Privacy Policy

VELO HEALTHCARE LLC
Privacy Policy

Effective Date: August 20, 2026 | Document Control: Legal & DME Compliance Division

1. Introduction & Healthcare Mission

Velo HealthCare LLC (“Velo HealthCare,” “Company,” “we,” “us,” or “our”) operates as an accredited supplier and distributor of Durable Medical Equipment (DME), Continuous Glucose Monitoring (CGM) devices, insulin delivery accessories, and associated medical supplies.

We recognize the sensitive nature of personal health data. This Privacy Policy governs our data collection, handling, disclosure, and protection practices when patients, caregivers, or healthcare providers visit our website, submit online intake forms, request insurance benefit verification, or communicate with our care coordination team.

2. Information We Collect

To evaluate eligibility, verify insurance benefits, obtain physician authorizations, and deliver DME products, Velo HealthCare LLC collects several categories of personal and health data:

A. Personally Identifiable Information (PII)

·         Full Patient Name, Date of Birth, Gender, and Social Security Number (when required for specific insurance verification).

·         Contact Details: Residential mailing address, shipping/delivery address, primary phone number, mobile number, and email address.

·         Emergency Contact / Authorized Representative Details: Name, relationship, and contact information of caregivers authorized to speak on your behalf.

B. Protected Health Information (PHI) & Insurance Records

·         Primary & Secondary Insurance Details: Insurance carrier name, Policy/Member ID, Group Number, Medicaid/Medicare beneficiary numbers, and secondary supplemental insurance coverage.

·         Prescribing Physician Details: Physician name, clinic or hospital affiliation, National Provider Identifier (NPI), office telephone/fax numbers, and clinical staff contacts.

·         Medical History & Prescriptions: Primary diagnosis (e.g., Type 1 or Type 2 Diabetes Mellitus), ICD-10 diagnosis codes, chart notes, clinical lab history (e.g., HbA1c levels), prescription orders, and daily testing frequency.

C. Automated Technical & Analytics Data

·         Website Interaction Data: IP addresses, browser types, operating systems, referring domain names, device identifiers, and page viewing metrics collected via encrypted session cookies and standard web analytics tools.

3. How We Use Your Information

Velo HealthCare LLC utilizes your information strictly for legitimate healthcare, operational, and regulatory purposes, including:

·         Insurance Qualification & Benefits Verification: Reviewing coverage guidelines with Medicare, Medicaid, and commercial health plans to determine coverage eligibility for CGM supplies and DME.

·         Physician & Clinical Coordination: Communicating directly with your healthcare providers to collect required Letters of Medical Necessity (LMN), prescription renewals, and chart documentation.

·         Order Fulfillment & Logistics: Packaging, dispatching, and tracking shipments of DME products directly to your designated delivery address.

·         Patient Care Support & Billing: Processing copayments, sending refill reminders, managing customer service inquiries, and billing insurance plans.

·         Regulatory & Compliance Audits: Satisfying record retention mandates enforced by the Centers for Medicare & Medicaid Services (CMS) and accredited healthcare organizations.

4. Disclosure of Information & Third-Party Vendors

We do not sell, lease, or trade patient personal information or health records to third-party data brokers or marketing agencies. Information is shared strictly under the following mandatory healthcare operations:

·         Designated Third-Party Customer Care Providers: We partner with specialized, HIPAA-compliant third-party customer service organizations to assist with intake verification, outbound customer care calls, and email support.

·         Insurance Payers & Claims Processors: Transmitting required PHI, claims, and medical necessity documentation to private insurance carriers, clearinghouses, and Medicare administrative contractors for billing.

·         Logistics & Delivery Partners: Providing delivery address and shipment notification details to courier services (e.g., FedEx, UPS, USPS) for order tracking.

·         Legal & Compliance Authorities: Disclosing information when mandated by law, court order, regulatory audit, or subpoena.

5. Telephone Consumer Protection Act (TCPA) & SMS Consent

By providing your telephone or mobile number and completing our online inquiry forms, you grant explicit consent for Velo HealthCare LLC and its authorized third-party service providers to contact you via voice call, automated text messages (SMS/MMS), and prerecorded messages regarding your healthcare supplies, insurance status, and order updates.

Opt-Out Procedures: Mobile marketing consent is purely voluntary and not required to purchase goods. You may opt out of SMS communications at any time by replying “STOP” to any text message, or by contacting our Privacy Office.

6. Safeguards & Data Security Measures

Velo HealthCare LLC maintains rigorous administrative, physical, and technical security safeguards to prevent unauthorized access, disclosure, or alteration of PHI and PII. Our infrastructure features 256-bit SSL encryption, restricted role-based administrative access, encrypted database storage, and continuous vulnerability monitoring.

7. Patient Rights & Contact Information

Under HIPAA and applicable state laws, patients maintain specific rights regarding their Protected Health Information, including the right to inspect, copy, or request amendments to their medical records held by Velo HealthCare LLC.

For any privacy concerns, access requests, or consent revocations, please contact our Compliance Office:

·         Entity Name: Velo HealthCare LLC — Privacy & Compliance Division

·         Email: info@velo-healthcare.com

·         Phone: +1 (281) 822-1802

·         Hours of Operation: Monday – Friday, 9:00 AM – 5:00 PM EST