At West Virginia MMJ Clinic, we are dedicated to protecting your privacy and safeguarding your personal and medical information. This Privacy Policy explains how we collect, use, store, and share your information when you visit our website, schedule a consultation, or apply for a West Virginia medical marijuana card certification under the West Virginia Medical Cannabis Program.
We comply with the Health Insurance Portability and Accountability Act (HIPAA) and the West Virginia Medical Cannabis Act (SB 386) to ensure that all patient data and Protected Health Information (PHI) remain private and secure.
1. Information We Collect
When you use our website or services, we may collect the following:
- Personal Information: Full name, date of birth, phone number, email, and residential address.
- Government Identification: West Virginia driver’s license or state-issued ID, required for patient verification.
- Medical Information: Health history, qualifying condition details, physician notes, prescriptions, and supporting documents.
- Payment Information: Billing details and payment card data (processed securely by third-party providers; we do not store full card details).
- Technical Information: IP address, browser type, device data, and activity on our website.
2. How We Use Your Information
We use your information to:
- Provide medical marijuana evaluations and certifications.
- Assist with patient registration under the West Virginia Medical Cannabis Program.
- Process billing and secure payments.
- Send appointment confirmations, reminders, and service-related notifications.
- Ensure compliance with HIPAA and West Virginia law.
- Improve website performance and patient experience.
3. HIPAA Compliance
As a healthcare provider, West Virginia MMJ Clinic follows HIPAA guidelines to protect your PHI:
- PHI is stored on HIPAA-compliant, encrypted systems.
- Access is restricted to licensed medical staff only.
- PHI is shared only with your consent or as required by law.
- Patients may request copies of their records, request corrections, or restrict disclosures of PHI.
4. How We Share Your Information
We only share your information in limited circumstances:
- With Your Consent: For medical cannabis certification and program registration.
- With State Authorities: As required by the West Virginia Office of Medical Cannabis (OMC).
- With Service Providers: HIPAA-compliant telemedicine platforms, medical record software, and secure payment processors.
- For Legal Purposes: To comply with court orders, subpoenas, or legal regulations.
- For Security Reasons: To protect against fraud, misuse, or safety threats.
5. Data Security
We maintain strong safeguards to protect your personal and medical data, including:
- SSL encryption for secure website communication.
- HIPAA-compliant servers and electronic health record (EHR) systems.
- Access controls and staff training on confidentiality.
- Regular security monitoring and audits.
6. Your Rights as a West Virginia MMJ Patient
As a patient, you have the right to:
- Access copies of your medical records.
- Request corrections to your PHI.
- Restrict or revoke consent for certain disclosures of your PHI.
- Receive a record of disclosures related to your PHI.
7. Cookies & Website Tracking
- Our website may use cookies to improve user experience and functionality.
- Analytics tools may collect non-identifiable data such as IP addresses and browsing patterns.
- You may disable cookies through your browser, but some features may not work properly.
8. Third-Party Links
Our website may link to third-party sites. We are not responsible for the privacy, content, or security practices of external websites.
9. Data Retention
- Medical records are maintained in compliance with West Virginia law (minimum 6 years).
- When no longer required, records are securely deleted or destroyed.
10. Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in laws, medical marijuana regulations, or business practices.
11. Contact Us
you have questions about this Privacy Policy or your privacy rights, please contact:
West Virginia MMJ Clinic