Effective Date: August 28, 2025
Company Name: A & S Medical Transportation LLC
Business Address: 1915 Huguenot Rd, Suite 303, Richmond, VA 23235
Contact Email: asmaster.medtrans@gmail.com
Contact Phone: (804) 610 1138
At A & S Medical Transportation LLC (“we,” “our,” “us”), your privacy and trust are very important. This Privacy Policy explains in detail how we collect, use, disclose, store, and protect your information when you use our non-emergency medical transportation (NEMT) services, visit our website, or otherwise interact with us.
Because our work involves transporting patients and handling sensitive health-related information, we maintain strict confidentiality standards and comply with all applicable federal and state privacy regulations, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Please read this Privacy Policy carefully. By using our services, scheduling transportation, or accessing our website, you agree to the terms outlined herein.
- Information We Collect
We collect personal and non-personal information in order to provide safe, reliable, and efficient transportation services. This includes:
- Personal Identification Information
- Full legal name
- Date of birth
- Gender (where relevant for medical assistance)
- Home and mailing address
- Email address
- Mobile and/or landline phone number
- Emergency contact details
- Medical Information (Sensitive Information)
Because we provide medical-related transportation, you may voluntarily share information related to your health to ensure safe travel. Examples include:
- Mobility status (wheelchair, stretcher, walker use, etc.)
- Medical conditions relevant to transport (respiratory needs, dialysis, physical therapy schedules, etc.)
- Doctor’s appointments or treatment schedules
- Accessibility and safety needs
- Prescription oxygen or equipment transport requirements
We only collect this information when it is necessary for safe transportation and with your consent.
- Payment and Billing Information
- Credit/debit card details
- Billing address
- Insurance policy details (when applicable)
- Medicaid/Medicare information (if using government programs for rides)
- Transaction history and receipts
- Transportation Details
- Pickup and drop-off addresses
- Date and time of transportation
- Preferred routes or facility instructions
- Driver logs related to completed trips
- Automatically Collected Technical Information
When you interact with our website, we may collect:
- IP address
- Browser type, version, and settings
- Device type (desktop, mobile, tablet)
- Operating system
- Cookies, beacons, and session tracking data
- How We Use Your Information
We use your information responsibly and only for legitimate business and operational purposes:
- Service Delivery
- To schedule, confirm, and provide reliable medical transportation services.
- To match passengers with properly equipped vehicles (e.g., wheelchair vans, stretcher vans).
- To ensure timely pickup and safe drop-off at medical facilities.
- Customer Communication
- To send confirmations, reminders, updates, or service notices.
- To respond to inquiries and provide customer support.
- To notify caregivers or family members in case of emergencies.
- Billing and Payment
- To process transactions and maintain payment records.
- To verify insurance coverage where applicable.
- To generate receipts and invoices.
- Compliance and Legal Obligations
- To comply with HIPAA requirements regarding sensitive health information.
- To comply with local, state, and federal transportation and health regulations.
- To maintain accurate records for audits and reporting.
- Service Improvement & Analytics
- To review trip logs and customer feedback to improve reliability.
- To analyze service performance and optimize operations.
- To train staff and improve safety protocols.
- Marketing and Updates (with Consent)
- To share newsletters, service announcements, or promotions.
- To engage with community health initiatives and awareness campaigns.
- You may opt out of marketing communications at any time.
- Sharing of Information
We do not sell, trade, or rent personal information. However, we may share data in the following ways:
- Healthcare Providers: To coordinate trips and confirm arrival times.
- Insurance Companies / Medicaid / Medicare: For claims, billing, and coverage verification.
- Legal Requirements: If compelled by subpoena, court order, or government request.
- Service Vendors: Third-party vendors (such as payment processors or scheduling software providers) may access limited data under confidentiality agreements.
- Emergency Response: If necessary to protect the health and safety of a passenger during transport.
- HIPAA Compliance & Confidentiality
As a provider of non-emergency medical transportation, we handle information that may qualify as Protected Health Information (PHI) under HIPAA.
We are committed to:
- Using PHI only for authorized purposes (transportation, billing, safety).
- Limiting employee and driver access strictly to the information they need.
- Training all employees on confidentiality and HIPAA standards.
- Maintaining secure systems and record-keeping practices.
You may request a HIPAA Notice of Privacy Practices if your transport involves PHI.
- Data Retention
We retain information only as long as necessary to:
- Provide services
- Maintain accurate financial and legal records
- Fulfill regulatory compliance requirements
Retention timelines vary:
- Trip records: 7 years
- Billing/insurance records: 7 years (or as required by law)
- Medical notes: Limited to transport-related needs, retained securely until no longer required
After this period, data is securely deleted or anonymized.
- Data Security
We implement industry-standard safeguards to protect your information:
- Encrypted payment gateways for financial transactions
- Secure scheduling and record-keeping systems
- Controlled access to sensitive files (password-protected, limited staff access)
- Regular staff training on cyber and physical security
- Compliance with local, state, and federal transportation data protection rules
Please note: while we take strong measures, no method of electronic transmission or storage is fully secure.
- Your Privacy Rights
You have certain rights regarding your information:
- Access: You can request copies of your information.
- Correction: You can request updates to inaccurate details.
- Deletion: You may request deletion of your data, subject to legal retention requirements.
- Restriction: You can request limitations on how we use your data.
- Portability: You may request a copy of your information in electronic format (where feasible).
- Opt-Out: You can opt out of marketing emails or promotional contact.
Requests can be made via email at —— or by phone at ——.
- Children’s Privacy
Our services are directed to adults and seniors. We do not knowingly collect personal data from children under 13. If such data is unintentionally collected, we will delete it immediately upon discovery.
- Cookies & Website Data
We may use cookies, pixels, and analytics tools to:
- Improve website usability
- Track user interactions
- Monitor performance and security
You may disable cookies through your browser, but doing so may affect functionality.
- International Users
Although we primarily serve Virginia communities, if you access our website from outside the United States, please note that your data will be processed and stored in the U.S., subject to U.S. privacy laws.
- Third-Party Links
Our website may link to third-party resources (hospitals, health agencies, etc.). We are not responsible for their content or privacy practices.
- Changes to This Privacy Policy
We may update this policy periodically to reflect new laws, regulations, or business practices. Updates will be posted with a revised “Effective Date.” We encourage you to check back regularly.
- Contact Information
For questions, requests, or complaints regarding privacy, please contact us at:
A & S Medical Transportation LLC
1915 Huguenot Rd, Suite 303
Richmond, VA 23235
- Acknowledgement
By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
