Privacy Policy

Doctors Place Inc. ("Doctors Place," "we," "us," or "our") operates the website and portal at portal.dot-physical.net (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use our Service.

1. Information We Collect

We collect the following types of information:

Personal Identification Information: Name, email address, phone number, date of birth, mailing address, and employer information — collected when you place an order, create an account, or complete a registration form.

Health Information: Medical history, medication lists, test results, and other health-related information collected in connection with DOT physicals, drug screens, and other occupational health services. This information is considered Protected Health Information (PHI) under HIPAA where applicable.

Payment Information: Credit or debit card details processed through our secure payment processor (Stripe). We do not store full card numbers on our servers.

Usage Data: IP address, browser type, pages visited, time spent on pages, and referring URLs — collected automatically via cookies and analytics tools.

Employer Information: Company name, billing address, and contact information when an employer creates a company account.

2. How We Use Your Information

We use the information we collect to:

• Process and fulfill orders for DOT physicals, drug screens, and other services
• Send order confirmations, results, and service-related communications
• Send appointment reminders and DOT certificate renewal reminders
• Generate and deliver receipts, invoices, and medical documentation
• Comply with FMCSA, DOT, and other applicable regulatory requirements
• Respond to customer service inquiries
• Improve our website and services
• Detect and prevent fraud or unauthorized access

We do not sell your personal information to third parties.

3. HIPAA & Health Information

Doctors Place Inc. is a covered entity or business associate under the Health Insurance Portability and Accountability Act (HIPAA) with respect to certain services. We maintain appropriate administrative, physical, and technical safeguards to protect your Protected Health Information (PHI) in accordance with HIPAA requirements.

Health information collected in connection with occupational health services (including DOT physicals, drug test results, and medical history) is used only for the purposes of delivering those services, complying with regulatory reporting obligations (such as FMCSA reporting requirements), and as otherwise permitted or required by law.

We may share your health information with your employer or their designated medical review officer (MRO) as required under DOT regulations (49 CFR Part 40 and Part 382).

4. How We Share Your Information

We may share your information with:

• Collection sites and exam providers — to facilitate the delivery of your ordered service
• Medical Review Officers (MROs) — to review and report drug test results as required by DOT regulations
• FMCSA and regulatory agencies — as required by federal law (e.g., reporting DOT physical results to the National Registry)
• Your employer — drug test results and DOT physical status as required under FMCSA regulations or as directed by you
• Payment processors — Stripe processes payments on our behalf under their own privacy policy
• Analytics providers — anonymized usage data shared with Google Analytics and Vercel Analytics
• Law enforcement or courts — when required by law, subpoena, or court order

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Cookies & Tracking

We use cookies and similar tracking technologies to improve your experience on our site. Cookies are small files stored on your device. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features of our Service may not function properly without cookies.

We use Google Analytics to analyze website traffic. Google Analytics collects anonymized data about how visitors use our site. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

6. Data Security

We implement industry-standard security measures to protect your information, including encrypted connections (HTTPS/TLS), encrypted database storage, and access controls limiting who can view sensitive data. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Medical and occupational health records are retained in accordance with applicable state and federal requirements (generally a minimum of 3–7 years).

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information (subject to legal retention requirements)
• Opt out of non-essential marketing communications

To exercise any of these rights, contact us at occmed@doctors-place.com.

9. Children's Privacy

Our Service is intended for adults and is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected such information, please contact us immediately.

10. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page with an updated date. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy, please contact us:

Doctors Place Inc.
226 State Street, #1018
Hackensack, NJ 07601
📞 (888) 233-4567
✉️ occmed@doctors-place.com