Springs Med Ride Privacy Policy

Effective Date: 09/02/2025

1. Introduction
Springs Med Ride (“we,” “our,” or “us”) is dedicated to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, store, and share your information in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the HIPAA Privacy and Security Rules, and other applicable federal and state laws.

We respect your privacy and are committed to transparency about how your information is handled. By using our services, you consent to the practices described in this Privacy Policy.

2. Information We Collect
We collect personal and health information to provide safe and efficient transportation services. The information we collect includes:

A. Personal Information

  • Name, date of birth, gender
  • Contact information (address, phone number, email)
  • Emergency contacts

B. Health Information (Protected Health Information, PHI)

  • Medical conditions or limitations affecting mobility
  • Medications, oxygen needs, or other medical equipment requirements
  • Physician or healthcare provider instructions relevant to transportation

C. Financial Information

  • Insurance details and billing information for services
  • Payment history and account records

D. Online Usage Data

  • IP address, device type, browser information
  • Pages visited and interactions with our website

3. How We Use Your Information
We use your information to provide, coordinate, and improve our services, including:

  • Scheduling and managing medical transportation
  • Communicating with you regarding appointments, service updates, or billing
  • Complying with legal and regulatory requirements
  • Enhancing safety protocols for clients with medical needs
  • Improving our website, services, and overall client experience

4. How We Share Your Information
We do not sell your information. We may share information under the following circumstances:

A. Healthcare Providers and Insurers

  • To coordinate care, communicate instructions, or process insurance claims.

B. Business Associates

  • Third-party vendors providing administrative or IT support under HIPAA-compliant agreements.

C. Legal Requirements

  • When required by law, such as court orders, subpoenas, or public health reporting.

D. Emergencies

  • When necessary to prevent serious harm to you or others.

5. Your Rights Under HIPAA
You have the following rights regarding your PHI:

  • Access: Request copies of your PHI.
  • Amendment: Request corrections to your PHI.
  • Accounting of Disclosures: Request a list of disclosures of your PHI.
  • Restrictions: Request limits on how we use or share your PHI.
  • Confidential Communications: Request communication via alternative means or locations.
  • Complaint: File a complaint with our Privacy Officer or the U.S. Department of Health & Human Services (HHS) if you believe your privacy rights were violated.

Requests should be submitted to our Privacy Officer at info@springsmedride.com.

6. Safeguards and Security
We implement administrative, physical, and technical safeguards to protect PHI and personal data, including:

  • Electronic Security: Encrypted storage and secure transmission of PHI.
  • Physical Security: Restricted access to offices, vehicles, and storage areas.
  • Staff Training: HIPAA and data privacy training for all employees and contractors.
  • Policy Review: Regular audits and reviews of privacy policies and procedures.

7. Data Retention
We retain PHI only as long as necessary to provide services, comply with legal obligations, or resolve disputes. Once data is no longer required, it is securely destroyed or de-identified.

8. Cookies and Online Tracking
Our website may use cookies and similar technologies to enhance user experience and website functionality. This data is not PHI. You can manage cookies through your browser settings.

9. Breach Notification
If a breach of unsecured PHI occurs, Springs Med Ride will:

  • Notify affected individuals promptly, in compliance with HIPAA rules
  • Notify the Department of Health & Human Services (HHS) if required
  • Take corrective action to mitigate any harm and prevent recurrence

10. Business Associate Agreements
All third-party service providers that handle PHI on our behalf sign Business Associate Agreements (BAAs) to ensure compliance with HIPAA regulations.

11. State Law Compliance
Where state laws impose stricter requirements than HIPAA, Springs Med Ride will comply with the stricter standard. This includes additional patient privacy protections under Colorado State.

12. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in law, technology, or business practices. Updated policies will be posted on our website with a revised effective date.

13. Contact Information
Questions, complaints, or requests regarding your information should be directed to:

Privacy Officer
Springs Med Ride
Email: INFO@SPRINGSMEDRIDE.COM
Phone: 719-755-8510
Address: 3595 E Fountain Blvd Suite 240, Colorado Springs, CO 80910