Privacy Policy

Effective Date: September 2, 2026

Virtual MeDx, LLC (“VMeDx,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains how VMeDx collects, uses, discloses, and protects information when you visit www.vmedx.com (the “Website”), contact us, request information about our services, apply for employment or virtual assistant opportunities, use our online services or client portal, or otherwise interact with us.

VMeDx provides virtual medical assistant, virtual medical receptionist, medical billing, prior authorization, remote medical scribe, patient monitoring, administrative, dental, veterinary, and other healthcare support services.

By using our Website or providing information to us, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We may collect information directly from you, automatically through your use of our Website, or from third parties.

Information You Provide to Us

Depending on how you interact with VMeDx, we may collect:

First and last name
Email address
Telephone or mobile phone number
Company or healthcare practice name
Job title or professional information
Information about your healthcare practice or staffing needs
Messages and other information you submit through contact forms
Information submitted when requesting a consultation or demonstration
Information submitted when applying for employment or virtual assistant opportunities
Information you provide when communicating with our team
Information necessary to establish and manage a client relationship
Any other information you voluntarily provide

Please do not submit sensitive medical information or protected health information (PHI) through general website contact forms unless specifically requested through a VMeDx-approved secure system.

Information Collected Automatically

When you visit our Website, certain information may be collected automatically, including:

IP address
Browser type and version
Device type
Operating system
Pages visited
Date and time of visits
Referring website or URL
General geographic information
Website usage and interaction information
Cookies and similar tracking technologies

We may use this information to understand how visitors use our Website, improve website functionality, maintain security, and measure the effectiveness of our marketing.

2. How We Use Your Information

VMeDx may use personal information for legitimate business purposes, including to:

Respond to inquiries and requests
Schedule consultations, demonstrations, or calls
Provide information about VMeDx services
Provide and manage our services
Match healthcare practices with appropriate virtual medical assistants
Communicate with clients, applicants, and prospective clients
Process employment or contractor applications
Manage client accounts and relationships
Provide customer support
Process transactions and payments
Improve our Website, services, and customer experience
Monitor Website performance and security
Prevent fraud, abuse, and unauthorized activity
Conduct analytics and business reporting
Send marketing communications where permitted by law
Comply with legal and regulatory requirements
Enforce our agreements and protect our legal rights
Perform other purposes disclosed to you at the time information is collected

3. Healthcare Information and HIPAA

VMeDx works with healthcare providers and healthcare organizations and provides virtual medical assistants who may perform administrative and other support functions involving healthcare information.

VMeDx’s virtual medical assistants receive HIPAA training and follow established privacy and security procedures when handling protected health information. These procedures may include secure remote-work practices, access controls, encrypted communications, and other safeguards.

However, not every visitor to our Website is a patient, and not all information collected through this Website constitutes protected health information under HIPAA.

Where VMeDx acts as a Business Associate of a Covered Entity or another Business Associate under HIPAA, the handling of Protected Health Information will be governed by the applicable Business Associate Agreement (BAA) and other applicable agreements and legal requirements.

If you are a patient of one of our healthcare-provider clients, your healthcare information may be subject to that provider’s Notice of Privacy Practices. Please contact the applicable healthcare provider regarding its privacy practices and your patient rights.

4. Information Submitted Through Website Forms

Our Website may contain forms that allow you to request a consultation, contact our team, submit a message, or otherwise communicate with VMeDx.

Information submitted through these forms may be used to:

Respond to your inquiry
Contact you regarding your request
Determine which VMeDx services may be appropriate
Schedule a consultation or demonstration
Follow up regarding our services
Maintain records of business communications

Please do not submit medical records, diagnoses, insurance information, Social Security numbers, payment card information, or other sensitive information through a general contact form unless VMeDx specifically instructs you to do so through an approved secure method.

5. SMS and Text Messaging

If you voluntarily provide your mobile phone number and consent to receive SMS messages from VMeDx, we may use your number to send messages relating to your inquiry, appointments, services, or other communications for which you have provided consent.

Message frequency may vary. Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP to a VMeDx text message. You may also contact us using the information provided below.

Reply HELP for assistance.

Opting out of marketing or promotional text messages does not necessarily prevent us from sending transactional or service-related communications when permitted by applicable law.

We do not sell or share your mobile phone number or SMS opt-in information with third parties for their own marketing purposes.

6. Cookies and Tracking Technologies

VMeDx may use cookies, pixels, tags, scripts, and similar technologies to operate and improve our Website.

These technologies may help us:

Remember preferences
Understand Website traffic
Analyze Website performance
Improve user experience
Measure advertising campaigns
Understand how visitors interact with our content
Detect security issues and fraudulent activity

Some cookies may be placed by third-party service providers that provide analytics, advertising, website functionality, or other services to VMeDx.

You may be able to control cookies through your browser settings. Disabling certain cookies may affect the functionality of portions of the Website.

For additional information about cookies and tracking technologies, please review our Cookie Policy.

7. Analytics and Advertising

We may use third-party analytics and advertising technologies to understand Website traffic, evaluate marketing campaigns, and improve our services.

These providers may collect information such as:

IP address
Device information
Browser information
Pages visited
Actions taken on the Website
Advertising interactions
General geographic information

Depending on the technologies implemented on the Website, these services may include Google Analytics, Google advertising products, Meta advertising products, or other similar services.

Third-party providers may use cookies or similar technologies in accordance with their own privacy policies.

We do not intentionally use advertising technologies to collect or disclose protected health information for advertising purposes.

8. How We Share Information

VMeDx may disclose personal information in the following circumstances:

Service Providers

We may share information with trusted vendors and service providers that perform services on our behalf, such as:

Website hosting
Website maintenance
Customer relationship management
Email communication
SMS communication
Analytics
Payment processing
Scheduling
Information technology
Security
Cloud storage
Administrative support

These providers are authorized to use information only as reasonably necessary to provide services to VMeDx or as otherwise permitted by applicable law.

Healthcare Clients

When appropriate and authorized, VMeDx may share information with healthcare-provider clients for purposes related to providing our services, staffing, onboarding, account management, or other contractual purposes.

Legal Requirements

We may disclose information when required or permitted by law, including when necessary to:

Comply with a subpoena, court order, or legal process
Respond to a government or regulatory request
Protect the rights, property, or safety of VMeDx
Protect our clients, employees, contractors, or other individuals
Investigate fraud or security incidents
Enforce our agreements

Business Transfers

If VMeDx is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, personal information may be transferred as part of that transaction, subject to applicable legal requirements.

9. Information We Do Not Sell

VMeDx does not sell personal information for monetary consideration.

We also do not sell or share SMS consent information or mobile telephone numbers with third parties for their independent marketing purposes.

10. Data Security

VMeDx uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or destruction.

Depending on the information and system involved, safeguards may include:

Access controls
Authentication procedures
Encryption
Secure communication tools
Employee and contractor training
HIPAA-related privacy and security training
Monitoring and security controls
Secure remote-work practices
Internal policies and procedures

However, no website, electronic transmission, information system, or storage method can be guaranteed to be completely secure.

11. Data Retention

We retain personal information for as long as reasonably necessary to:

Provide our services
Maintain business and client relationships
Fulfill contractual obligations
Meet legal, regulatory, accounting, and reporting requirements
Resolve disputes
Enforce agreements
Prevent fraud and abuse
Protect our legitimate business interests

Retention periods may vary depending on the type of information and the purpose for which it was collected.

Where applicable, Protected Health Information is retained and handled according to applicable HIPAA requirements, contractual obligations, and our policies.

12. Your Privacy Choices

Depending on applicable law, you may have certain rights regarding your personal information.

These may include the right to:

Request access to certain personal information we maintain about you
Request correction of inaccurate information
Request deletion of certain personal information
Request information about how your personal information is collected or used
Opt out of certain marketing communications
Opt out of SMS marketing communications
Withdraw consent where processing is based on consent

Some requests may be subject to legal or contractual limitations.

To protect your information, we may need to verify your identity before completing certain requests.

13. Marketing Communications

If you provide your contact information, we may send you information about VMeDx services, resources, events, promotions, or other business-related communications where permitted by law.

You can unsubscribe from marketing emails by using the unsubscribe link included in the email.

You may also contact us directly to request that we stop sending marketing communications.

Even if you opt out of marketing communications, we may continue to send non-promotional communications necessary to provide services, manage your account, respond to requests, or fulfill legal obligations.

14. Third-Party Websites and Services

Our Website may contain links to third-party websites, platforms, applications, or services.

VMeDx is not responsible for the privacy practices, security, content, or policies of third parties.

We encourage you to review the privacy policies of third-party websites before providing them with personal information.

15. Children’s Privacy

Our Website and services are not directed toward children under the age of 13.

We do not knowingly collect personal information from children under 13 through our Website.

If we learn that we have collected personal information from a child under 13 without appropriate authorization, we will take reasonable steps to delete the information.

16. California Privacy Rights

If you are a California resident, you may have additional privacy rights under applicable California privacy laws, including the California Consumer Privacy Act (CCPA), as amended.

Depending on your circumstances, these rights may include the right to:

Know or access certain personal information collected about you
Request deletion of certain personal information
Request correction of inaccurate personal information
Opt out of certain forms of sale or sharing of personal information
Limit certain uses of sensitive personal information where applicable
Receive information about how your personal information is collected and used
Not be discriminated against for exercising applicable privacy rights

VMeDx does not sell personal information for monetary consideration.

California residents may submit applicable privacy requests by contacting us using the information provided in the Contact Us section below.

We may need to verify your identity before processing a request.

17. Other State Privacy Laws

Depending on where you live, you may have additional privacy rights under applicable state privacy laws.

VMeDx will handle valid privacy requests in accordance with applicable federal, state, and local laws.

If you believe you have rights under a specific state privacy law and would like to submit a request, please contact us using the information below.

18. International Visitors

VMeDx is based in the United States, and our Website and services are primarily intended for users in the United States.

If you access the Website from outside the United States, your information may be transferred to, stored in, and processed in the United States or other locations where VMeDx or its service providers operate.

Privacy laws in these locations may differ from those in your country of residence.

By providing information to VMeDx, you acknowledge that your information may be processed in the United States, subject to applicable legal requirements.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, legal requirements, or business practices.

When we make changes, we will update the Last Updated date at the top of this Privacy Policy.

We encourage you to review this Privacy Policy periodically.

Your continued use of the Website after changes are posted constitutes acceptance of the updated Privacy Policy to the extent permitted by law.

20. Contact Us

If you have questions about this Privacy Policy, wish to exercise an applicable privacy right, or have concerns about how your information is handled, please contact us:

Virtual MeDx, LLC

101 Bear Track Drive
Nashville, TN 37221
United States

Email: info@vmedx.com
Phone: (615) 866-1649

When submitting a privacy request, please clearly state that your request relates to privacy or personal information.

21. HIPAA and Privacy Requests

If your inquiry concerns Protected Health Information handled by VMeDx on behalf of a healthcare-provider client, please identify the healthcare organization involved when possible.

Patients should generally direct requests concerning their medical records or patient rights to the healthcare provider that maintains their medical records.

VMeDx will cooperate with applicable healthcare-provider clients and Business Associates in accordance with applicable agreements and legal requirements.

Virtual MeDx, LLC
101 Bear Track Drive, Nashville, TN 37221
info@vmedx.com | (615) 866-1649