top of page

Privacy Policy

Effective date: August 28, 2026

​

J.W. Medical Planning (“Company,” “we,” “us,” or “our”) respects the privacy and confidentiality of the individuals whose information we receive in connection with our life care planning, medical record review, consulting, and related professional services.

​

This Privacy Policy explains how we collect, use, disclose, maintain, and protect personal information and health-related information in connection with our services and website.

​

By using our website or providing information to us, you acknowledge the practices described in this Privacy Policy. 

​

1. Scope of This Privacy Policy

​

This Privacy Policy applies to information collected through:

  • Our website and online forms;

  • Email, telephone, and other electronic communications;

  • Referrals from attorneys, healthcare professionals, insurers, government agencies, or other organizations;

  • Documents and medical records provided to us for review;

  • Life care planning and related professional services; and

  • Other interactions with our Company in the ordinary course of business.
     

This Privacy Policy does not replace any Notice of Privacy Practices that we may be required to provide under the Health Insurance Portability and Accountability Act (“HIPAA”) or other applicable health-information laws.
 

Where a separate agreement, authorization, contract, or legally required notice governs the handling of particular information, that document will control to the extent required by law.

​

2. Information We Collect

​

Depending on the services we provide, we may collect information including:

Personal Information

  • Name, address, telephone number, and email address;

  • Date of birth and other identifying information;

  • Professional or employment information;

  • Information provided by attorneys, law firms, insurers, healthcare providers, or other referring parties; and

  • Information contained in communications with us.​

     

Medical and Health Information

In connection with medical record review and life care planning, we may receive and review highly sensitive information, including:

  • Medical records and clinical notes;

  • Diagnoses and treatment history;

  • Medication information;

  • Laboratory and imaging results;

  • Surgical and hospitalization records;

  • Rehabilitation records;

  • Functional limitations and care needs;

  • Mental or behavioral health information;

  • Genetic or other sensitive medical information;

  • Prognostic information;

  • Healthcare utilization and treatment recommendations; and

  • Other information contained in records relevant to a client's or patient's care, condition, prognosis, or future needs.

    ​

Information About Minors or Other Individuals

​

Records provided to us may contain information about family members, caregivers, children, or other individuals. We handle such information in accordance with applicable law and our contractual and professional obligations.

Website and Technical Information

When you visit our website, we may collect limited technical information such as:

  • IP address;

  • Browser and device information;

  • Pages visited;

  • Date and time of access;

  • Referring website; and

  • Other information collected through cookies or similar technologies.
     

We use this information primarily to operate, maintain, secure, and improve our website.

​

3. How We Use Information

​

We may use information for legitimate business, professional, and legal purposes, including:

  • Providing life care planning services;

  • Reviewing and analyzing medical records;

  • Preparing life care plans, reports, summaries, and related work product;

  • Communicating with clients, attorneys, healthcare professionals, insurers, and other authorized parties;

  • Responding to inquiries and requests;

  • Scheduling and administering services;

  • Billing and collecting payment;

  • Maintaining business and professional records;

  • Complying with contractual and legal obligations;

  • Detecting, preventing, and responding to fraud, security incidents, or other unlawful activity;

  • Maintaining the security and integrity of our systems;

  • Improving our website and services; and

  • Performing other activities permitted or required by applicable law.
     

We will not use medical information for purposes unrelated to the services we provide unless authorized by the individual or otherwise permitted or required by law.

​

4. How We Disclose Information

​

We may disclose information when necessary and legally permitted to provide our services or operate our business.

Depending on the circumstances, information may be disclosed to:

  • The individual who is the subject of the information;

  • The individual's authorized representative;

  • Attorneys and law firms who retain or authorize our services;

  • Healthcare providers and other healthcare professionals;

  • Insurance companies and claims representatives;

  • Government agencies or regulatory authorities when legally required;

  • Service providers who assist us with business, information technology, secure document management, billing, communications, or other functions;

  • Professional advisers, including attorneys, accountants, and insurers;

  • Courts, administrative agencies, or other parties pursuant to legal process; and

  • Other parties when authorized by the individual or permitted or required by law.
     

We do not sell medical records or other confidential health information.

We do not disclose confidential information for marketing purposes unless legally permitted and, where required, we obtain the appropriate authorization.

​

5. HIPAA and Protected Health Information

​

If and to the extent that HIPAA applies to our activities, we will handle protected health information (“PHI”) in accordance with applicable HIPAA requirements.
 

Depending on the nature of a particular engagement, [Business Name] may act as a healthcare provider, business associate, or service provider to another organization. When we act as a business associate, our use and disclosure of PHI will be governed by the applicable Business Associate Agreement and HIPAA.
 

Where required, we maintain appropriate administrative, physical, and technical safeguards designed to protect PHI against unauthorized access, use, disclosure, alteration, or destruction.

If HIPAA applies to our services, individuals may have rights concerning their PHI, including rights to access or request amendment of certain information, subject to applicable legal limitations.

​

6. California Medical Information

​

California law provides additional protections for medical information and other sensitive personal information.

We will handle medical information in accordance with applicable California laws, including the California Confidentiality of Medical Information Act (CMIA) and other applicable privacy and confidentiality requirements.

We limit access to medical information to individuals who need the information to perform their professional or business responsibilities or as otherwise permitted by law.

​

7. California Consumer Privacy Rights

​

Depending on the nature of our business, the information we process, and whether the California Consumer Privacy Act, as amended (“CCPA”), applies to our business, California residents may have certain rights concerning personal information.

These rights may include, subject to applicable exceptions:

  • The right to know about certain personal information we collect, use, disclose, or retain;

  • The right to request deletion of certain personal information;

  • The right to correct inaccurate personal information;

  • The right to opt out of certain sales or sharing of personal information;

  • The right to limit certain uses or disclosures of sensitive personal information; and

  • The right not to receive discriminatory treatment for exercising applicable privacy rights.
     

Certain health information may be subject to exemptions or separate privacy laws and therefore may not be subject to all CCPA rights.

To submit a privacy request, contact us using the information in the Contact Us section below.

We may need to verify your identity before completing a request. We will not require you to provide more personal information than reasonably necessary to verify your request.

​

8. Sensitive Personal Information

​

Some information we handle may be considered sensitive personal information under California law, including health information, precise location information, identification information, and other categories depending on the circumstances.

We use sensitive personal information only as reasonably necessary to provide our services, fulfill requested purposes, comply with legal obligations, protect our business and users, and for other purposes permitted by applicable law.

​

9. Information Security

​

We take reasonable administrative, technical, and physical safeguards designed to protect confidential and personal information.

Depending on the nature of the information, safeguards may include:

  • Access controls and user authentication;

  • Encryption where appropriate;

  • Secure electronic transmission and storage;

  • Password protection;

  • Limiting employee and contractor access to information;

  • Secure disposal of records;

  • Security monitoring and maintenance;

  • Confidentiality obligations for personnel and service providers; and

  • Reasonable procedures for responding to suspected security incidents.
     

No method of electronic transmission or storage is completely secure. Accordingly, we cannot guarantee absolute security.

​

10. Medical Records and Electronic Communications

​

Medical records and other sensitive information should not be sent through ordinary email unless appropriate safeguards are in place or the sender has been informed of the risks and has chosen that method.

When available, we encourage clients and referring professionals to use our designated secure file-transfer or document-upload system for sensitive records.

Please do not submit highly sensitive medical information through an unsecured website form unless specifically instructed to do so.

​

11. Data Retention

​

We retain personal information and professional records for as long as reasonably necessary to:

  • Provide and document our services;

  • Fulfill contractual obligations;

  • Comply with legal, regulatory, professional, accounting, and insurance requirements;

  • Resolve disputes;

  • Establish or defend legal claims; and

  • Maintain appropriate business records.
     

Retention periods may vary depending on the type of record and the circumstances of the engagement.

When information is no longer required to be retained, we take reasonable steps to securely dispose of or de-identify it, as appropriate.

​

12. Third-Party Service Providers

​

We may use trusted third-party vendors to assist with services such as:

  • Secure cloud storage;

  • Electronic document management;

  • Information technology;

  • Website hosting;

  • Communications;

  • Scheduling;

  • Accounting and billing;

  • Payment processing; and

  • Other business functions.
     

Where required by law, we take reasonable steps to ensure that service providers protect confidential information and use it only for authorized purposes.
 

When HIPAA applies, appropriate business associate agreements will be maintained where required.

​

13. Cookies and Website Analytics

​

Our website may use cookies, analytics tools, or similar technologies to operate the website, understand website usage, improve functionality, and maintain security.

You may be able to control certain cookies through your browser settings. Disabling cookies may affect some website functionality.

[If applicable: We use Google Analytics or another analytics provider. Add a specific disclosure describing the provider, purposes, and available opt-out mechanisms.]

​

14. Links to Other Websites

​

Our website may contain links to websites operated by third parties. We are not responsible for the privacy practices, security, or content of those websites.

We encourage you to review the privacy policies of third-party websites before providing them with personal information.

​

15. Children's Privacy

​

Our website is not directed toward children under 13, and we do not knowingly collect personal information from children through our website for purposes unrelated to providing requested services.

Medical or other information concerning a minor may nevertheless be provided to us as part of a legitimate professional engagement. Such information will be handled in accordance with applicable law and our professional obligations.

​

16. Data Breach and Security Incidents

​

If we determine that a security incident involving personal or medical information has occurred, we will investigate and respond in accordance with applicable federal and California law.

Where legally required, we will provide notifications to affected individuals, regulators, clients, or other parties within the time and manner required by law.

​

17. Changes to This Privacy Policy

​

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or services.

When we make changes, we will update the Last Updated date at the top of this policy. Material changes may also be communicated through our website or other appropriate means.

​

18. Contact Us

​

If you have questions about this Privacy Policy or wish to submit a privacy-related request, please contact:

J.W. Medical Planning
Phone: 916-426-2997
Email: jamie@jwmedicalplanning.com
Website: https://jwmedicalplanning.com

​

For privacy requests, please include sufficient information for us to understand and process your request. We may contact you to verify your identity or obtain additional information.

​

19. Additional Privacy Notices

​

Depending on the services provided and the circumstances of a particular engagement, we may provide additional privacy notices, consent forms, authorizations, Business Associate Agreements, contractual provisions, or other disclosures required by law.

Those additional documents may contain more specific information about how particular categories of information are collected, used, disclosed, retained, or protected.

​

This Privacy Policy was last updated on August 28, 2026

​

​

​

​

​

bottom of page