Privacy Policy

1. Scope and Who We Are

This Policy applies to the MedEx for Vets website, online forms, consultation and scheduling processes, secure client portal, electronic communications, payment and invoicing processes, and independent medical evaluation services. MedEx for Vets is a California-based, private, independent medical evaluation company that serves veterans nationwide and abroad, subject to applicable professional licensing, scope-of-practice, local-law, and service-availability requirements. MedEx for Vets is not affiliated with, endorsed by, or part of the U.S. Department of Veterans Affairs.

This Policy does not apply to third-party websites, platforms, or services that have their own privacy policies. It also does not replace any separate Notice of Privacy Practices that may apply to particular protected health information under federal or state medical privacy law

2. Information We Collect

The information we collect depends on how you interact with us and which services you request.

How We Collect Information

• Directly from you when you complete a form, contact us, schedule an appointment, create an account, submit records, sign a consent or authorization, participate in an evaluation, or make a payment.
• From an authorized representative, attorney, accredited representative, clinician, records custodian, referral source, or other person you direct to provide information to us.
• Automatically through website hosting, cookies, security logs, and similar technologies when you use the website or portal.
• From public or government records when reasonably necessary for the service you requested and permitted by law.

3. How We Use Information

• Respond to inquiries and conduct eligibility, conflict, or service-scope reviews.
• Schedule consultations, examinations, telehealth sessions, and follow-up communications.
• Review records and provide independent medical examinations, Disability Benefits Questionnaires (DBQs), medical opinions, nexus letters, and related documentation when medically appropriate.
• Verify identity, obtain consent or authorization, maintain client accounts, and operate the secure portal.
• Prepare invoices, process payments, maintain business and tax records, and address billing questions.
• Communicate about appointments, documents, service status, policy updates, security matters, and customer support.
• Maintain clinical quality, professional documentation, internal records, legal compliance, insurance requirements, and defense of legal claims.
• Protect the website, portal, users, and business from fraud, unauthorized access, misuse, cyber threats, and other security risks.
• Analyze website performance and improve accessibility, usability, services, and business operations using aggregated or appropriately de-identified information where practical.

4. Medical and VA Claim-Related Information

Medical records, health information, military information, and VA claim-related documents are sensitive. We use this information only for the services you request, related administrative functions, quality and compliance activities, and other purposes permitted or required by law.

• We do not use medical or VA claim-related information for targeted advertising.
• We do not rent medical records or VA claim files.
• We do not routinely submit completed documents to the VA or another third party unless you direct us, authorize the disclosure, or a separate written agreement provides otherwise.
• When a separate medical privacy notice, consent, authorization, or law applies to particular information, that document or law may provide additional rights and controls.
• Do not send medical records, Social Security numbers, government identification, payment-card details, or other highly sensitive information through ordinary email unless we specifically instruct you to do so securely. Use the secure portal or another approved secure method.

5. How We Disclose Information

We may disclose personal information in the following limited circumstances:

• Service providers. To vendors that support website hosting, secure file storage, portal access, scheduling, communications, payment processing, electronic signatures, telehealth, information technology, cybersecurity, records management, accounting, and professional services. These parties may use information only to perform services for us or as otherwise permitted by their contracts and applicable law.
• Professionals and authorized recipients. To clinicians, consultants, attorneys, accredited representatives, records custodians, or other persons involved in the requested service when you authorize or direct the disclosure, or when reasonably necessary to complete the service.
• Legal, safety, and compliance purposes. When required by law, subpoena, court order, professional licensing requirement, audit, insurance obligation, or governmental request; or when reasonably necessary to protect rights, safety, security, or prevent fraud or misuse.
• Business transactions. In connection with a merger, financing, reorganization, sale of assets, or similar transaction, subject to appropriate confidentiality and legal protections.
• With your consent or at your direction. For any other purpose you authorize.

6. Sale, Sharing, and Advertising

We do not receive payment for selling personal information, and we do not rent personal information. We do not knowingly sell or share medical information or VA claim-related information for cross-context behavioral advertising. If our practices materially change, we will update this Policy and provide any notice or opt-out method required by applicable law.

7. Cookies and Similar Technologies

Our website and service providers may use cookies, pixels, local storage, and similar technologies to operate the website, remember preferences, maintain security, understand website performance, and improve services. Some cookies are necessary for the website or portal to function.

• You can adjust browser settings to block or delete cookies, but some website or portal features may not function correctly.
• Some browsers offer a "Do Not Track" signal. Because there is no uniform industry standard for that signal, the website may not respond to it. This does not limit any privacy choice or browser-based opt-out signal that we are legally required to honor.
• We do not intentionally place advertising technologies on pages used to upload or view medical records or other sensitive client documents.

8. Data Retention

We retain personal information for as long as reasonably necessary to provide services, maintain accurate professional and business records, comply with legal, tax, licensing, insurance, contractual, and recordsretention obligations, resolve disputes, enforce agreements, and protect legal rights. Retention periods vary based on the type of information and the reason it was collected. When information is no longer required, we may delete, destroy, or de-identify it in accordance with our procedures and applicable law.

9. Information Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. Safeguards may include access controls, authentication, encryption where appropriate, secure vendors, workforce confidentiality, system monitoring, and secure disposal practices. No website, electronic transmission, or storage system can be guaranteed to be completely secure. You are responsible for protecting your account credentials and promptly notifying us of suspected unauthorized access.

10. Your Choices and Privacy Rights

General Requests

You may contact us to request access to, correction of, or deletion of personal information you provided, to update communication preferences, or to ask a privacy question. We may need to verify your identity and may retain information when required for professional records, legal compliance, security, billing, dispute resolution, or other lawful purposes.

State Privacy Rights, Including California

Because MedEx for Vets serves veterans nationwide and abroad, privacy rights may vary based on your state, country, or other jurisdiction of residence and the law that applies. Depending on applicable law, you may have the right to confirm whether we process your personal information; request access, correction, deletion, or a portable copy; receive information about sources and disclosures; opt out of sale, sharing, targeted advertising, or certain profiling; limit certain uses of sensitive personal information; appeal a denied request; and exercise your rights without unlawful discrimination. If the California Consumer Privacy Act, as amended, applies to MedEx for Vets and to your information, California residents may have the rights provided by that law. All rights are subject to verification requirements, legal exceptions, and exemptions for certain medical, professional, or otherwise regulated information.

• To submit a request, use the Contact page at www.medexvets.com and write "Privacy Request" in the subject or message. Identify the right you wish to exercise and provide enough information for us to locate your records.
• An authorized agent may submit a request when permitted by law. We may require proof of authorization and may verify the request directly with you.
• We will respond within the time required by applicable law. We will not discriminate against you for making a valid privacy request.

Marketing Communications

You may opt out of promotional emails by using the unsubscribe method in the message or contacting us. You may still receive service-related messages, including appointment, billing, document, security, and policy notices.

11. Children's Privacy

Our website and services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through the website. Information about a minor may be collected only when provided by a parent, legal guardian, or authorized person for a legitimate service and as permitted by law. Contact us if you believe a child submitted information without appropriate authorization

12. Third-Party Websites and Services

The website may link to or integrate with third-party services, such as scheduling, payment, electronicsignature, telehealth, mapping, or social-media services. Their privacy practices are governed by their own policies. Review those policies before providing information to a third party.

13. Nationwide and International Services; U.S. Processing

MedEx for Vets is based in California and provides services to veterans throughout the United States and abroad, subject to applicable professional licensing, scope-of-practice, local-law, and service-availability requirements. Personal information may be collected from individuals in any U.S. state or another country and may be stored and processed in the United States by us and our service providers. Federal law, the laws of your state of residence, and applicable laws in another jurisdiction may provide additional privacy or medical-record rights. If you access the website from another country, your information may be transferred to a jurisdiction with different privacy laws.

14. Changes to This Privacy Policy

We may update this Policy to reflect changes in law, technology, services, vendors, or business practices. The revised Policy will be posted on the website with a new effective or last-updated date. We will provide additional notice when required by law.