Privacy Policy

Privacy Policy

Version 2.1; Last updated: 9/17/2026

This Privacy Policy explains the data handling practices of AthenaPsych LLC, Athena Management Services, Inc. (“Athena MSO”) and their affiliates including healthcare providers and provider groups to which Athena MSO provides non-clinical management services (collectively, “we,” “our,” “us” or the “Practice”). Please review this Privacy Policy, which is incorporated into and made part of our Terms of Use by this reference. By using our websites (collectively, “Website”) or our services, you signify your acceptance of this Privacy Policy and your consent to the data practices described below. If you do not agree to the terms of this Privacy Policy, please do not use our Website or use our services.

THE INFORMATION AND ADVICE PUBLISHED OR MADE AVAILABLE ON OUR WEBSITE IS INTENDED FOR INFORMATIONAL PURPOSES ONLY AND IS NOT A SUBSTITUTE FOR PROFESSIONAL MEDICAL OR BEHAVIORAL HEALTH ADVICE, NOR DOES IT ESTABLISH OR CONSTITUTE A PROVIDER-PATIENT RELATIONSHIP. PLEASE SEE YOUR PROVIDER PROMPTLY WITH ANY HEALTHCARE RELATED QUESTIONS.

Our Privacy Policy is organized into the following sections:

1. Information We Collect
2. Use of Your Information
3. Statement about HIPAA
4. Data Sharing
5. Mobile Messaging
6. Data Security
7. Data Retention
8. Children’s Privacy
9. Electronic Communications
10. Your Rights and Choices
11. Do Not Track Disclosure
12. External Links
13. Accessibility Statement
14. Changes to this Privacy Policy
15. Contact Information

1. Information We Collect

(a) Information Voluntarily Provided.

We may collect the following types of information directly from you (or your parent or guardian).

• We collect the information that you provide to us when you request to schedule an appointment. We will ask for your name, email address, phone number, mailing address, preferred language, type of services you are interested in and communication preferences, such as for appointment reminders (all required). Optionally, you may add notes for us. We collect and use this personal information to schedule appointments with you, to perform the services you request, to communicate with you regarding information that may be pertinent to you in connection with your health and our services, and to provide news, updates and other important information about the Practice.
• We collect usernames and passwords when you create an account for our patient portal as well as the information that you provide to us through the portal.
• We collect the information provided on any consent forms, such as information about your health and insurance coverage.
• We may learn health-related information if it is offered to us voluntarily when you contact us via email, phone, fax, chats, video calls, text or through the Website (such as in contact forms or comment fields).
• We collect health-related information about you when we provide you services. Please see the Statement regarding HIPAA below for more information regarding protected health information.
• We collect payment information in connection with payment of invoices for our services.
• If you inquire about a career with us through our Website’s careers page, you will be asked to provide your name, email address, phone number, current location, employment eligibility and sponsorship, referral source and resume (all required). Optional fields are LinkedIn profile URL, salary expectations, languages that you speak, and US Equal Employment Opportunity questions (gender, race and veteran status). We utilize a third party provider to host our job applications and assist with the application process which has their own terms of use and privacy policies, and we encourage you to review those policies whenever you visit their websites or interact with their platforms. Our job hosting provider may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist their recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. We will use the personal data of job applicants solely for employment evaluation purposes.
• We collect information from you when you provide feedback to us through surveys or forms.
• We operate social media pages on third party networks and have social media icons on our Website. When you visit or link to our social media pages, data is processed both by us and the applicable social media provider. Social media providers are completely separate and unaffiliated with us, and we have no control over and thus are not responsible for the content or privacy practices of social media providers. Social media providers have their own terms of use and privacy policies, and we encourage you to review those policies whenever you visit their websites or interact with their platforms.

(b) Automatically Collected Data.

Our Website captures some information about you automatically utilizing background local storage and session storage technologies, such as cookies, web beacons (also referred to as clear gifs, pixel tags, single-pixel gifs and web beacons) and related data collection technologies (collectively, “Cookies”) to gather general information about the browsing activities of visitors to our Website. Cookies are simple text files stored on your web browser to provide a means of distinguishing among users of our Website. Examples of information collected by Cookies are your IP address, the browser you are using, the operating system you are using, device information, the pages on the Website that you visit and referring website.

We may use the following types of optional Cookies: (i) performance and analytics cookies, which allows us to count visits and traffic sources so we can measure and improve the performance of the Website; and (ii) advertising cookies, which may be set through our advertising partners, such as Google Ads, which are used to build a profile of your interests and show you relevant ads.

You have the ability to accept or decline Cookies through our consent banner, which choices you may change by opening the “cookie” icon on the bottom left-hand corner of our Website. You may also change your browser settings to decline the use of Cookies, typically under the sections “Help” or “Internet Options.”

You can also opt out of personalized advertising through:

• Google Ads Settings
• Network Advertising Initiative Opt-Out

Our Website uses Google Analytics which uses Cookies to identify the frequency of use of certain areas of our Website and to identify preferences. For more information regarding how Google collects, uses and shares your information, please visit www.google.com/policies/privacy/partners/. You can deactivate Google Analytics using a browser add-on if you do not wish the analysis to take place. You can download the add-on here: https://tools.google.com/dlpage/gaoptout?hl=en.

We collect log data to monitor and log the activity of authorized users in connection with the patient portal and detect unauthorized access or use of, or tampering with, user information.

When using your mobile device to visit, access or use our Website, then additional categories of information that we collect may include:

• Your name associated with your mobile device
• Your telephone number associated with your mobile device
• Your geolocation
• Your mobile device ID information

From time to time our interactions with you will be conducted over the telephone or video-conference, and such telephone calls and video conferences may be recorded.

(c) Third party sources.

We may combine personal information we receive from you with personal information we obtain from other sources, such as:

• In connection with Care Management Referrals from third party healthcare providers, we collect the patient’s Medicaid ID Number, name, mailing address, email address, phone number, date of birth, gender, and primary written and spoken languages (all required). Optional fields (which for clarity may be presented as required by our payor(s)) include pronouns, race, ethnicity and religion.
• Public sources, such as government agencies, public records, social media platforms, and other publicly available sources.
• Service providers that provide services on our behalf or help us operate the Website and provide our services.
• Business transaction partners. We may receive personal information in connection with an actual or prospective business transaction. For example, we may receive your personal information from an entity we acquire or that acquires us, or by a successor, assignee or any party involved in a business transaction such as a merger, acquisition, sale of assets, or similar transaction, and/or in the context of an insolvency, bankruptcy, or receivership.
• We may receive information from our current and future parents, affiliates, subsidiaries, and other companies under common control and ownership.

2. Use of Your Information

We use your information to:

• Provide services you request (e.g., respond to inquiries, schedule appointments, provide services)
• Improve our Website and user experience
• Provide our patient portal
• Communicate with you about our services, including with respect to consents, registration, insurance, appointments, fees, etc.
• Send occasional marketing or educational updates (you can opt out at any time)
• Comply with legal, regulatory or contractual obligations and respond to requests from public and governmental authorities
• To manage and assure the integrity of our platform
• Investigate possible security incidents or data breaches
• Enforce our Website’s Terms of Use
• Protect our rights, privacy, safety and property and the rights, privacy, safety and property of others
• Fill employment positions
• Fulfill any other purpose for which you provide the information
• In any other way we may describe when you provide the information
• For any other purpose with your consent

Please note that our use of PHI is explained in our HIPAA Notice of Privacy Practices.

3. Statement about HIPAA

As a healthcare provider, we are a HIPAA-covered entity. This Privacy Policy is in addition to, and does not replace, our HIPAA Notice of Privacy Practices, which explains how we use and disclose your protected health information (“PHI”) under HIPAA. Once you become a patient:

• Information collected through our Website will likely include your PHI
• All PHI is governed by our separate HIPAA Notice of Privacy Practices, which you will receive prior to your first appointment
• We maintain administrative, physical, and technical safeguards designed to comply with HIPAA requirements and standards

Certain behavioral health records may be subject to additional confidentiality protections under federal or state law.

To the extent of a conflict between the terms of this Privacy Policy and the HIPAA Notice of Privacy Practices with respect to PHI, the Notice of Privacy Practices will control how we use and disclose your PHI.

4. Data Sharing

We may share data with the following categories of third parties for our business purposes:

• Between and among our current and future parents, affiliates, subsidiaries, and other companies under common control and ownership.
• Service providers, agents, contractors, consultants and advisors, including technology vendors (such as email or hosting providers) who help us operate our Website and Practice including facilitating telehealth visits, patient communications, scheduling, electronic health records, billing, and patient portal services. These vendors may process personal information and protected health information on our behalf and are contractually required to safeguard such information in accordance with applicable law.
• Third party advertising companies that collect information about your access and use of our Website and other online services for our advertising purposes.
• Insurance providers and payors.
• Government agencies, regulatory authorities or self-regulatory organizations, including law enforcement, as needed to cooperate with proceedings, inquiries or investigations by such authorities or in response to any requests made by such authorities, or as otherwise required by law.
• Third parties as needed to protect our legitimate interests, including to establish or defend our legal rights.
• Third parties in the event that we sell all or part of the business or make a sale or transfer of assets or are otherwise involved in a merger, restructuring, reorganization, merger, sale, joint venture, assignment, transfer, liquidation or other disposition of all or any portion of our business, assets or stock with such third party.
• As set forth in our HIPAA Notice of Privacy Practices.
• Certain other persons to the extent authorized by you.

5. Mobile Messaging

SMS/MMS MOBILE MESSAGING OPT-OUT: If you do not wish to continue to receive mobile messages, please reply STOP to any mobile message from us in order to opt out. You may receive an additional mobile message confirming your decision to opt out.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards, including encryption, access controls, and secure servers, that are designed to protect the security, confidentiality, and integrity of private information and protect against unauthorized access, use, or disclosure.

Except as provided elsewhere in this Privacy Policy, we limit access to personal information in electronic databases to those persons in our organization who have a business need for such access and are subject to a duty of confidentiality. However, you should know that no website operator, including us, can fully eliminate security risks associated with personal information. While we have endeavored to create secure and reliable processes for our patients and users, we cannot guarantee absolute security of your data or communications, and we are not responsible for processes and networks that we do not control. If we determine that a security incident affects personal information or PHI, we will provide notifications as required by applicable law.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or is required to resolve disputes or protect our legal rights.

If you become a patient, we retain medical records in accordance with applicable laws and professional guidelines.

8. Children’s Privacy

Our Website is not directed towards children. If our services are being sought on behalf of a minor, we require Website visitors to contact us by phone in lieu of entering the minor’s information on the Website. We endeavor to collect information about a minor from the minor’s parent or guardian, unless there is an exception permitted by law, such as where such minor is aged 13-17 and directly requesting health services.

If we become aware that we have collected personal information of a minor without required parental or guardian consent, we will take steps to remove that information from our servers as soon as possible.

9. Electronic Communications

You consent to receive electronic communications from us, and you agree that all agreements, notices, disclosures and other communications that we provide to you electronically, via email and/or on our Website satisfy any legal requirement that such communications be in writing.

10. Your Rights and Choices

We are committed to facilitating the exercise of your rights granted by the laws of your jurisdiction and to which we are subject, which may include, the right to request the correction, modification or deletion of your personal information, the right to withdraw consent for data collection, the right to receive an electronic copy of your personal information, the right to opt out of the sale or sharing of your personal information (as applicable), and the right to file a complaint with a regulatory authority. We will do our best to honor your requests subject to any legal and contractual obligations. If you would like to make a request, contact us at the information set forth at the bottom of this Privacy Policy or make changes to any user profile information connected to your account.

You may opt out of marketing emails by clicking the “Unsubscribe” link at the bottom of such email, or by sending an email with the subject line “Unsubscribe” to legal@athenapsych.com. You may continue to receive service-related and other emails which are not for marketing or promotional purposes.

11. Do Not Track Disclosure

We do not track our customers over time and across third party websites to provide targeted advertising on our Website and, therefore, our Website does not respond to Do Not Track (DNT) signals. We utilize a Cookie banner to allow you to decline the placement of tracking technologies on your visit to our Website which are used to provide advertisements on third party websites.

12. External Links

Our Website may link to external sites. We are not responsible for the privacy practices or content of those websites. Please review their privacy policies before submitting any information. This Privacy Policy applies solely to information collected by our Website.

13. Accessibility Statement

We are committed to making our Website accessible to all individuals, including those with disabilities. If you encounter accessibility barriers, please contact us for assistance.

14. Changes to This Privacy Policy

We reserve the right to modify or update this Privacy Policy from time to time to reflect changes in our information practices, and any such amendments shall apply to information already collected and to be collected. We encourage you to review it periodically to stay informed about our information practices. If we make material changes to this Privacy Policy, we will endeavor to notify you here, by email, by SMS or by means of a notice on our home page. We display a version number and an effective date on the top left corner of this Privacy Policy so that it will be easier for you to know when there has been a change. Your continued use of our Website or services after the effective date of this Privacy Policy (as modified from time to time) indicates your agreement to the terms hereof.

15. Contact Information

If you have any questions about this Privacy Policy, please contact us by phone at (718) 520-8000, by email to legal@athenapsych.com or by mail to:

AthenaPsych LLC

Attn: Legal Dept.

PO Box 237181

New York, NY 10023

If you require medical records, please contact us by email to medicalrecords@athenapsych.com or by mail to:

AthenaPsych LLC

Attn: Medical Records

PO Box 237181

New York, NY 10023