Privacy Policy

Effective Date: January 1, 2025

Last Update: February 26, 2026

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

This Privacy Policy outlines how Polaris DOT Physicals (“Polaris DOT Physicals,” “we,” “us,” or “our”) collects, uses, shares, and protects personal information. We respect your privacy and are committed to protecting the information of our patients, drivers, employers, and website visitors.

Types of Information We Collect

The following provides examples of the type of information that we collect and how we use that information.

Context: Appointment Scheduling

Types of Data: We collect your name, phone number, email address, date of birth, CDL information (if applicable), and appointment details.

Primary Purpose for Collection and Use of Data: We use this information to schedule, confirm, and manage DOT physical appointments and related services.

Context: Medical Services (DOT Physicals & Occupational Health)

Types of Data: We collect medical information required under Federal Motor Carrier Safety Administration (FMCSA) guidelines, including medical history, examination findings, vital signs, medication lists, and supporting medical documentation. We may also collect employer-related information if applicable.

Primary Purpose for Collection and Use of Data: We use this information to conduct DOT physical examinations, determine medical certification eligibility, maintain required records, and comply with federal and state regulations.

Context: Employer / Company Clients

Types of Data: We collect contact information of employer representatives, billing information, and employee rosters when coordinating group services.

Primary Purpose for Collection and Use of Data: We use this information for scheduling, billing, compliance documentation, and communication regarding services.

Context: Payment Information

Types of Data: We collect billing address, email, payment method details, and transaction records.

Primary Purpose for Collection and Use of Data: We use this information to process payments and maintain financial records.

Context: Website Use & Cookies

Types of Data: We collect IP address, browser type, device information, pages visited, and cookies.

Primary Purpose for Collection and Use of Data: We use this information to improve website functionality, analyze performance, and enhance user experience.

Context: SMS Communications

Types of Data: If you opt-in to receive SMS messages, we collect your phone number and consent confirmation.

Primary Purpose for Collection and Use of Data: We use SMS to send appointment reminders, scheduling updates, documentation requests, and service-related communications.

SMS opt-in consent or phone numbers will NOT be shared with third parties or affiliates for marketing purposes.

Context: Customer Support

Types of Data: If you contact us, we collect your name, phone number, email address, and message content.

Primary Purpose for Collection and Use of Data: We use this information to respond to inquiries and provide support.

Use and Processing of Information

We collect and use your information to:

• Provide DOT physical examinations and occupational health services
• Comply with FMCSA and regulatory requirements
• Process payments
• Schedule and confirm appointments
• Communicate with drivers and employers
• Improve our services and website functionality
• Maintain internal administrative records

We process information to fulfill contractual obligations, comply with legal requirements, and pursue legitimate business interests.

Sharing of Information

We may share your information with:

• Regulatory authorities as required by law
• Employers (when authorized or required for compliance purposes)
• Payment processors
• Service providers assisting with scheduling, IT support, or billing
• Law enforcement or government authorities when required

We do not sell personal information.

SMS consent information will not be shared with third parties for marketing purposes.

Your Choices

You may:

• Request access to your personal information
• Request corrections to inaccurate information
• Request deletion where legally permissible
• Opt out of promotional emails
• Opt out of text messages by replying “STOP”

Please note that medical records may be retained as required by federal or state law.

Data Security

We use reasonable administrative, technical, and physical safeguards to protect your personal and medical information. However, no method of transmission over the Internet is 100% secure.

You are responsible for maintaining the confidentiality of any account credentials used on our website.

Retention of Information

We retain medical and business records in accordance with federal and state regulations, including FMCSA requirements.

Children

We do not knowingly collect personal information from individuals under 18 years of age unless required for legally authorized services.

Changes to This Policy

We may update this Privacy Policy periodically. The version in effect at the time your information is collected will generally govern that information.

SMS Terms and Conditions

If you consent to receive text messages from Polaris DOT Physicals, you may receive messages related to:

• Appointment reminders
• Scheduling updates
• Documentation requests
• Service notifications

Message and data rates may apply.
You may opt-out at any time by replying “STOP.”
For assistance, reply “HELP” or contact us at:

Contact Information

If you have any questions regarding this Privacy Policy, please contact us at:

Email: hussain@polarisdot.com