Privacy Policy

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1. Information We Collect

We collect both personal and non-personal data depending on how you interact with us, including but not limited to:

a. Personal Identifiable Information (PII)

Full name
Date of birth
Email address
Phone number
Mailing address
Government-issued identification (e.g., driver’s license, CDL)

b. Health Information (Protected Health Information – PHI)

Medical history
Medication lists
Screening and exam results (physical, drug, and alcohol tests)
Family medical background (when applicable)
Information required by DOT/FMCSA regulations

c. Technical Data

IP address
Browser type and version
Device type
Referring URLs and pages visited
Cookie and analytics data

We only collect health-related information in compliance with HIPAA, FMCSA, and other applicable healthcare regulations

2. How We Use Your Information

Your information may be used for the following purposes:

To perform DOT physicals, drug tests, and alcohol screenings
To schedule and manage clinic appointments
To communicate with you about results, forms, or follow-up needs
To fulfill federal and state DOT/FMCSA compliance requirements
To complete paperwork for employers or third-party administrators (TPAs)
To respond to customer inquiries or complaints
To improve our website, services, and user experience
To notify you about changes to our policies or services

We may also use de-identified or aggregated data for training, quality control, and internal analytics purposes.

3. Sharing of Information

We do not sell, rent, or trade your personal information. We only share your information in the following limited circumstances:

a. With Authorized Parties:

Medical providers or staff involved in your care or exam
Laboratories that process drug or alcohol test results
Your employer or TPA (if applicable or required)
FMCSA or other regulatory agencies under DOT compliance rules

b. With Third-Party Vendors:

Software platforms that handle appointment booking, data storage, and secure communications
IT providers and hosting services (under strict confidentiality and data protection agreements)

c. When Legally Required:

In response to a subpoena, court order, or government request
When necessary to prevent fraud, harm, or serious threats to public safety

4. Your Rights and Choices

As a patient or site visitor, you have the right to:

Access a copy of your personal or medical records
Request corrections to inaccurate or incomplete information
Request a restriction on how your information is used or shared (to the extent legally permitted)
Request deletion of your data, where applicable
Revoke consent (where consent is the legal basis for use)
File a complaint if you believe your rights are violated

To exercise any of these rights, please contact us using the details below.

5. Data Retention

We retain your personal and medical information only for as long as necessary:

To comply with FMCSA regulations and legal obligations
To support potential audits, claims, or legal actions
To maintain complete medical documentation of DOT exams for the required retention period (usually 3–5 years)

After the retention period, we securely delete or anonymize your data.

6. HIPAA Compliance

We comply with the Health Insurance Portability and Accountability Act (HIPAA) to ensure the protection and confidentiality of your health information. All staff are trained in HIPAA regulations, and electronic data is protected using encryption, access controls, and other security best practices.

7. Cookies and Website Tracking

Our website may use cookies, beacons, and tracking technologies to:

Remember user preferences
Improve website functionality
Analyze site performance and visitor behavior

You can control cookie settings through your browser. Disabling cookies may affect certain features of the website.

8. Third-Party Links

Our website may include links to external sites that are not operated by us. We are not responsible for the content or privacy practices of those sites. We encourage users to review their policies before submitting any information.

9. Children’s Privacy

Our services are intended for adults and working drivers. We do not knowingly collect data from children under 13. If we become aware of such data being collected, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect legal, technical, or operational changes. All updates will be posted on this page with a revised “Last Updated” date. Continued use of our site or services after changes implies agreement with the revised terms.

11. Contact Us

If you have any questions about this Privacy Policy or how we manage your personal information, you can contact us at:

DOT Physicals for Less
6306 Gulfton St #203C, Houston, TX 77081
📞 Phone: (346) 344-8292
📧 Email: info@dotphysicalsforless.com