Privacy Policy & Notice of Privacy Practices

Part 1: Website Privacy Policy

Peaceful Ride LLC ("Company," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Website Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://www.mypeacefulride.com), submit ride scheduling requests, or communicate with our dispatch office.

1. Information We Collect

We collect only the personal information reasonably necessary to coordinate and provide transportation services, generate price estimates, and communicate with passengers, caregivers, and facilities:

• Contact Details: Full name, phone number, email address, and billing/mailing address.
• Dispatch & Routing Data: Pick-up and drop-off addresses, requested travel dates and times, and destination facility names.
• Accessibility & Assistance Requirements: Physical accommodation needs (e.g., ambulatory assistance, standard wheelchair, bariatric wheelchair, stretcher, oxygen tank accommodation) necessary for dispatching appropriate vehicles and equipment.
• Payment Information: Credit/debit card transactions are processed securely through certified third-party payment gateways. We do not store full credit card numbers or CVV codes on our web servers.
• Technical Log Data: Basic browser information, IP address, and standard website usage analytics collected through server logs to maintain site functionality, performance, and security.

2. How We Use Your Information

We use your information exclusively to:

• Schedule, route, coordinate, and perform non-emergency medical transportation services.
• Provide ride confirmations, estimated arrival times (ETAs), receipts, and service updates.
• Coordinate transport with authorized healthcare facilities, case managers, social workers, or insurance brokers.
• Maintain operational records and comply with Virginia and federal legal obligations.

3. Sharing & Disclosure of Information

We do not sell, rent, trade, or share your personal information with data brokers or unaffiliated third parties for their marketing purposes. We share information only with:

• Assigned Drivers & Dispatch Staff: Limited strictly to information necessary to complete safe pick-up, transit, and drop-off.
• Healthcare & Insurance Partners: Discharge planners, medical facilities, broker networks, and Medicaid/managed care organizations (MCOs) paying for or authorizing transit.
• Legal & Regulatory Authorities: When required by law, subpoena, or safety regulations.

4. Children’s Privacy

Our website is not directed to children under the age of 13. When transportation is scheduled for a pediatric passenger, all scheduling and personal information must be submitted by a parent, legal guardian, authorized healthcare provider, or case manager.

Part 2: HIPAA Notice of Privacy Practices (NPP)

Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Peaceful Ride LLC acts as a Business Associate and service provider handling Protected Health Information (PHI).

1. What Qualifies as Protected Health Information (PHI)

In the context of medical transportation, PHI includes:

• Your name, contact details, and Medicaid/insurance identification numbers.
• Appointment dates, pick-up times, and destination medical facilities (e.g., dialysis centers, physical therapy clinics, hospitals).
• Physical assistance level, mobility equipment status, and special care notes provided for transportation safety.

2. How We Use and Disclose Your PHI

We use and disclose PHI without requiring a separate written authorization in the following circumstances:

• Treatment & Service Delivery: Sharing pick-up details and accommodation needs with dispatchers, drivers, and medical attendants to safely transport you to and from medical appointments.
• Payment & Billing: Disclosing trip logs, attendance verification, and driver signatures to Medicaid, managed care plans, private insurers, brokers, or billing contractors to process reimbursement.
• Healthcare Operations: Internal reviews to evaluate service quality, driver conduct, vehicle accessibility compliance, and safety standards.
• Business Associates: Sharing necessary data with trusted third-party technology providers (e.g., secure dispatch and routing software) that are legally bound by signed Business Associate Agreements (BAAs) to protect your PHI.
• As Required by Law: Complying with state health regulations, emergency medical services reporting, or lawful court orders.

3. Uses Requiring Your Written Authorization

We will never use or disclose your PHI for marketing campaigns, sell your PHI, or share detailed health notes with unauthorized third parties without your prior written authorization. You may revoke any written authorization at any time in writing.

4. Safeguards & Security

We implement administrative, physical, and technical safeguards to protect your PHI:

• Digital dispatch communications and electronic logs are encrypted in transit and at rest.
• Physical manifests and trip sheets are handled strictly by authorized personnel and shredded or securely stored when no longer needed.
• Drivers and dispatch personnel are trained in passenger privacy, confidentiality, and sensitivity.

5. Your Individual Rights

Under federal HIPAA regulations, you have the right to:

• Inspect and Receive a Copy: Request an electronic or physical copy of your transportation records and trip history.
• Request Confidential Communications: Ask us to contact you by specific means (e.g., call only a mobile phone rather than a home phone).
• Request Restrictions: Request limits on certain uses or disclosures of your PHI (though we are not required to agree if it impedes our ability to deliver safe service or receive payment).
• Receive an Accounting of Disclosures: Request a list of certain disclosures of your PHI made outside of standard treatment, payment, or operational purposes.
• Breach Notification: Be promptly notified in the event of an unauthorized breach involving your unsecured PHI.

Part 3: Contact & Privacy Officer Information

If you have questions about this policy, wish to exercise your privacy rights, or believe your privacy rights have been violated, please contact our Compliance Department directly:

You also have the right to file a formal complaint with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights by visiting https://www.hhs.gov/ocr or sending a letter to: