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This policy applies to all personal information and protected health information that Ambient Virtual Care collects or maintains in the course of providing telehealth and related services, including information collected through our website https://www.ambientvirtualcare.com, patient portals, mobile applications, telephone, email, and other communications.

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Information We Collect

Categories of information we collect include

• Contact and identification information such as name, address, telephone number, email, date of birth, and emergency contact.

• Health and clinical information including medical history, diagnoses, medications, treatment plans, test results, and other information necessary for treatment, payment, and health care operations.

• Payment and insurance information such as insurance carrier, policy number, billing and payment details.

• Technical and usage information collected when you use our website or portal such as IP address, device identifiers, browser type, pages visited, and cookies.

• Communications you send to us including messages, forms, and telehealth session records.

We collect information directly from you, from your health care providers, from your health plan when necessary, and from third parties as permitted by law.

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How We Use Information

We use personal information and protected health information for the following permitted purposes:

• Treatment to provide, coordinate, and manage your health care and related services.

• Payment to obtain payment for services, verify coverage, and process claims.

• Health care operations including quality assessment, case management, provider credentialing, training, auditing, and business planning.

• Telehealth delivery to enable secure virtual visits and clinical communications.

• Legal and regulatory compliance to comply with applicable laws, court orders, and reporting obligations.

• Patient communications to send appointment reminders, health information, and administrative notices when authorized.

• Security and fraud prevention to detect and prevent unauthorized activity and to protect our systems and patients.

We will not use or disclose your protected health information for purposes other than treatment, payment, or health care operations without your written authorization, except as otherwise permitted or required by law.

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Uses and Disclosures Without Authorization

We may disclose protected health information without your written authorization in limited circumstances permitted by law, including:

• As required by law such as reporting communicable diseases, abuse, neglect, or threats to public health.

• To public health authorities and registries for public health activities.

• For law enforcement and legal proceedings when required by court order or law.

• To avert a serious threat to health or safety when necessary to prevent harm.

• For health oversight activities such as audits, investigations, and inspections by government agencies.

• To business associates who perform services on our behalf and who agree to safeguard your information.

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Authorizations and Marketing

• Authorizations You may be asked to sign an authorization to permit disclosures for purposes not otherwise permitted by law. You may revoke an authorization in writing except to the extent we have already acted in reliance on it.

• Marketing We will not use or disclose your protected health information for marketing purposes without your written authorization as required by law.

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Patient Rights

You have certain rights regarding your protected health information. To exercise any of these rights, contact our Privacy Officer using the contact information below.

• Right to access Inspect and obtain a copy of your medical record and other health information we maintain about you, subject to limited exceptions.

• Right to request amendment Request correction of your health information if you believe it is incorrect or incomplete. We will respond in accordance with applicable law.

• Right to an accounting of disclosures Request a list of certain disclosures of your protected health information made by us.

• Right to request restrictions Request restrictions on certain uses and disclosures of your information. We are not required to agree to all requests but will comply when required by law.

• Right to request confidential communications Ask that we communicate with you by alternative means or at alternative locations.

• Right to receive a paper copy Obtain a paper copy of this Privacy Policy upon request.

• Right to file a complaint File a complaint with us or with the U.S. Department of Health and Human Services Office for Civil Rights if you believe your privacy rights have been violated.

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Security and Data Retention

Security measures We maintain administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of personal information and protected health information. These measures include access controls, encryption where appropriate, secure authentication, and staff training.

Retention We retain records for the period required by applicable law and for as long as necessary to fulfill the purposes described in this policy. When records are no longer required, we will securely destroy or de-identify them in accordance with applicable law.

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Breach Notification

In the event of an unauthorized use or disclosure of unsecured protected health information that constitutes a breach under applicable law, we will notify affected individuals, the Secretary of the U.S. Department of Health and Human Services, and state regulators as required by law, and will take steps to mitigate harm.

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Business Associates and Third Parties

We may share information with third party service providers and business associates who perform services on our behalf such as billing, data hosting, telehealth platform providers, and analytics. We require these entities to protect your information and to use it only as permitted by contract and law.

Our website may contain links to third party websites. We are not responsible for the privacy practices of those sites. Review the privacy policies of any third party site before providing personal information.

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Minors

We do not provide telehealth services to minors without appropriate parental or guardian consent as required by law. Parents and guardians may exercise rights on behalf of minor patients in accordance with applicable law.

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Telehealth and Interstate Care

Ambient Virtual Care provides telehealth services in Florida, Pennsylvania, Delaware, Maryland, and Virginia in accordance with applicable state licensing, telemedicine, and privacy laws. Telehealth care may involve electronic transmission of medical information across state lines. We follow applicable state rules regarding consent, prescribing, and recordkeeping.

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Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or technology. When we make material changes, we will post the revised policy on our website with an updated effective date.

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How to Contact Us and File a Complaint

Privacy Officer

Ambient Medical Care, LLC

Email: frontdesk@ambientmedicalcare.com

Phone: 877-629-2621

Mailing address: PO Box 1827, Seaford, DE 19963

If you believe your privacy rights have been violated, you may file a complaint with our Privacy Officer or with the U.S. Department of Health and Human Services Office for Civil Rights. We will not retaliate against you for filing a complaint.

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Additional State Specific Rights

State laws in Florida, Pennsylvania, Delaware, Maryland, and Virginia may provide additional privacy protections or rights. Where applicable, we will honor state-specific requirements such as more stringent consent, disclosure, or record retention rules. If you have questions about state-specific rights, contact our Privacy Officer.

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Acknowledgment

By receiving services from Ambient Virtual Care or by using our website and patient portal, you acknowledge that you have read and understand this Privacy Policy and consent to the uses and disclosures described herein consistent with applicable law.

This Policy was updated December 28. 2025.