Effective Date: October 3, 2025
Last Updated: October 3, 2025
Riverside Medical Supply (“we,” “our,” or “us”) is committed to protecting the privacy and security of your information in compliance with the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and applicable federal and state laws. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our private ordering site for Veterans Affairs (VA) purposes.
1. Information We Collect
We may collect the following types of information:
- Protected Health Information (PHI): Information related to a patient’s health, treatment, or care that is necessary to fulfill VA orders.
- Personal Information: Names, addresses, phone numbers, email addresses, and account login details of VA staff or authorized users.
- Order Information: Patient identifiers (e.g., patient ID or case number), order history, and fulfillment records.
- Technical Information: Log data, IP addresses, browser type, and site usage data, collected to secure and improve the website.
2. How We Use Information
We use collected information only as permitted under HIPAA and VA requirements, including:
- Processing, fulfilling, and tracking VA orders.
- Maintaining secure patient records associated with orders.
- Communicating with authorized VA staff regarding order status.
- Improving the functionality and security of our site.
- Complying with legal, contractual, and regulatory obligations.
3. How We Disclose Information
We do not sell or share your information with third parties for marketing purposes. Disclosures of PHI and personal information will only occur in accordance with HIPAA regulations:
- To the VA and Authorized Users: For treatment, payment, and healthcare operations purposes.
- To Business Associates: Third-party vendors that perform services on our behalf (e.g., hosting, IT support), provided they have signed a Business Associate Agreement (BAA) ensuring HIPAA compliance.
- As Required by Law: When disclosure is mandated by applicable laws, regulations, or court orders.
- To Prevent Harm: When necessary to protect the health and safety of individuals or the public.
4. Data Security
We implement strict administrative, technical, and physical safeguards to protect PHI and personal information, including but not limited to:
- Secure, encrypted transmission (SSL/TLS).
- Access controls and user authentication.
- Role-based access restrictions.
- Routine security monitoring and audits.
- Data backup and recovery protocols.
5. User Rights
Under HIPAA, authorized VA users and patients have the following rights regarding PHI:
- Right to Access: You may request access to information maintained in our system.
- Right to Amend: You may request corrections to inaccurate or incomplete records.
- Right to Accounting of Disclosures: You may request a record of certain disclosures of PHI.
- Right to Restrict Use/Disclosure: You may request limitations on how your PHI is used or shared, as permitted by law.
- Right to Confidential Communications: You may request that we communicate with you in a certain way or location.
Requests to exercise these rights should be submitted in writing to the contact listed below.
6. Data Retention
We retain PHI and related records only as long as necessary to fulfill contractual obligations with the VA and comply with applicable legal and regulatory requirements.
7. Changes to This Policy
We may update this Privacy Policy from time to time. All updates will be posted on this site with a revised “Last Updated” date.
8. Contact Information
If you have questions about this Privacy Policy, or if you wish to exercise your rights under HIPAA, please contact:
Privacy Officer
Riverside Medical Supply
10580 Newkirk Ave, Suite 200
951-683-0018
info@riversidemedicalsupply.com