Privacy Policy
Last Updated: January 22, 2026
HJME Medical VUC, LLC ("HJME," "we," "us," or "our") is committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard information obtained through our website, automated intake tools, and related digital services (collectively, the "Services").
By accessing or using the Services, you acknowledge and agree to the practices described in this Privacy Policy.
1. Scope of This Privacy Policy
This Privacy Policy applies to information collected through our Services from users located in the United States.
Important Note regarding Protected Health Information (PHI)
HJME Medical VUC, LLC is a professional healthcare entity. Much of the information collected through our Services constitutes Protected Health Information ("PHI") under the Health Insurance Portability and Accountability Act ("HIPAA").
While this Privacy Policy describes our general data handling practices, your specific rights regarding the use and disclosure of your PHI are governed by our separate Notice of Privacy Practices. If there is any conflict between this Privacy Policy and the Notice of Privacy Practices regarding PHI, the Notice of Privacy Practices shall control.
2. Information We Collect
A. Information You Provide Directly
We collect information you voluntarily submit through the Services, including:
- •Identity & Contact Data: Name, email address, phone number, and date of birth.
- •Clinical Intake Data: Symptoms, medical history, medications, and reasons for visit provided during digital intake.
- •Interactive Data: Transcripts and responses provided to our AI-powered intake chatbot.
B. Automatically Collected Information
When you access the Services, we may automatically collect:
- •Internet Protocol (IP) address.
- •Browser type, operating system, and device information.
- •Usage activity (pages visited, time spent on the site).
- •Cookies and similar tracking technologies (used for site functionality and security, not for third-party advertising).
3. How We Use Information
We use information collected through the Services to:
- •Facilitate patient intake and triage prior to clinical visits.
- •Schedule appointments and communicate with you regarding your care.
- •Create and maintain your clinical record in our secure systems.
- •Improve the accuracy and performance of our services.
- •Comply with legal, regulatory, and professional obligations.
We do not sell your personal information. We do not use your health information for marketing purposes without your explicit authorization.
4. Disclosure of Information
We may disclose information as follows:
Service Providers & Technology Vendors
We share data with third-party vendors who assist with IT infrastructure, email hosting, and data storage (e.g., Google Workspace). All such vendors are bound by confidentiality agreements or Business Associate Agreements (BAA) where required by HIPAA.
AI Processors
We utilize automated AI intake tools to assist in collecting clinical information. These tools operate on a "zero-retention" basis; our AI vendors process data instantaneously for the purpose of the interaction and are contractually prohibited from retaining patient data or using it to train their models.
Legal Requirements
We may disclose information as required by law, regulation, court order, or to protect the safety of our patients or the public.
Healthcare Operations
We may use data for quality assurance, compliance, and standard healthcare operations.
5. Data Security
We maintain administrative, technical, and physical safeguards designed to protect your information against unauthorized access.
- •Clinical transcripts and records are stored in HIPAA-compliant environments (such as Google Workspace).
- •Our AI processing is ephemeral (temporary) and does not permanently store your data.
Security Disclaimer
While we utilize secure tools, no system or method of electronic transmission (including email or standard web forms) is 100% secure. By using the Services, you acknowledge and accept that we cannot guarantee the absolute security of data transmitted over the internet.
7. Children's Privacy
Our Services are intended for general audiences and are not directed at children under the age of 13. However, parents or legal guardians may use the Services to provide information regarding their minor children for the purpose of seeking healthcare. If you believe we have collected data from a minor without parental consent, please contact us immediately.
8. Data Retention
We retain your clinical information in our internal records for as long as necessary to fulfill medical, legal, and regulatory requirements, including state medical record retention laws.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. Continued use of the Services constitutes acceptance of the revised policy.
10. Contact Information
If you have questions or concerns about this Privacy Policy, please contact us at:
HJME Medical VUC, LLC
13933 Technology Dr, Suite A1
Oklahoma City, OK 73134
Email: admin@hjmemedical.com