Website Privacy Policy

This Privacy Policy covers information Presence collects through its website and marketing activities. It does not cover student data or other information Presence processes on behalf of schools and education agencies. For those practices, see our Student Data Privacy & FERPA Policy.

Introduction

This Privacy Policy describes how Presence (“we,” “us,” or “our”) collects, uses, and protects information when you (the visitor) visit our website www.presence.com to learn about our services, request information, sign up for newsletters and webinars, or apply to join our clinical network. When we say “you” or “your” in this policy, we mean visitors to our website, including prospective customers, school administrators, therapists, clinicians exploring opportunities with Presence, and anyone else who interacts with our public website.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. Refer to the “Last Updated” date of this Privacy Policy for the latest version. Any changes or modifications will be effective immediately upon posting the updated Privacy Policy on the site, and you waive the right to receive specific notice of each such change or modification.

Who We Are

Presence is a leading teletherapy service provider that delivers speech-language therapy, occupational therapy, mental health counseling, and other therapeutic services to schools and school districts nationwide. We also provide the Presence therapy platform (“Presence Platform”), which enables therapists to deliver high-quality services to students or their patients online. Our mission is to make specialized therapy services accessible to every student who needs them.

Depending on how you interact with us, we may act in different roles under data protection laws. When you visit our website and provide information directly to us, we are the “controller” or “business” responsible for that information. When we provide services to schools through our therapy platform, we act as a “processor” or “service provider” on behalf of the school. This Website Privacy Policy addresses our role as a controller of information you provide through our public website.

What This Policy Covers

This policy applies to information we collect through:

• Our public-facing websites, including www.presence.com and related sites.
• Forms and inquiries submitted through our website, including requests for information, demo requests, and contact forms.
• Newsletter and email signups for marketing communications and educational resources.
• Registration for webinars, events, and other informational sessions.
• Information submitted in connection with recruiting, hiring, or engagement opportunities with Presence.
• Communications with us through email, phone, text message, or other channels initiated through our website or forms referencing this Website Privacy Policy.

What This Policy Does Not Cover

This Website Privacy Policy does not apply to:

• Information collected from users of our therapy platform and services. If you are a school customer, school administrator, or parent of a student using our services or the platform, the collection and use of your information is governed by our Contract with the school, district, or education agency.
• Current employee information. Information about our employees and staff is handled in accordance with our internal employee privacy practices and policies.
• Third-party websites and services. Our website may contain links to other websites that we do not operate or control. Once you leave our website, you are subject to the privacy policy of the website you are visiting. We encourage you to review the privacy policies of any third-party websites before providing them with personal information.

If you have any questions about which privacy policy applies to you or controls the collection and use of your information, please contact us using the information in the Contact Us section at the end of this policy.

We Do Not Sell Your Information

Before we explain what information we collect and how we use it, we want to make one thing very clear: we do not sell your personal information to anyone. We are not in the business of selling data. We do not sell contact lists, email addresses, phone numbers, or any other information we collect through our website to advertisers, data brokers, or anyone else. We collect information to provide you with the services and information you request and to improve our website, not to sell to third parties.

This commitment applies to all information we collect through our website, whether you are inquiring about our services, applying to join our team, or just browsing.

What Information We Collect

The information we collect through our website depends on how you interact with us.

Information You Provide Directly

Contact Forms and Inquiries. When you fill out a form to request information about our services, schedule a consultation, or request a demo, we ask for your name, email address, phone number, job title, school or district name, and details about your interest in our services. This helps us understand your needs and respond appropriately to your inquiry.

Newsletter and Email Signups. If you sign up to receive our newsletter or other email communications, we collect your name, email address, and may ask for your professional role. This allows us to send you the information you requested.

Webinar and Event Registrations. When you register for a webinar, virtual event, or training session, we collect your name, email address, phone number, and professional information. We may also collect information about your attendance and participation in the event. We use this information to manage your registration, send you event-related communications (such as confirmations, reminders, and follow-up materials), improve future events and training offerings, and provide you with other information about our services and company.

Text Message Communications

In some cases, we may ask for your phone number and your consent to communicate with you via text message (“SMS”). We use Twilio, Inc. as our third-party SMS messaging platform to send text messages for the following purposes:

• Send you updates about webinars, events, or other programs you have registered for.
• Communicate with job applicants about employment opportunities, interview scheduling, and application status.
• Provide service updates and information to current customers and providers about their products or services.
• Send you information about Presence and opportunities that may be relevant to you based on your relationship with us.
• Communicate with contracted clinical providers (including speech-language pathologists, occupational therapists, and mental health clinicians) about potential assignment opportunities, scheduling, and current assignment status. Note: clinical providers who have entered into an independent contractor agreement with Presence are also subject to additional SMS-related terms set forth in that agreement.

Consent. By providing Your phone number and agreeing to receive text messages, You expressly consent to receive SMS communications from Us for the purposes described above. Consent is not a condition of any purchase, service, or employment consideration. We only send text messages to individuals who have opted in.

Message Frequency. Message frequency varies based on your relationship with us and the nature of your inquiry or service. You will not receive unsolicited promotional messages.

Opt-Out. You may opt out of receiving text messages at any time by replying STOP to any message we send. After opting out, you will receive one confirmation message and no further texts, unless you re-initiate contact or re-consent. To re-enable messages, reply START.

Help. Reply HELP to any message for assistance, or contact us using the information at the end of this policy.

Costs. Message and data rates may apply depending on your mobile carrier and plan. We are not responsible for any charges incurred from your carrier.

Third-Party Messaging Provider. We use Twilio, Inc. as our SMS service provider for internal communications, including messages to current customers, contracted clinical providers, and job applicants. Twilio processes message delivery on our behalf and is bound by its own privacy policy and terms of service, available at twilio.com. We do not share your phone number with Twilio or any third party for independent marketing purposes. For clinical providers, SMS communications may also be governed by the terms of your independent contractor agreement with Presence. Mobile carriers are not liable for delayed or undelivered messages.

Student Policy. We do not send promotional or marketing text messages to students under the age of 18.

Data Retention. Phone numbers and message logs are retained only as long as necessary to fulfill the purposes described above or as required by applicable law.

Job Applications and Clinical Network Inquiries. 

If you are a therapist, clinician, or other professional interested in joining our clinical network or applying for a position with Presence, we collect information through our website application process or through third-party platforms such as Indeed that link to our website. The information we collect includes:

• Your name, email address, phone number, and mailing address.
• Your resume or curriculum vitae, which may include your education history, work experience, professional credentials and licenses, certifications, and references.
• Information you provide in cover letters, application forms, or through communications with our recruiting team.
• Professional credentials, state licenses, and other information necessary to verify your qualifications.
• Information about your areas of expertise, availability, and interest in specific roles or service areas.

By submitting a job application or inquiry through our website or through a third-party platform that directs you to our website, you consent to the following:

• We may contact you regarding employment opportunities, including the specific position you applied for and other positions that may match your qualifications.
• We may retain your application materials and information for future consideration. Even if we do not have an immediate opening that matches your qualifications, we may keep your information in our applicant database and contact you when relevant positions become available.
• We may communicate with you about Presence, including information about our company, our services, and our culture.
• We may contact you via email, phone, or text message to schedule interviews, request additional information, verify your credentials and references, and discuss employment opportunities.
• We will retain your information in accordance with applicable employment laws and our standard retention practices. You may request that we delete your application information at any time by contacting us at the email address provided at the end of this policy.

Communications with Us. If you email, call, text, or communicate with us through our website, we keep a record of that communication to respond to your questions and improve our customer service.

Information We Collect Automatically

When you visit our website, we automatically collect certain technical information about your visit.

Device and Browser Information. We collect information about the device and browser you use to access our website, including your device type, operating system, browser type, and browser settings.

IP Address and Location. We collect your IP address, which is a number assigned to your device when you connect to the internet. We may use your IP address to approximate your general geographic location, such as your city or region. This helps us understand where our website visitors are located and deliver relevant content.

Usage Information. We collect information about how you interact with our website, including which pages you visit, how long you spend on each page, which links you click, and what content you view or download. This helps us understand what information is most useful and how we can improve our website.

Referral Information. We collect information about how you arrived at our website, such as whether you clicked a link from another website, a search engine, or an email.

Cookies and Similar Technologies

We use cookies and similar technologies to collect some of the information described above. Cookies are small data files that websites place on your device.

Types of Cookies and Tracking Technologies We Use

Strictly Necessary Cookies. These cookies are essential for our website to work properly. For example, they remember your preferences as you navigate between pages.

Analytics Cookies. We use cookies to understand how people use our website. These cookies help us see which pages are most popular, how long people spend on our site, and where we might have technical problems. We use the following analytics services:

• Google Analytics 4 (GA4) collects information about your visits to our website, including which pages you view, how you navigate our site, and how you found us. We also use Google Search Console to understand how people find our website through search engines.
• Microsoft Clarity helps us understand how visitors interact with our website by creating heatmaps and recordings of user behavior. This shows us where people click, how far they scroll, and how they move through our site. This information helps us improve the design and usability of our website.

Marketing and Advertising Cookies. We use cookies and similar technologies to help us deliver relevant advertising and marketing. These technologies work in several ways:

• Google Ads and LinkedIn Ads enable us to show ads to people who have visited our website or who match the profiles of our potential customers. When you visit our website, these platforms may place cookies that allow them to recognize you across other websites or services. We may also upload lists of hashed email addresses (encrypted versions of email addresses) to Google and LinkedIn to help us reach people who have expressed interest in our services, measure the effectiveness of our advertising, and better understand our audience.
• HubSpot is our customer relationship management platform. It helps us track website visitors, manage our communications with prospective customers, and understand how people interact with our emails and marketing materials.

Server-Side Tracking. Because many web browsers now block third-party cookies, we use Stape.io to implement server-to-server tracking. This technology allows us to continue collecting analytics and advertising data in a privacy-friendly way that works even when cookies are blocked. Instead of placing cookies directly in your browser, information about your visit is sent to our server, which then shares it with our analytics and advertising platforms. This helps us maintain accurate data about how our website is performing and how our marketing is working.

SEO and Search Monitoring. We use tools to understand how people find our website through search engines and AI-powered search tools. Profound AI helps us understand how people search for services like ours using AI search engines such as ChatGPT, Perplexity, and others, and which AI search engines are directing people to our website. This service connects to our Google Analytics data but does not place additional tracking technologies on our website at this time.

How Long Do Cookies Last

Some cookies expire when you close your browser (these are called session cookies). Others remain on your device for a set period of time or until you delete them (these are called persistent cookies). The duration varies depending on the purpose of the cookie.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or to be alerted when cookies are sent. You can also delete cookies that have already been placed on your device.

To opt out of interest-based advertising, you can visit:

• Digital Advertising Alliance opt-out page: www.aboutads.info/choices
• Network Advertising Initiative opt-out page: www.networkadvertising.org/choices
• Google Ads Settings: www.google.com/settings/ads
• LinkedIn Ad Settings: www.linkedin.com/psettings/advertising

Please note that if you disable certain cookies, some parts of our website may not work properly, and you may see less relevant advertising. Even if you opt out of interest-based advertising, you may still see our advertisements, but they will not be tailored to your interests.

How We Use Information

We use the information we collect through our website for several purposes.

Responding to Your Requests

When you contact us or fill out a form, we use your information to respond to your inquiry. This might mean sending you information about our services, scheduling a demo or consultation, answering your questions, or processing your application to join our clinical network.

Sending You Information You Requested

If you sign up for our newsletter, webinars, or other communications, we use your email address and phone number (if provided with consent) to send you that information. We may also send you information about our services, upcoming events, or resources for educators and therapists that we think might interest you based on your role and the information you shared with us.

You can unsubscribe from emails at any time by clicking the unsubscribe link at the bottom of any email we send you. You can opt out of text messages at any time by replying STOP to any text message.

Improving Our Website and Services

We use information about how people use our website to improve it. This includes understanding which content is most helpful, identifying technical problems, improving navigation and design, and creating new resources based on what people are looking for.

Marketing and Advertising

We use information to help us market our services more effectively. This includes understanding who is interested in our services, creating and delivering targeted advertising to those who might benefit, measuring the effectiveness of our marketing campaigns, and developing content and resources that address the needs of educators and school administrators.

We do not use information from our therapy platform or information about students to inform our website marketing. Our marketing is directed at schools, administrators, and prospective therapists, not at students or parents.

Recruiting and Hiring

We use information from job applicants to evaluate applications, contact candidates about opportunities, verify credentials and references, and manage our hiring process. We may retain applicant information to consider candidates for future positions that match their qualifications.

Legal and Safety Purposes

We may use and disclose information when necessary to comply with laws and regulations, respond to legal requests such as subpoenas, protect our rights and property, prevent fraud or security incidents, and enforce our terms of service.

How We Share Information

We share information collected through our website in limited circumstances.

Service Providers

We work with other companies that help us operate our website and market our services. These service providers may have access to information we collect. They are only permitted to use that information to provide services to us.

Our service providers include:

• Website Hosting and Infrastructure. We use professional hosting services to keep our website online and operating smoothly.
• Analytics and Performance Monitoring. We use Google Analytics 4 and Google Search Console to understand how visitors use our website and how they find us through search engines. We use Microsoft Clarity to analyze user behavior on our website through heatmaps and session recordings. We use Profound AI to understand how people discover our services through AI-powered search engines.
• Marketing and Advertising Platforms. We use Google Ads and LinkedIn Ads to advertise our services to prospective customers. These platforms help us reach the right audience and measure the effectiveness of our advertising. We may share hashed (encrypted) email addresses with these platforms to create custom audiences and improve our advertising targeting.
• Customer Relationship Management. We use HubSpot to manage our communications with prospective customers, track inquiries, send newsletters, marketing emails, and text messages, and understand how people interact with our content.
• Tracking Infrastructure. We use Stape.io to implement server-to-server tracking, enabling our analytics and advertising tools to work effectively even when browser cookies are blocked. This service helps ensure we can continue to improve our website and measure our marketing effectiveness in a privacy-conscious way.

We require all of our service providers to protect the information they receive from us and to use it only for the purposes we specify.

Business Partners

We may share limited information with business partners when relevant to your inquiry. For example, if you request information about a specific service or product we offer in partnership with another organization, we may share your contact information with that partner so they can assist with your request. We will let you know when we plan to share your information with a partner and give you the opportunity to opt out.

Legal Requirements and Safety

We may disclose information when required by law or when necessary to protect safety and rights. This includes responding to subpoenas or court orders, cooperating with law enforcement, protecting our rights and property, and preventing fraud or security incidents.

Business Transactions

If Presence is acquired by or merges with another company, information collected through our website may be transferred as part of that transaction. In that case, the acquiring company would be required to continue protecting your information in accordance with this policy, or we would provide you with notice and an opportunity to opt out.

With Your Consent

With your consent, we may share your information in other ways.

What We Do Not Do with Your Information

To be completely clear:

• We do not sell your personal information to anyone.
• We do not sell email lists, phone numbers, or contact lists to third parties.
• We do not share your information with data brokers.

Your Choices and Rights

You have choices about how we collect and use your information.

Email and Text Message Communications

If you do not want to receive promotional emails from us, you can unsubscribe at any time by clicking the unsubscribe link at the bottom of any email we send you. If you do not want to receive text messages from us, you can opt out by replying STOP to any text message we send you.

Please note that even if you unsubscribe from promotional emails or text messages, we may still send you important service-related communications if you have an active inquiry or relationship with us.

Accessing and Updating Your Information

If you have submitted information through our website and would like to access, update, or delete that information, please contact us using the information at the end of this policy. We will respond to your request in accordance with applicable law.

State Privacy Rights

If you live in certain states, you may have additional rights regarding your personal information under state privacy laws. A growing number of states have enacted comprehensive privacy laws that provide residents with specific rights, including but not limited to California, Colorado, Connecticut, Delaware, Indiana, Iowa, Montana, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, and Virginia. The rights described below apply to residents of these and any other states with applicable privacy laws.

Right to Know and Access. You have the right to request that we disclose the personal information we have collected about you over the past 12 months. This includes:

• The categories of personal information we collected.
• The categories of sources from which we collected the personal information.
• The business or commercial purpose for collecting the personal information.
• The categories of third parties with whom we shared the personal information.
• The specific pieces of personal information we collected about you.
• You also have the right to request a copy of the personal information we have about you in a portable format.

Right to Delete. You have the right to request that we delete the personal information we have collected from you, subject to certain exceptions under the law. We may need to retain some information to comply with legal obligations, complete transactions you requested, detect and prevent fraud and security incidents, or for other legitimate business purposes.

Right to Correct. You have the right to request that we correct inaccurate personal information we maintain about you.

Right to Opt-Out of Sale or Sharing. You have the right to opt out of the sale of your personal information or the sharing of your personal information for cross-context behavioral advertising (targeted advertising). As stated clearly in this policy, we do not sell your personal information. You can opt out of targeted advertising by using the cookie controls described in the “Managing Cookies” section above.

Right to Non-Discrimination. You have the right not to be discriminated against for exercising any of your privacy rights. We will not deny you services or provide you with a different level or quality of services for exercising your privacy rights.

Additional Rights for California Residents

If you are a California resident, you have these additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):

Right to Limit Use of Sensitive Personal Information. You have the right to limit our use and disclosure of sensitive personal information to purposes necessary to perform the services you requested or as otherwise permitted by law. We do not use or disclose sensitive personal information for purposes other than those permitted under California law.

California “Shine the Light” Law. California’s “Shine the Light” law (Civil Code Section 1798.83) permits California residents to request certain information about our disclosure of personal information to third parties for their direct marketing purposes during the preceding calendar year. We do not share personal information with third parties for their own direct marketing purposes.

Notice at Collection. The “What Information We Collect” section of this policy serves as our Notice at Collection for California residents. It describes the categories of personal information we collect, the purposes for which we use it, and how we share it. We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law.

How to Exercise Your Privacy Rights

To exercise any of the rights described above, please contact us at:

Email: privacy@presence.com (subject line: “Privacy Rights Request”)

Mail: PresenceLearning, Inc., 530 Seventh Avenue, Suite M1, New York, NY 10018

When you contact us, please specify which right you wish to exercise and provide sufficient information to allow us to locate your records in our system. We will need to verify your identity before processing your request. We may ask you to provide information such as your name, email address, phone number, and other details to confirm your identity. The verification steps will vary depending on the sensitivity of the information you are requesting and your relationship with us.

We will respond to verifiable requests within the timeframe required by applicable law, typically within 45 days. If we need additional time, we will notify you of the extension and the reason.

Authorized Agents. You may designate an authorized agent to make a request on your behalf. If you use an authorized agent, we will require:

• Proof that the agent is authorized to act on your behalf (such as a signed permission letter or power of attorney).
• Verification of your identity directly with us.
• We may contact you to confirm that you authorized the agent to submit the request.

Appeals

If we deny your request to exercise your privacy rights, you have the right to appeal that decision. To appeal, please contact us at privacy@presence.com with “Privacy Rights Appeal” in the subject line and explain why you believe our decision was incorrect. We will respond to your appeal within the timeframe required by applicable law.

Data Retention

We retain information collected through our website for as long as necessary to fulfill the purposes for which it was collected, or as required by law.

Inquiry and Contact Information. If you submit an inquiry or request for information, we retain your contact information and the details of your inquiry for as long as necessary to respond to your request and for a reasonable period afterward (typically up to two years) to address any follow-up questions or to provide you with information you may find useful.

Newsletter and Marketing Subscriptions. If you subscribe to our newsletter or other marketing communications, we retain your information until you unsubscribe or ask us to delete it.

Job Application Information. We retain job application materials in accordance with applicable employment laws. Generally, we keep application information for the duration of the hiring process and for a reasonable period afterward (typically one to two years) so we can consider candidates for future positions. You may request deletion of your application information at any time.

Website Usage and Analytics Data. We retain website analytics and usage data for varying periods depending on the specific data and tool used, generally ranging from a few months to two years.

Legal and Business Records. We may retain certain information longer when required by law, to comply with legal obligations, resolve disputes, enforce our agreements, or for other legitimate business purposes. For example, we may retain financial records for tax and accounting purposes as required by law.

If you would like us to delete your information, please contact us using the information provided at the end of this policy. Please note that we may not be able to immediately delete all information from backup systems or archives, but we will ensure the information is no longer accessible or used for business purposes.

Security

We take the security of your information seriously and use reasonable security measures to protect the information we collect through our website. These measures include:

Encryption. We encrypt data transmitted over the internet to protect it from unauthorized access.

Secure Infrastructure. We use Amazon Web Services (AWS) for our hosting infrastructure. AWS provides enterprise-grade security with physical and network security controls, redundancy, and regular security audits. We use secure servers and data storage systems with access controls that limit who can access information.

Regular Assessments. We conduct regular security assessments and updates to identify and address potential vulnerabilities.

Compliance Programs. We maintain security and compliance programs aligned with industry standards. We have obtained SOC 2 Type 2 certification, demonstrating our commitment to maintaining rigorous security controls and protecting the data entrusted to us.

For more detailed information about our security practices and certifications, please visit our Trust Center at https://trust.presence.com/.

However, no method of internet transmission or electronic storage is completely secure. While we strive to protect your information using industry-standard security practices, we cannot guarantee absolute security.

Links to Other Websites

Our website may contain links to other websites that are not operated by us. If you click on a link to another website, you will be directed to that website, which has its own privacy policy. We are not responsible for the privacy practices of other websites. We encourage you to review the privacy policy of any website you visit.

Children’s Privacy and COPPA

Our public website 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. We comply with the Children’s Online Privacy Protection Act (COPPA), which protects the privacy of young children online.

If we learn that we have collected information from a child under 13 through our website without verifiable parental consent, we will delete that information promptly.

Services provided to schools through our therapy platform do serve children as part of school-based special education-related services. In those cases, the collection and use of student information is governed by our agreement with the school, and we rely on schools to obtain any required consent on behalf of parents in accordance with COPPA and other applicable laws, as schools act as parents’ agents for educational services.

If you are a parent or guardian and believe we have collected information from your child through our website, please contact us immediately at privacy@presence.com so we can delete that information. 

International Visitors

This website and our services are intended solely for use by organizations and individuals located in the United States. If you are accessing this website from outside the United States, please be aware that you are doing so outside the intended scope of this site.

By accessing this website from outside the United States, you acknowledge that our services are not directed at or available to persons or organizations outside the United States, and that any information you submit will be collected, stored, and processed in the United States in accordance with U.S. law.

We do not represent that this website complies with the data protection laws of any country outside the United States. If you are located outside the United States, we encourage you not to submit personal information through this website. If you have questions, please contact us at privacy@presence.com.

Contact Us

If you have questions about this Website Privacy Policy or about how we handle information collected through our website, please contact us:

By Email: privacy@presence.com

By Mail:
PresenceLearning, Inc.
530 Seventh Avenue, Suite M1
New York, NY 10018

We will do our best to respond to your questions and concerns promptly.