Privacy Policy
- Effective Date: 2 Nov, 2026
Your privacy matters to us. EZ MD Solutions, LLC, a Wyoming limited liability company doing business as VirtualCare Assistants (“VCA,” “we,” “us,” or “our”), understands that healthcare support involves handling sensitive information with care and responsibility. This Privacy Policy explains what information we collect, how we use and protect it, when we may share it, and the rights you have regarding your personal information.
Who This Policy Applies To
This policy applies to visitors to virtualmedicalassistant.us (the “Website”) and to prospective and current clients, including healthcare practices and their personnel, who communicate with us or use our services. It does not govern protected health information (“PHI”) that we access on behalf of our clients, which is described in “Protected Health Information Handled for Our Clients” below.
Information We Collect and How We Obtain It
We collect the following categories of information to respond to inquiries, market our services, and deliver our services.
Information You Share With Us
- When you request a consultation, complete a form, or become a client, you may provide:
- Your full name, email address, and phone number
- Practice or clinic name, business address, and ZIP code
- Professional details, such as your job title, specialty, NPI number, or license information
- Staffing needs and service preferences, such as the type of virtual assistant service, skills and weekly hours you need, and when you want to start hiring
- Your preferred contact method and the best time to reach you
- Billing and payment details for contracted services
- Messages and transcripts from conversations through our live chat feature
- Recordings, transcripts, and notes of sales and onboarding calls, where we record calls with notice to, and the agreement of, participants
- A record of your consent choices and the date and time you submitted a form
- Any messages, attachments, or other details you choose to send us
Information From Other Sources
We may receive business contact and professional information about healthcare practices and their personnel from publicly available sources (such as the NPI Registry and practice websites), lead-generation and data-enrichment providers, and responses to our advertising and email marketing campaigns.
When you visit our website, certain technical information is gathered automatically:
- IP address, browser type, and device information
- Pages visited, time spent on each page, referring websites, and the page and form from which you send an inquiry
- Date and time of your visit
- Advertising click identifiers, such as a Google Ads click ID, that show which ad brought you to our Website
- Clicks, scrolls, mouse movements, and other interactions with our Website pages, which may be captured by session-recording tools
- Information collected through cookies and similar technologies (see “Cookies and Website Analytics” below)
- We do not request PHI through our Website, its forms, its live chat, or its analytics tools. Please do not submit patient information through our Website. If patient information is submitted to us through the Website, we will delete it and will not use it for any other purpose.
How We Use Your Information
- We use your information to provide our services, manage client accounts, respond to inquiries, and meet legal obligations. We do not sell personal information for money or use PHI for marketing.
- Practice Support: Deliver contracted services to client practices, such as scheduling, patient intake, insurance verification, and documentation support.
- Account Management: Set up services, coordinate assistant assignments, and process payments.
- Customer Inquiries: Respond to questions and consultation requests.
- Service Improvement: Improve workflows and training using aggregated or de-identified information, where applicable.
- Marketing: Send information about our services and updates, including by email, where permitted by law. You can opt out at any time (see “Your Privacy Rights”).
- Advertising and Analytics: Measure and improve our Website and advertising campaigns, and show you ads about our services on third-party platforms such as Google, Meta, and LinkedIn.
- Legal Compliance: Protect our systems, prevent fraud, and meet legal requirements.
How We Share Information
We share personal information only as described below:
Service Providers
With vendors that perform services for us, such as website hosting, customer relationship management, live chat, email outreach, call recording and note-taking, lead generation, and communications, who are contractually required to protect the information.
Advertising and Analytics Partners
With advertising and analytics providers, such as Meta, LinkedIn, Google, Microsoft, and Hotjar, through cookies, pixels, and similar technologies on our Website (see “Cookies and Website Analytics”). These providers may use the information under their own privacy policies, including to show you ads on other websites and platforms.
Affiliates and Personnel
With our affiliated entities and personnel who support our operations, as needed to provide our services.
Legal Requirements
When required by law, subpoena, or other legal process, or when necessary to protect the rights, property, or safety of VCA, our clients, or others.
Business Transfers
In connection with a merger, acquisition, financing, or sale of all or part of our business, subject to appropriate confidentiality protections.
With Your Consent
For any other purpose with your consent or at your direction
We do not sell personal information for money. We do use advertising cookies and pixels that share information about your use of our Website with advertising partners, as described in “Cookies and Website Analytics.” You can opt out at any time through our cookie settings (see “Your Privacy Rights”).
Where We Process Information
VCA operates in the United States and uses personnel and service providers located outside the United States, including in Pakistan and Latin America. Your information may be accessed from or processed in those countries, which may have data protection laws different from those in your jurisdiction. We apply contractual, technical, and organizational safeguards designed to protect information wherever it is accessed.
Protected Health Information Handled for Our Clients
When a healthcare provider engages us, our personnel may access PHI within systems the provider approves, to the extent needed to perform contracted services. In that role, VCA acts as a business associate under the Health Insurance Portability and Accountability Act (HIPAA). Our use and disclosure of PHI is governed by our Business Associate Agreement (BAA) with the provider and applicable law, not by this Privacy Policy. Patients should refer to their healthcare provider’s Notice of Privacy Practices and direct requests about their health information to that provider. Our PHI safeguards include:
- Business Associate Agreements: Establish how PHI may be used, protected, and disclosed..
- Access Controls: Limit access to information needed for assigned tasks.
- Staff Training: Provide HIPAA privacy and security training and require confidentiality commitments
- Breach Notification: Notify affected clients of reportable breaches in accordance with applicable requirements and the BAA.
- Ongoing Oversight: Review privacy and security practices regularly
How We Keep Your Information Secure
- We use administrative, technical, and physical safeguards designed to protect the information we hold, including:
- HIPAA Safeguards: We maintain safeguards designed to meet the HIPAA Security Rule and other HIPAA requirements applicable to business associates.
- Secure Connections: Our personnel use secure connections when accessing client systems and information
- Security Oversight: Our information security function identifies risks and maintains our security practices.
- Access Controls: Access is limited to authorized personnel who need client information for their assigned tasks.
- No system can guarantee absolute security. We regularly review our safeguards, but we cannot guarantee the security of information transmitted to us or stored on our systems
How Long We Keep Information
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy and our contractual, operational, and legal obligations. When information is no longer needed, we securely delete or dispose of it in accordance with applicable requirements and client agreements. At the end of an engagement, PHI is returned or destroyed as specified in the applicable Business Associate Agreement (BAA). We keep opt-out and do-not-contact requests for as long as needed to honor them.
Cookies and Website Analytics
- Our Website uses cookies, pixels, and similar technologies, deployed through Google Tag Manager, to operate the site, understand visitor activity, and support our advertising.
- Essential Cookies: Support website functionality and security
- Session-Recording Tools: Hotjar and Microsoft Clarity record how visitors interact with our pages, including clicks, scrolls, and mouse movements, to help us improve usability.
- Advertising Cookies and Pixels: The Meta Pixel and LinkedIn Insight Tag collect information about your visits and actions on our Website to measure our advertising and to show you ads on those platforms. We also use the Meta Conversions API, which sends information about actions on our Website, such as form submissions, to Meta directly from our systems; this may include contact details in hashed (coded) form so that Meta can match them to its users. When you arrive from a Google ad, we record the Google Ads click ID so we can measure which ads lead to inquiries.
- Chat and Review Features: Our live chat (Tawk.to) and customer review widget (Trustindex) may set cookies to provide those features. Live chat conversations are recorded and stored.
- Performance Cookies: Help measure website traffic and usability
We use Google Analytics to collect usage data, such as pages visited and browser type, to improve our website. Google’s use of this data is governed by Google’s privacy policy. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality.
You can also limit interest-based ads through your ad settings on Google, Meta, and LinkedIn. You can accept, reject, or customize non-essential cookies through our cookie consent banner and change your choices at any time through the cookie settings link on our Website.
Do Not Track and Global Privacy Control: Our Website does not currently respond to browser “Do Not Track” or Global Privacy Control (GPC) signals.
Your Privacy Rights
Depending on applicable law, you may have the right to:
- Access: Request a copy of your personal information
- Correction: Ask us to correct inaccurate information
- Deletion Request deletion, subject to legal requirements
- Restricted Use Request limits on certain uses or disclosures where applicable
- Targeted Advertising Opt out of the use of your personal information for targeted advertising, or of its sale or sharing.
- Marketing Choices Opt out of marketing communications where available
Additional Privacy Rights
- Patients Contact your healthcare provider to access or correct medical records. We assist providers with these requests as required by law and our BAAs.
- California Residents As a matter of our own practice, we offer California residents the choices described in this section, including to request access to, correction of, or deletion of their personal information, and to opt out of advertising cookies and pixels. To opt out, use the “Do Not Sell or Share My Personal Information” option in our cookie settings, or contact us as described below.
How to Exercise Your Rights
To submit a request, email us at privacy@ezmdsolutions.com or call (831) 291-5556. We will verify your identity before responding and will respond within the time required by applicable law. You may designate an authorized agent to submit a request on your behalf, subject to verification. If we deny your request, you may appeal by emailing us with the subject line “Privacy Request Appeal.” We will not discriminate against you for exercising your privacy rights.
Links to Other Websites
Our Website links to other websites, including the EZ MD Connect portal (through the “Login” button) and our careers site at ezmd.org (through the “Apply Now” button). Those sites are covered by their own privacy policies, not this one. Job applications are submitted and handled on ezmd.org, not through this Website.
Children's Privacy and Protection of Minor Information
Our website is intended for healthcare professionals, medical practices, and their staff, not children. We do not knowingly collect personal information directly from individuals under 18 through our website.
If you believe a minor has submitted personal information through our website, please contact us so we can review the matter and take appropriate action.
We may handle health information about minor patients while providing services to healthcare practices. In these cases, we access and process the information only as authorized by the client and in accordance with applicable privacy laws and our Business Associate Agreement (BAA).
Updates to This Policy
We may update this Privacy Policy as our services grow or as laws change. When we do, we will post the revised version on this page with a new effective date. For significant changes, we will make reasonable efforts to notify our clients directly. Changes will apply to information collected before the revised policy takes effect only as permitted by law or with any consent the law requires.
Contact Us
If you have a question, a concern, or a request about your privacy, we would genuinely like to hear from you. Our team will respond promptly and treat every inquiry with care.
- (831) 291-5556
- info@virtualmedicalassistant.us
- privacy@ezmdsolutions.com
- EZ MD Solutions, LLC d/b/a VirtualCare Assistants
- 701 NE 136th Ave, Suite 200, Vancouver, WA 98684