Effective date: NOV 09, 2026

The Short Version

  • We collect what we need to run your physical, your assessments and your records.
  • We do not sell your information. We do not share your text opt-in data with third parties for their marketing.
  • Your health information is protected by HIPAA. Our Notice of Privacy Practices governs it.
  • Your department sees only what your signed written authorization and its contract allow.
  • You can stop texts any time. Reply STOP.
  • We keep your records in the United States.

Who We Are

Front Line Mobile Health, PLLC (“Front Line,” “we,” “us”), provides occupational health services to firefighters, law enforcement officers, EMS, telecommunicators and the departments that employ them. Our services include physicals, lab testing, behavioral health evaluations, promotional testing, fitness-for-duty exams and case management.

What This Policy Covers

This policy covers our websites, online forms, patient and partner portals, mobile-friendly apps, emails and text messages (together, our “Services”). The Services are not intended for, and this policy does not cover, information governed by your department’s own policies, such as personnel or employment records your department keeps.

Health information we create or receive while caring for you is protected health information under HIPAA. Our Notice of Privacy Practices (frontlinemobilehealth.com/privacy-practices) explains how we use and share it, and your rights. If this policy and that notice conflict on health information, the notice controls.

Information We Collect

  • From your department. Departments send us rosters to schedule exams. A roster may include your name, work email, phone number, employee ID, job title, assignment and date of birth. Your department is responsible for the accuracy of the rosters it sends and for having the legal right to send them to us.
  • From you. You give us information when you complete consent forms, questionnaires and assessments, schedule visits, contact us or opt in to texts. This can include contact details, medical and family history, health and wellness responses, and your signature.
  • From your care. We create records during your visit. These include exam findings, lab results, imaging, test scores and clinician notes.
  • From other providers. Labs, imaging centers and specialists we work with send us your results.
  • Automatically. Our public website collects device and usage data. This includes IP address, browser type, pages visited and time on page. See section 8.
  • From job applicants. If you apply to work with us, we collect your application details.
  • Payment information. If you pay for a service yourself, a payment processor collects your card details. We do not store full card numbers.

How We Use Information

We use information to:

  1. Schedule and deliver your exams and assessments.
  2. Send you forms, reminders, results notices and other service messages.
  3. Produce the reports your department is entitled to receive.
  4. Bill for services.
  5. Operate, secure and improve our Services.
  6. Detect and prevent fraud, protect the security of our Services and the people who use them, and enforce our Terms of Use.
  7. Train our staff and check the quality of our work.
  8. Meet legal, licensing and accreditation duties.
  9. Comply with law and legal process, and establish, exercise or defend legal claims.
  10. Conduct research using de-identified data, as described in section 6.
  11. Create de-identified or aggregated data, as HIPAA permits, and use that data as the law allows.

How We Share Information

We do not sell your personal information. We share it only as described here and in our Notice of Privacy Practices.

  • Your department. Your department receives only the information your signed written authorization and its agreement with us allow. This is usually an exam completion status, a fitness-for-duty determination or summary findings. The scope depends on your exam type. Your department’s use of that information is governed by its own policies and by applicable law, such as the Americans with Disabilities Act’s rules on keeping employee medical records confidential.
  • Health care partners. We share information with labs, imaging centers, specialists and other providers involved in your care.
  • Service providers. We use vendors for hosting, software, email, texting, payments and IT support. They may use your information only to perform services for us. Vendors that handle health information are required to sign business associate agreements as HIPAA requires.
  • Affiliates. We may share information with companies under common ownership that operate our technology on our behalf. They follow this policy and sign business associate agreements where HIPAA requires. They are also bound by contractual confidentiality obligations.
  • Legal reasons. We disclose information when the law requires it, when a court orders it or a subpoena or other legal process requires it, to law enforcement as the law permits, to protect our rights, property or safety as the law permits, or to protect someone’s health or safety.
  • Business changes. If we merge, sell or reorganize part of our business, information may transfer to the new owner subject to applicable law and protections at least as protective as this policy.
  • Text messaging data. We do not share or sell mobile phone numbers or text opt-in consent with third parties or affiliates for their marketing or promotional purposes. Phone numbers and consent records go only to the texting provider that delivers our messages.

Research and De-identified Data

We study public safety health to prevent line-of-duty illness and death. We use de-identified data for this work. De-identified data meets the HIPAA de-identification standard (45 C.F.R. §164.514) and cannot reasonably identify you. We do not try to re-identify it, and we contractually prohibit anyone who receives it from re-identifying it. Any research that uses identifiable information requires your separate written authorization or a waiver as the law allows.

Text Messages and Email

  • Texts. If you opt in, we send service texts about your exams and forms. Consent is optional and never a condition of care. Reply STOP to stop or HELP for help. Message and data rates may apply. Our Text Messaging Terms (frontlinemobilehealth.com/text-messaging) give the full details. Our texts are service messages about your care, not marketing or promotional messages.
  • Email. We email you forms, reminders and notices about your care. If you sign up for our newsletter, you can unsubscribe with the link in any newsletter. Service emails about your exams, forms and care are not marketing, and unsubscribing from marketing email does not stop them. We honor marketing unsubscribe requests as the CAN-SPAM Act requires.

By design, we do not include test results, diagnoses or other health details in texts. Texts and emails link you to a secure portal, where you sign in to see your information. Please do not send us health details by text or email, and remember that anyone with access to your phone or inbox may see your messages. Standard email and text messages are not encrypted and carry some risk that others could read or intercept them. When we communicate with you by unencrypted email or text, we do so at your request or with your consent, and you may ask us to use another method at any time.

Cookies and Analytics

Our public website uses cookies and analytics to learn how visitors use it. You can block or delete cookies in your browser. Some site features may not work without them. Our analytics vendors are bound by contract to use this data only to provide services to us, and they may not sell it or use it for their own advertising.

We do not place advertising or social media tracking tools on our authenticated patient portals or on forms that collect health information. We do not allow tracking technologies to disclose protected health information to a vendor unless HIPAA permits it and, where required, a business associate agreement is in place.

Artificial Intelligence Tools

We may use AI tools to help our clinicians, such as tools that draft visit notes. Where applicable law requires, including state laws such as Texas Senate Bill 1188 and the Texas Responsible Artificial Intelligence Governance Act, we tell you when we use AI in connection with your health care services, diagnosis or treatment. A licensed clinician reviews AI-assisted records and makes every clinical decision. We never use your identifiable health information to train AI tools. AI vendors that handle your health information are bound by business associate agreements and may use it only to provide services to us.

How We Protect Information

We use administrative, technical and physical safeguards that fit the sensitivity of health data. Our safeguards include measures such as encryption, role-based access, multi-factor sign-in for staff and activity logging. No system is perfectly secure, and we cannot guarantee the security of your information. If a breach affects your information, we will notify you as and when the law requires. You are responsible for keeping your own devices, email accounts and sign-in codes secure, and for signing out of shared devices.

Where We Keep Information

We store and process records in the United States. Our vendors may also store and process information in the United States on our behalf, subject to contracts that require them to protect it.

How Long We Keep Information

We keep medical records for the periods that state and federal law require. We keep text consent records for at least four (4) years. We keep our opt-out list permanently. We delete or de-identify other information when we no longer need it. We may keep information longer where needed to comply with law, respond to legal processes, resolve disputes or enforce our agreements.

Your Choices and Rights

  • Health records. You can see, copy or ask to correct your health records. Our Notice of Privacy Practices explains how. You can also use our records request form (frontlinemobilehealth.com/records-request).
  • Reply STOP to any text, or tell us any other reasonable way.
  • Use the unsubscribe link in marketing email. Service emails about your care continue while you are a patient.
  • Use your browser settings.
  • State privacy rights. Depending on where you live, state law may give you more rights, such as access to or deletion of website data. Some states also protect health-related data that HIPAA does not cover.We aim to use one consistent process for requests from every state, but the rights available to you depend on the law that applies to you. Contact us to use your rights.

Verification, agents and appeals. We will verify your identity before acting on a request. Where state law allows, you may use an authorized agent, and we may ask the agent for proof of authority. If we deny your request, you may appeal by contacting us at privacy@frontlinemobilehealth.com, and we will respond within the time the law requires. Your rights are subject to exceptions under applicable law. Many state privacy laws do not apply to health information covered by HIPAA, which our Notice of Privacy Practices governs.

We will not treat you differently for using your rights.

Children

Our Services are for adults 18 and older. We do not knowingly collect information from children online. If we learn that we have collected information online from a child, we will delete it promptly, unless the law requires us to keep it.

Changes to This Policy

We will post any change here with a new effective date. If a change is material, we will also post a notice, stating the change’s effective date, on our website before it takes effect. We will also give any other notice the law requires and, where appropriate, notify you by email.

Contact Us

Privacy Officer, Front Line Mobile Health, PLLC PO Box 1268, Granbury, TX 76048 Phone: 512-838-3808 Email: privacy@frontlinemobilehealth.com

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