How we handle your information.
What Safe Harbor Medical Transport collects through this website and through our services, how it is used, who it is shared with, and the rights you have over it.
Draft for legal review. This page is a structural template prepared for the client and has not been reviewed by an attorney. Names, retention periods, jurisdictions, and regulatory references must be verified and adapted before publication. It does not constitute legal advice.
Who this policy covers
This policy explains how Safe Harbor Medical Transport ("we", "us") handles information collected through this website and through the non-emergency medical transportation services we provide across Central Virginia.
Safe Harbor Medical Transport operates alongside a sister company under common ownership. The two businesses maintain separate records and separate privacy practices. Visiting or contacting one does not share your information with the other unless you ask us to coordinate, or unless a referral between the two is made with your knowledge.
Health information and HIPAA
Some of the information we handle is protected health information ("PHI") under the Health Insurance Portability and Accountability Act. PHI is governed by our separate Notice of Privacy Practices, which is provided at intake and available on request from our office. Where this policy and that Notice differ, the Notice controls for PHI.
The website itself is not a portal for medical records. Please do not submit diagnoses, medication lists, or clinical documents through the web forms on this site, a coordinator will collect clinical information from you securely by phone or in person.
Information we collect
Through this website we collect only what you choose to give us on a request form:
- Your name and the passenger or patient name, where different
- Phone number and, if you provide one, an email address
- Pickup and destination addresses, or the address where care is provided
- Dates, times, and the service level requested
- Any notes you choose to add in the free-text field
Our web host records standard technical information such as IP address, browser type, pages requested, and timestamps. This is used for security and to keep the site working.
Once you become a client, we collect the further information needed to deliver and bill for the service, including insurance or payer details and the records required by law.
How we use it
We use information to respond to your request, schedule and deliver the service, bill the correct payer, meet our record-keeping and licensing obligations, and improve how we operate.
We do not sell personal information. We do not share it with advertisers, and we do not use it to build advertising profiles.
How we protect it
Information is held on access-controlled systems, transmitted over encrypted connections, and made available only to staff who need it to do their job. Staff are trained on privacy obligations at hire and annually thereafter.
No system is perfectly secure. If a breach affects your information we will notify you as required by state and federal law.
How long we keep it
Enquiries that do not become bookings are kept for a limited period and then deleted. Client and clinical records are retained for the period required by Virginia law and by our payers, which is longer. Specific retention periods are set out in our records policy and are available on request.
Your rights
You may ask us to confirm what information we hold about you, provide a copy, correct anything inaccurate, or delete information we are not required to keep. You may ask us to stop contacting you at any time.
If you are a Virginia resident, the Virginia Consumer Data Protection Act gives you further rights over personal data that is not covered by HIPAA, including the right to appeal a decision we make about your request. Rights over PHI are set out in our Notice of Privacy Practices.
To make a request, contact us using the details below. We will verify your identity before acting, and respond within the time frame the applicable law requires.
Children's information
This website is intended for adults arranging services. We do not knowingly collect information from children through the site. Where a patient is a minor, information is provided by a parent or legal guardian as part of the intake process.
Other websites
This site links to our sister company and may link to hospitals, payers, or public resources. We are not responsible for the privacy practices of any site we link to. Read their policies before giving them information.
Changes to this policy
We may update this policy. The date at the top of the page shows when it last changed. Material changes will be highlighted on this page for a reasonable period.
Contact us
Questions, requests, or complaints about privacy:
- Privacy Officer, Safe Harbor Medical Transport
- 2312 Harbor Way, Harrisonburg, VA 22801
- Telephone 540-555-0198
- Email [email protected]
You also have the right to complain to the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against anyone for making a complaint.