At Virginia MMJ Clinic, your privacy is our top priority. This Privacy Policy outlines how we collect, use, safeguard, and share your information when you visit our website, schedule a consultation, or apply for your Virginia medical marijuana card certification.
We comply with the Health Insurance Portability and Accountability Act (HIPAA) and the Virginia Cannabis Control Authority (CCA) regulations to ensure the confidentiality of your Protected Health Information (PHI).
1. Information We Collect
When you use our website or services, we may collect:
- Personal Identification: Full name, date of birth, phone number, email, and address.
- Government Identification: Virginia driver’s license or state-issued ID (required for patient registration).
- Medical Information: Health history, qualifying condition documentation, physician notes, and medical records.
- Payment Information: Billing details and payment card data (processed securely by third-party providers; we do not store complete card numbers).
- Technical Data: IP address, device details, and browsing activity on our website.
2. How We Use Your Information
We use your information to:
- Conduct medical cannabis evaluations and certifications.
- Assist with registration in the Virginia Medical Cannabis Program.
- Process billing and secure payments.
- Send appointment confirmations, reminders, and important service updates.
- Improve our website and user experience.
- Comply with HIPAA and Virginia record-keeping regulations.
3. HIPAA Compliance
As a licensed medical provider, Virginia MMJ Clinic complies with HIPAA standards to protect your PHI:
- All PHI is stored in secure, HIPAA-compliant systems.
- PHI is only disclosed with your consent or as legally required.
- Access is restricted to authorized medical professionals.
- Patients may request copies of their records, corrections, or restrictions on disclosures.
4. How We Share Your Information
Your information may be shared in limited cases:
- With Your Consent: For certification in Virginia’s cannabis program.
- With State Authorities: As required by the Virginia Cannabis Control Authority.
- With Service Providers: HIPAA-compliant telehealth platforms, secure medical records software, and payment processors.
- For Legal Requirements: When mandated by subpoenas, court orders, or state regulations.
- For Safety: To prevent fraud, misuse, or risks to patient/public safety.
5. Data Security
We employ advanced safeguards to keep your data safe:
- SSL encryption for all web communications.
- HIPAA-compliant servers and EHR platforms.
- Restricted access to medical data.
- Ongoing security monitoring and audits.
6. Your Rights as a Virginia MMJ Patient
You have the right to:
- Request copies of your medical records.
- Request corrections or updates to your PHI.
- Limit or revoke consent for disclosures of your PHI (when legally possible).
- Receive a list of disclosures related to your PHI.
7. Cookies & Website Tracking
- Our website may use cookies to enhance your browsing experience.
- Analytics tools may collect anonymous data such as IP address and website activity.
- You may disable cookies in your browser settings, but some features may not function properly.
8. Third-Party Links
Our site may contain links to external websites. We are not responsible for the privacy, content, or security practices of those third-party websites.
9. Data Retention
- Medical records are maintained in accordance with Virginia law (minimum 6 years).
- When no longer required, records are securely deleted or destroyed.
10. Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in laws, medical marijuana regulations, or business operations.
11. Contact Us
If you have questions about this Privacy Policy or your patient rights, please contact:
Virginia MMJ Clinic