Privacy Policy

Effective Date: February 15, 2026

1. Who We Are

On Time NEMT (“Company,” “we,” “our,” or “us”) provides private-pay non-emergency medical transportation services, including wheelchair-accessible transportation.

Company Information:
On Time NEMT
3837 Larchwood Drive
Virginia Beach, VA 23456
Email: mcynar@ontimenemt.com
Website: https://ontimenemt.com/

By using our website or services, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect the following types of information:

A. Information You Provide

  • Name
  • Phone number
  • Email address
  • Pickup and drop-off addresses
  • Appointment information
  • Mobility needs (including wheelchair requirements)
  • Payment information (processed via third-party processors)
  • Any information you choose to provide when contacting us

B. Potential Health-Related Information

When coordinating transportation, you may voluntarily provide information related to medical appointments or conditions.

We only collect information reasonably necessary to provide transportation services.

C. Automatically Collected Information

When visiting our website, we may automatically collect:

  • IP address
  • Browser type
  • Device information
  • Pages visited
  • Cookies and analytics data

3. How We Use Your Information

We use collected information to:

  • Schedule and provide transportation services
  • Communicate regarding appointments or service updates
  • Confirm reservations and send reminders
  • Process payments
  • Improve service quality
  • Maintain safety and compliance
  • Prevent fraud or misuse
  • Comply with legal obligations

We do not sell personal information to third parties.

4. HIPAA and Medical Privacy

On Time NEMT is primarily a transportation provider and may not always qualify as a “Covered Entity” under HIPAA.

However, we recognize the sensitive nature of medical information and:

  • Limit access to information to authorized personnel only
  • Use reasonable safeguards to protect personal information
  • Train staff regarding confidentiality expectations

⚠️ Important:
Email, web forms, and phone communications may not always be encrypted. Please avoid sending highly sensitive medical information unless necessary.

5. How We Share Information

We may share information only when reasonably necessary:

  • With drivers and dispatch personnel required to perform services
  • With healthcare facilities or authorized parties for coordination purposes
  • With payment processors and service providers
  • When required by law, subpoena, or legal process
  • To protect safety, rights, or property

We do not rent or sell personal information.

6. Third-Party Services & Website Tools

Our website may use third-party services such as:

  • Website analytics tools
  • Advertising or tracking pixels
  • Form software
  • Hosting providers

These providers may collect technical browsing data according to their own privacy policies.

We are not responsible for third-party privacy practices.

7. Cookies and Tracking Technologies

We may use cookies and similar technologies to:

  • Improve website performance
  • Analyze site traffic
  • Enhance user experience
  • Measure marketing effectiveness

You may disable cookies through your browser settings, but portions of the website may not function properly.

8. Data Security

We use commercially reasonable security measures to protect personal information, including:

  • Restricted access systems
  • Secure software platforms
  • Internal confidentiality procedures

However, no online transmission or storage system can be guaranteed 100% secure. By using our services, you acknowledge this inherent risk.

9. Data Retention

We retain information only as long as necessary to:

  • Provide services
  • Maintain business records
  • Resolve disputes
  • Comply with legal obligations

We reserve the right to retain records where legally required or reasonably necessary to protect business interests.

10. Your Privacy Choices

You may:

  • Request updates or corrections to your information
  • Request removal from marketing communications
  • Contact us regarding your data

To make a request, email: mcynar@ontimenemt.com

11. Children’s Privacy

Our services are not directed toward children under 13, and we do not knowingly collect information from children without appropriate authorization.

12. Limitation of Liability

While we take privacy seriously, to the maximum extent permitted by law:

  • We do not guarantee absolute security of data transmission.
  • We are not liable for unauthorized access caused by circumstances beyond our reasonable control.
  • Users assume responsibility when transmitting information electronically.

13. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time. Changes become effective upon posting to our website.

Continued use of our website or services constitutes acceptance of any updates.

14. Contact Us

If you have questions regarding this Privacy Policy, contact:

On Time NEMT
3837 Larchwood Drive
Virginia Beach, VA 23456
Email: mcynar@ontimenemt.com
Website: https://ontimenemt.com/

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