Privacy Policy

Maestro is the internal operations platform of Adaptive Minds ABA ("we," "us," "our"), a provider of Applied Behavior Analysis (ABA) therapy. Maestro is used by our own authorized staff to run the practice: scheduling, clinical documentation, insurance authorizations, billing, payroll, hiring and internal communication. We also operate two related portals — a family portal for the parents and guardians of children in our care, and a team portal for our clinicians.

Maestro is not sold, licensed or offered to other organizations. This policy explains what information Maestro accesses, why, who can see it, how long we keep it, and how to have it removed.

Google user data

Maestro connects to Google services in three distinct ways. Each is described below, including exactly what is accessed and why.

1. When a staff member connects their own Google account

A staff member may connect their Adaptive Minds ABA Google account to Maestro. Doing so is their choice, it is presented on Google's own consent screen, and it grants Maestro access to their mailbox in order to:

• Read messages so that emails with families, insurers, referral sources and job applicants appear on the correct record inside Maestro, and so that documents attached to them can be filed to the right client chart.
• Send messages on the staff member's behalf when they send an email from inside Maestro, so the message comes from their real address and appears in their own Sent folder.
• Organize messages — apply and read labels, and mark messages as read or handled — so that mail already dealt with inside Maestro is not worked twice.

2. Administrator-authorized access across our Google Workspace

Our Google Workspace administrator has authorized Maestro to access company accounts in the adaptivemindsaba.com domain. This access covers company data only — never the personal Google accounts of our staff — and is used to:

• Read company mailboxes to capture incoming referrals, records and applications.
• Read and file documents in company Google Drive, so clinical and administrative paperwork reaches the right chart or personnel file.
• Read and write company Google Calendar entries for therapy sessions, assessments and interviews.
• Create and post to Google Chat spaces for each client's care team and for internal notifications, and manage who belongs to those spaces.
• Read the company staff directory to match accounts to employees.
• Read company Google Sheets that staff maintain as source data for Maestro.

3. Signing in with Google

Staff sign into Maestro, and staff and families sign into our portals, using "Continue with Google." For sign-in we receive only your name, email address and profile picture, and we use them solely to identify your account. Signing in does not give us access to your mailbox, files or calendar.

How we use Google user data — and how we do not

We use the data described above for one purpose only: to operate Maestro for Adaptive Minds ABA and deliver care to our clients. Specifically, we do not:

• sell, rent or trade Google user data to anyone, ever;
• use it for advertising, marketing profiling or retargeting;
• use it to train, develop or improve generalized artificial-intelligence models;
• allow humans to read it, except a small number of authorized staff acting on our instructions where it is needed to provide or support a feature, to resolve a fault, for security reasons, or where the law requires it, or where you have given your consent;
• transfer it to any third party except as described under "Sharing" below.

Some features use automated processing, including artificial-intelligence services engaged under contract, to read and classify incoming documents and messages — for example, to recognize a referral fax or file an insurance letter to the right chart. Those providers process the data solely on our behalf, under confidentiality obligations, and are contractually prohibited from using it for their own purposes or to train generalized models.

Limited Use disclosure

Maestro's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

QuickBooks (Intuit)

When QuickBooks Online is connected, Maestro uses Intuit's API for read-only access to company accounting data — profit & loss and balance-sheet reports, chart of accounts and cash balances, vendors, and bills — solely for our own internal financial reporting. Maestro never creates, modifies or deletes anything in QuickBooks. We do not access or store QuickBooks login credentials; access is granted through Intuit's OAuth and limited to the accounting scope authorized. Access may be revoked at any time from QuickBooks (Apps → Manage) or by disconnecting inside Maestro, which clears the stored tokens.

Health information

Maestro holds protected health information about the children we treat. We handle that information in accordance with our obligations as a HIPAA covered entity, and access within Maestro is limited to workforce members who need it for treatment, payment or health-care operations. Parents and guardians can see their own child's information through the family portal, and only after confirming the child's identity. Our clinicians see only the clients assigned to them.

Sharing

We do not sell or rent any information Maestro holds. We share it only with: authorized Adaptive Minds ABA workforce members; the infrastructure and service providers that host and operate Maestro, acting on our behalf under contract; insurers and health plans where needed to obtain authorization for and payment of a client's care; and any party where the law requires disclosure or where you have asked us to share it.

Storage and security

Data is transmitted over encrypted (TLS) connections and stored with our hosting providers in the United States. OAuth access and refresh tokens are stored encrypted. Access to Maestro requires an individual account, and permissions are granted by role so that staff reach only what their job requires.

Retention and deletion

Google connection tokens are kept only while the connection is in place. A staff member may disconnect their Google account at any time from within Maestro, or revoke Maestro's access directly at myaccount.google.com/permissions. Disconnecting deletes the stored tokens and ends our access immediately.

Information already brought into Maestro — an email filed to a client record, a document saved to a chart — is retained for as long as the law and our professional and record-keeping obligations require, which for clinical records is a period of years set by Nevada law and by our agreements with health plans. To ask what we hold about you, to correct it, or to request deletion, write to us at the address below and we will respond as required by applicable law.

Children

Maestro is not used by children. Information about the children we treat is entered and accessed by our clinicians and by their own parents or guardians.

Changes

If we change this policy we will update the date at the top of this page. Material changes affecting how Google user data is used will be reflected here before the change takes effect.

Contact

Adaptive Minds ABA — questions about this policy, or requests about your information: daniel@adaptivemindsaba.com.