OVERVIEW
This Privacy Policy describes how OGO-SMA Services LLC ("we," "us," or "our") collects, uses, and protects your information when you visit our website https://ogosmaservices.com/ or use our online services. We are committed to protecting your privacy and maintaining the security of your personal information. By using our website, you consent to the practices described in this Privacy Policy.
INFORMATION WE COLLECT
Personal Information You Provide
Contact Forms and Inquiries:
- Name and contact information (phone, email, address)
- Insurance information and Medicare/Medicaid numbers
- Medical condition information (when voluntarily provided)
- Equipment needs and physician information
- Messages and communications with our staff
Account Registration:
- Username and password
- Profile information and preferences
- Equipment history and orders
- Insurance verification details
Online Forms:
- Patient intake forms
- Insurance pre-authorization requests
- Equipment delivery scheduling
- Prescription upload forms
- Customer feedback and surveys
Information Automatically Collected Website Usage Data:
- IP address and device information
- Browser type and operating system
- Pages visited and time spent on site
- Referring websites and search terms
- Date and time of visits
- Geographic location (general area)
Cookies and Tracking Technologies:
- Session cookies for website functionality
- Analytics cookies to improve user experience
- Preference cookies to remember your settings
- Security cookies to protect against fraud
HOW WE USE YOUR INFORMATION
Primary Uses
Customer Service:
- Respond to inquiries and provide support
- Process equipment orders and deliveries
- Coordinate with healthcare providers
- Provide product information and education
Healthcare Operations:
- Verify insurance coverage and benefits
- Process prior authorizations and claims
- Maintain equipment service records
- Ensure regulatory compliance
Website Functionality:
- Provide secure access to your account
- Remember your preferences and settings
- Improve website performance and navigation
- Prevent fraud and ensure security
Secondary Uses
Communication:
- Send appointment reminders and notifications
- Provide equipment maintenance alerts
- Share relevant health and safety information
- Deliver newsletters and educational content (with consent)
Business Operations:
- Analyze website usage and improve services
- Conduct internal audits and quality assurance
- Train staff and improve customer service
- Plan business development and marketing
HIPAA COMPLIANCE FOR ONLINE SERVICES
Protected Health Information (PHI)
When you provide health information through our website:
- All PHI is encrypted during transmission
- Information is stored on HIPAA-compliant servers
- Access is limited to authorized personnel only
- All interactions are logged and monitored
Online Forms:
- SSL encryption for all form submissions
- Secure data processing and storage
- Limited access to submitted information
- Regular security audits and updates
INFORMATION SHARING AND DISCLOSURE
Healthcare Partners
We may share your information with:
- Your physicians and healthcare providers
- Insurance companies for coverage verification
- Equipment manufacturers for warranty and recalls
- Medicare/Medicaid for claims processing
- Third-party billing and collection agencies
Service Providers
We work with trusted third parties who help us operate our website:
- Web hosting and cloud storage providers
- Payment processing companies
- Analytics and marketing platforms
- Customer support software providers
- IT security and maintenance services
All service providers sign Business Associate Agreements (BAAs) to protect your health information.
Legal Requirements
We may disclose information when required by law for:
- Compliance with subpoenas or court orders
- Cooperation with government investigations
- Protection against fraud and abuse
- Public health and safety emergencies
- Law enforcement activities
COOKIES AND TRACKING TECHNOLOGIES
Types of Cookies We Use
Essential Cookies (Required):
- Authentication and security cookies
- Shopping cart and form data cookies
- Load balancing and performance cookies
Analytics Cookies (Optional):
- Google Analytics for website usage statistics
- Heat mapping to improve user experience
- Conversion tracking for service requests
Marketing Cookies (Optional):
- Social media integration cookies
- Advertising platform cookies
- Email marketing tracking cookies
Managing Cookie Preferences
You can control cookies through:
- Browser settings and preferences
- Our cookie consent banner
- Third-party opt-out tools
- Account privacy settings
Note: Disabling essential cookies may affect website functionality.
DATA SECURITY MEASURES
Technical Safeguards Encryption:
- Encrypted database connections
- Secure backup and recovery systems
Staff Training:
- Regular HIPAA and privacy training
- Security awareness programs
- Incident response procedures
- Background checks for all personnel
YOUR PRIVACY RIGHTS
Access and Control
You have the right to:
- Access: Request copies of your personal information
- Correct: Update or correct inaccurate information
- Delete: Request deletion of your personal information
- Restrict: Limit how we use your information
- Portability: Receive your data in a portable format
Communication Preferences
You can:
- Unsubscribe from marketing emails
- Opt out of non-essential communications
- Choose preferred contact methods
- Update communication preferences
California Privacy Rights (CCPA)
California residents have additional rights including:
- Right to know what personal information is collected
- Right to delete personal information
- Right to opt-out of sale of personal information
- Right to non-discrimination for exercising privacy rights
THIRD-PARTY WEBSITES AND SERVICES
External Links
Our website may contain links to:
- Insurance company websites
- Healthcare provider portals
- Equipment manufacturer sites
- Educational and support resources
We are not responsible for the privacy practices of third-party websites. These services are governed by their own privacy policies.
DATA RETENTION
Retention Periods
We retain your information based on:
- Medical Records: Minimum 6 years (HIPAA requirement)
- Medicare Claims: Minimum 5 years (CMS requirement)
- Website Analytics: Maximum 26 months
- Marketing Data: Until you opt out or 7 years
Secure Disposal
When information is no longer needed:
- Electronic data is securely wiped using DOD standards
- Physical documents are cross-cut shredded
- Certificates of destruction are maintained
- All disposal activities are logged and audited
CHILDREN'S PRIVACY
Our website is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it immediately. For minors between 13-18, parental consent may be required for certain services.
INTERNATIONAL USERS
Our website is operated from the United States and is subject to U.S. privacy laws. If you are accessing our website from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States.
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy to reflect:
- Changes in our practices or services
- Updates to applicable laws and regulations
- New technologies or security measures
- Feedback from users and regulators
We will notify you of material changes by:
- Posting updates on our website
- Sending email notifications to registered users
- Updating the "Last Updated" date at the top of this policy
CONTACT INFORMATION
Privacy Questions and Requests:
Office Manager
OGO-SMA Services
8901 Activity Rd, Ste 223
San Diego, CA, 92126
Phone: 858-922-1854
Email: ogo@ogomedical.com
Website Contact Form: Found on homepage
Business Hours:
Monday - Friday: 8:30AM-4:00PM
Response Time: Within 30 days for privacy requests
Filing Complaints:
U.S. Department of Health and Human Services
Office for Civil Rights
Phone: 1-877-696-6775
Website: www.hhs.gov/ocr/privacy/hipaa/complaints/
California Attorney General's Office
Consumer Privacy Section
1300 I Street, Suite 1101
Sacramento, CA 95814
Phone: (916) 210-6276
Email: PrivacyEnforcement@doj.ca.gov
Website: oag.ca.gov/privacy
CONSENT AND ACKNOWLEDGMENT
By using our website, you acknowledge that you have read and understood this Privacy Policy and consent to our collection, use, and disclosure of your information as described herein.
For medical equipment services, you will receive a separate Notice of Privacy Practices that governs our healthcare operations and HIPAA compliance.
This privacy policy was last updated on June 24th 2025 and is effective immediately for all website users.