Privacy Policy

Privacy Policy and Scope of Services

This Privacy Policy describes the information collection, use, disclosure, and data protection practices of CertifyMe DOT (“Company,” “we,” “our,” or “us”) in connection with our website and DOT medical examination services.

By accessing our website or utilizing our services, you acknowledge and agree to the terms of this Privacy Policy.

CertifyMe DOT provides Department of Transportation (DOT) medical examinations and certifications in accordance with regulations established by the Federal Motor Carrier Safety Administration (FMCSA). We utilize secure, FMCSA-compliant software systems to electronically transmit examination results as required by federal law

Information Collected

We may collect and process the following categories of information:

A. Personal Identifiers

Name
Date of birth
Driver’s license number
Address, email address, and telephone number
Employer information (if applicable)

B. Medical Information (Protected Health Information)

Medical history and disclosures
Clinical examination findings
Diagnostic measurements and test results
Medical certification determinations
Supporting documentation

C. Technical Data

IP address
Browser type
Device information
Website interaction data

Purpose of Processing

We process information strictly for legitimate business and regulatory purposes, including:

Performing DOT medical examinations
Determining qualification status
Submitting required medical examination data to the FMCSA
Maintaining legally required records
Billing and payment processing
Compliance with federal and state laws

Regulatory Reporting

Pursuant to federal regulations, certain examination results and certification determinations must be transmitted to the FMCSA. By undergoing a DOT medical examination with CertifyMe DOT, you acknowledge and consent to such mandatory reporting.

HIPAA and Medical Privacy and Disclosure of Information

Where applicable, CertifyMe DOT complies with the Health Insurance Portability and Accountability Act (HIPAA) and associated Privacy and Security Rules. Medical information is safeguarded through administrative, technical, and physical controls designed to prevent unauthorized access, use, or disclosure.

Nothing in this Privacy Policy limits rights afforded under HIPAA or other applicable healthcare privacy laws.

We do not sell personal or medical information.

We may disclose information:

To the FMCSA as required by law
To contracted service providers (including EMR and electronic submission platforms) under confidentiality obligations
To payment processors
To governmental authorities or courts when legally compelled
To protect the rights, safety, or property of the Company or others

Data Security and Retention

We implement commercially reasonable safeguards including, but not limited to:

Encrypted data transmission
Secure hosting environments
Access controls and authentication requirements
Limited workforce access

However, no method of electronic storage or transmission is guaranteed to be completely secure. Accordingly, we disclaim any warranty of absolute data security.

Records are retained in accordance with federal and state regulatory requirements applicable to medical examiners and healthcare providers. Records are securely destroyed after applicable retention periods expire.

Limitation of Liability

To the maximum extent permitted by law, CertifyMe DOT shall not be liable for indirect, incidental, consequential, or special damages arising out of or related to unauthorized access to data, except where caused by willful misconduct or gross negligence.