Privacy Policy
1. Who This Policy Applies To
This Privacy Policy applies to:
- Visitors who browse our Site without transacting business
- Individuals who submit appointment requests, intake forms, or contact forms
- Patients who create accounts or register for services on our Site
Collectively, we may refer to these individuals as “Users” or “you” throughout this policy.
2. Information We Collect
2a. Information You Provide Directly
We collect personal information that you voluntarily provide when you submit an appointment request, fill out a contact form, create an account, or leave a comment. This information may include:
- Full name and date of birth
- Mailing address, phone number, and email address
- Medical conditions or health history relevant to OMMA eligibility
- Government-issued ID information
- Payment information (processed securely; we do not store full card numbers)
2b. Information Collected Automatically
When you visit our Site, certain information is collected automatically, including:
- IP address and approximate geolocation
- Browser type, version, and device type
- Pages viewed, time spent on pages, and referring URLs
- Cookies and similar tracking technologies (see Section 5)
2c. Information from Comments
When you leave a comment on our Site, we collect the data shown in the comment form, along with your IP address and browser user agent string for spam detection. An anonymized string derived from your email address may be shared with the Gravatar service to check for a profile image. After comment approval, your profile picture (if set via Gravatar) is publicly visible alongside your comment. The Gravatar privacy policy is available at automattic.com/privacy.
2d. Media Uploads
If you upload images to our Site, please be aware that uploaded images may contain embedded location data (EXIF GPS). We recommend removing EXIF data from images before uploading if you wish to keep your location private.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To connect you with a licensed Oklahoma physician for an OMMA consultation
- To schedule and confirm your appointment
- To send renewal reminders and OMMA-related updates
- To process your payment for services
- To respond to your inquiries and provide customer support
- To send promotional communications (with your consent; you may opt out at any time)
- To improve our Site, services, and user experience
- To detect and prevent fraud, spam, and abuse
- To comply with applicable laws and regulations
4. How We Share Your Information
4a. With Licensed Physicians
Personal and health intake information you submit through appointment request forms is shared exclusively with the licensed Oklahoma physician assigned to conduct your consultation. This sharing is necessary to provide the service you have requested.
4b. With Analytics Providers
We share anonymized usage data (such as IP addresses, session data, and browsing behavior) with third-party analytics platforms, including Google Analytics and Microsoft Clarity/Bing, to help us understand how our Site is used and improve our services. These providers operate under their own privacy policies.
4c. With Service Providers
We may share your information with trusted third-party vendors who assist us in operating our Site and providing services, such as payment processors, email service providers, and scheduling software. These parties are contractually obligated to protect your information and may only use it for the purposes we specify.
4d. For Legal Compliance
We may disclose your information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5. Cookies & Tracking Technologies
Our Site uses cookies and similar technologies to enhance your experience. A “cookie” is a small data file stored on your device.
Types of cookies we use:
- Session cookies: Temporary cookies that expire when you close your browser. Used to determine if your browser accepts cookies and to maintain login sessions.
- Persistent cookies: If you leave a comment, a convenience cookie saves your name and email for up to one year so you do not have to re-enter this information on subsequent visits.
- Login cookies: If you log into our Site, cookies maintain your login session for up to two days (or two weeks if you select “Remember Me”). Screen preference cookies last one year.
- Analytics cookies: Used by Google Analytics and similar services to track Site usage and performance anonymously.
You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of certain features on our Site.
6. Embedded Content from Third Parties
Pages on our Site may include embedded content (such as videos, maps, or social media feeds) from external websites. Embedded content behaves as if you visited those external websites directly. These third-party sites may collect data about you, use cookies, embed additional tracking, and monitor your interaction with their content, including if you are logged into an account with those services.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.
- Appointment and patient intake records are retained for as long as required by applicable Oklahoma state healthcare and business record laws.
- Comments and associated metadata are retained indefinitely to support comment moderation and prevent abuse.
- Analytics data is retained in accordance with the policies of our analytics providers.
- You may request deletion of your data at any time (see Section 8).
8. Your Rights Over Your Data
You may have the following rights regarding your personal information:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct inaccurate or incomplete information.
- Deletion: Request that we delete your personal data, subject to certain legal exceptions.
- Opt-Out: Unsubscribe from promotional emails or SMS communications at any time.
- Portability: Request an export of your personal data in a machine-readable format.
To exercise any of these rights, contact us at clinic@okiemmjdoctor.com. We will respond within a reasonable timeframe and in accordance with applicable law.
9. Data Security
We implement commercially reasonable administrative, technical, and physical safeguards designed to protect your data from unauthorized access, use, disclosure, alteration, or destruction. Our security measures include:
- Restricted access: Only authorized personnel with a specific business need can access personally identifiable information, protected by secure credentials.
- Encrypted payment processing: Payment information is processed through secure, encrypted connections. We do not store full credit card numbers.
- Regular security audits: We periodically review our security systems and practices.
Despite our best efforts, no electronic transmission or storage system is completely secure. If you believe your information has been compromised, please contact us immediately at clinic@okiemmjdoctor.com.
10. Children’s Privacy
Our Site and services are not directed to individuals under the age of 18 without parental or guardian consent. We do not knowingly collect personal information from minors without appropriate consent. If you believe we have inadvertently collected information from a minor, please contact us at clinic@okiemmjdoctor.com and we will promptly delete it.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will post the updated policy on this page with a revised “Last Updated” date. If changes may result in disclosure of information that a user previously requested be kept private, we will notify that user directly.
We encourage you to review this policy periodically to stay informed about how we protect your information.
12. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: