Privacy Policy

Effective: March 31, 2026

DMEHelper ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you use dmehelper.com.

1. Information We Collect

a. Information You Provide

• Search queries: The equipment type, location, or medical question you enter in our search bar
• Contact & referral forms: Name, email address, phone number (if you submit a provider referral or contact request)
• Provider claim forms: Business name, NPI, email, phone, and documentation for providers claiming a listing
• Feedback & reviews: Ratings, comments, and outcome surveys submitted after a referral
• CCPA opt-out requests: Email address (optional) when submitting a "Do Not Sell" request

b. Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URL, pages visited, timestamps
• Device data: Device type, screen resolution, browser version
• Location data: Approximate location inferred from IP address for search results; precise location only if you grant browser permission
• Cookies and tracking technologies: See our Cookie Policy below

c. Information from Third Parties

• NPPES / CMS data: Medicare provider information sourced from the Centers for Medicare & Medicaid Services public database
• Analytics providers: Aggregated usage statistics (see Section 4)

2. How We Use Your Information

We use collected information to:

• Return relevant DME provider search results based on your query and location
• Connect patients with providers through our referral and matching service
• Enable providers to claim, verify, and update their directory listings
• Send transactional emails (referral confirmations, provider responses, survey requests)
• Detect and prevent fraud, scraping, and abuse
• Improve search quality, provider matching, and user experience
• Comply with legal obligations
• Honor CCPA opt-out requests

We do not use your search queries or referral data to serve targeted advertising.

3. Cookies & Tracking

We use the following categories of cookies:

• Strictly Necessary: Session management, security, CSRF protection. Cannot be disabled.
• Analytics: Anonymous usage statistics (page views, search terms, click paths). Helps us improve the directory. Requires consent.
• Functional: Remembering your cookie preferences, search history within a session.
• Advertising (future): DMEHelper may display ads served by Google AdSense. When activated, Google AdSense uses cookies to serve personalized ads based on your browsing history across sites that use Google services. You can opt out of personalized ads via the Google Ads Settings page, or use YourAdChoices. You can also manage advertising cookie preferences on our Cookie Settings page. Currently no advertising cookies are active.

You can manage your cookie preferences at any time via the Cookie Settings page or the banner at the bottom of this site.

4. Third-Party Services

We work with the following third-party services that may receive limited data:

• Neon / PostgreSQL: Hosted database provider (data stored in the US)
• Render: Cloud hosting and deployment platform
• ElevenLabs: AI voice synthesis for troubleshooting guide videos (text content sent for voice generation)
• Mimilabs / Late.dev: Social media distribution (content sharing only, no personal data)
• Cloudflare / R2: Content delivery network and media storage
• NPPES / CMS: Provider data source (read-only, publicly available)
• Google AdSense (future): When activated, Google LLC may serve ads on DMEHelper. Google's use of advertising cookies is governed by the Google Privacy Policy. Personalized advertising can be opted out at adssettings.google.com.

We do not sell or rent your personal information to data brokers, advertising networks, or any third party for marketing purposes.

5. Data Sharing

We may share your information:

• With DME providers: When you initiate a referral, your name, contact, and equipment need are shared with the selected provider to fulfill the referral
• Service providers: Hosting, analytics, and email vendors under contractual data processing agreements
• Legal requirements: If required by law, court order, or to protect rights, safety, or property
• Business transfers: In connection with a merger or acquisition (users will be notified)

6. Data Retention

• Search queries: Retained in server logs for up to 90 days, then purged
• Referral records: Retained for 3 years for compliance and provider dispute resolution
• Provider portal accounts: Retained until account deletion request
• CCPA opt-out records: Retained for 5 years per California law
• Analytics data: Aggregated/anonymized; not retained in identifiable form beyond 13 months

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-out: Opt out of any sale or sharing of your personal information (see CCPA section below)
• Non-discrimination: We will not discriminate against you for exercising your privacy rights

To exercise any of these rights, email us at privacy@dmehelper.com with subject line "Privacy Request." We will respond within 45 days.

8. CCPA — California Residents

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

Categories of Personal Information Collected

• Identifiers (name, email, IP address)
• Internet or network activity (search queries, pages visited)
• Geolocation data (city/state from IP; precise location if permitted)
• Professional information (DME providers: business name, NPI, phone)
• Inferences drawn from the above (equipment category preferences)

Purpose of Collection

To operate the DME directory, facilitate patient–provider connections, and improve search quality. We do not use this data for cross-context behavioral advertising.

Third Parties We Share With

Hosting and infrastructure providers (see Section 4). We do not sell personal information to third-party marketing companies.

Your CCPA Rights

• Right to Know: You can request disclosure of categories and specific pieces of personal information collected
• Right to Delete: You can request deletion of your personal information
• Right to Opt-Out: You can opt out of the sale or sharing of your personal information via our Do Not Sell or Share My Personal Information page
• Right to Correct: You can request correction of inaccurate personal information
• Right to Non-Discrimination: We will not deny service or charge different prices for exercising your rights

To exercise rights, email privacy@dmehelper.com or use the opt-out form.

9. Children's Privacy

DMEHelper is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has submitted personal information, contact us immediately.

10. Security

We implement industry-standard security measures including encryption in transit (HTTPS/TLS), encrypted database storage, and access controls. No system is 100% secure; use the Service at your own risk.

11. Changes to This Policy

We may update this Privacy Policy. The "Effective" date will reflect the most recent revision. We encourage you to review this page periodically.

12. Contact

For privacy inquiries: privacy@dmehelper.com