We can share information about you for certain situations such as reporting suspected abuse, neglect, or domestic violence.

  2. Do research: Under strict privacy safeguards and only if permitted by law.

  3. 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.

  4. Address workers’ compensation, law enforcement, and other government requests: We can use or share health information about you for workers’ compensation claims, law enforcement purposes or with a law enforcement official, or with health oversight agencies for activities authorized by law.

  5. 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.

Your Rights

You have the following rights regarding the PHI we maintain:

  1. Right to inspect and copy: You may request to view or receive a copy of your child’s health record, including behavior data and progress reports.

  2. Right to request an amendment: If you believe a clinical record or assessment is incorrect or incomplete, you may request in writing that we amend the information.

  3. Right to an accounting of disclosures: You may request a list of the instances in which we have shared your child’s PHI for reasons other than treatment, payment, or healthcare operations.

  4. Right to request restrictions: You may request limitations on how we use or share your child’s PHI. While we are not required to agree to every request, we will comply if the request involves a service you paid for in full out-of-pocket.

  5. Right to confidential communications: You may request that we contact you in a specific way (e.g., cell phone only) or at a specific location.

  6. Right to control access: You can specify which family members or caregivers are permitted to receive information regarding your child’s behavioral progress.

  7. Right to a paper copy: You may request a printed copy of this notice at any time.

Your Choices

For any use or disclosure not described in this notice, we must obtain your written authorization. This specifically includes most uses and disclosures for marketing purposes, the sale of health information, the sharing of therapy notes (if applicable). You may revoke your authorization at any time in writing.

Our Responsibilities

Rocket Learning Center LLC is required by law to maintain the privacy of your child's PHI. We will let you know promptly if a breach occurs that may have compromised the privacy or security of your 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.

For more information see: www.hhs.gov/ocr/privacy/hipaa/understanding/consumers/noticepp.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 and on our website.

Questions or Complaints?

You have the right to file a complaint if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint. To file a complaint or request more information, please contact Chelsey Olson at colson@rocketlearningcenter.com or 608.448.6487.