Privacy Policy

Effective Date: December 2025

Ultrasound Imaging Concepts (“Ultrasound Imaging Concepts,” “we,” “our,” or “the Company”) is committed to protecting the privacy, security, and confidentiality of all information handled through our government contracting website, clinical imaging services, and mobile operations. As a minority-owned, woman-owned, veteran-owned, and disabled-veteran-owned healthcare provider, we comply with all applicable federal, state, and industry regulations, including HIPAA, government contracting guidelines, and agency-specific security protocols.

This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, submit a request, or engage our healthcare services. This Policy applies to individuals and government agencies within the United States.

1. Information We Collect

We collect information in the following categories:

1.1 Information Provided Voluntarily

When individuals or government agencies submit a form, request information, or contact us, we may collect:

  • Name, email address, and phone number
  • Agency, facility, or organization name
  • Contracting or procurement information
  • Service inquiries and request details
  • Uploaded documents (optional)

1.2 Information from Government Agencies

When supporting federal, state, or local entities, we may collect:

  • Contracting documents (RFPs, RFQs, SOWs, task orders)
  • Secure contact information
  • Compliance and credentialing requirements
  • Site-access, security, or deployment details

1.3 Technical & Website Information

We automatically collect limited technical data to ensure proper site function and security:

  • IP address
  • Browser type and version
  • Device information
  • Pages visited and time spent on site
  • Cookies and analytics data

We use only limited analytics tools and do not use data for targeted advertising.

1.4 Protected Health Information (PHI)

When clinical imaging services are provided, we may receive or create PHI as defined by HIPAA, including:

  • Patient demographic information
  • Medical record numbers
  • Diagnostic images
  • Radiology reports

All PHI is handled only through secure clinical systems and in accordance with HIPAA, Business Associate Agreements (BAAs), and applicable state medical record laws.

2. How We Use Information

Information is used strictly for operational, contractual, clinical, and compliance purposes, including:

2.1 Contracting and Government Operations

  • Responding to inquiries and capability requests
  • Providing quotes, proposals, or briefings
  • Facilitating contract performance
  • Coordinating onsite or mobile imaging deployments

2.2 Clinical and Healthcare Operations

  • Scheduling imaging appointments
  • Performing diagnostic imaging
  • Transmitting diagnostic images and reports
  • Maintaining required clinical documentation

2.3 Website and Security

  • Improving website usability and performance
  • Conducting security monitoring
  • Preventing unauthorized system access

2.4 Legal and Compliance Requirements

  • Meeting HIPAA obligations
  • Adhering to federal, state, and local contracting and reporting standards
  • Supporting audits, inspections, and quality assurance
  • Complying with BAAs and government agency requirements

We do not sell or share information for advertising or marketing purposes.

3. Data Protection and Security

Ultrasound Imaging Concepts maintains strong administrative, physical, and technical safeguards.

3.1 HIPAA and PHI Protections

  • Secure EHR and PACS systems
  • Encrypted storage and transmission
  • Access controls, audit logs, and user authentication
  • Business Associate Agreements where applicable

3.2 Secure Technology Infrastructure

  • Encrypted servers and reporting systems
  • Hardened devices for mobile imaging
  • Monitoring for unauthorized access
  • Chain-of-custody documentation when required

3.3 Mobile and On-Site Security

For federal, state, correctional, and military environments:

  • Background-checked, clearance-ready staff
  • Secure device transport
  • Controlled-access imaging workflows
  • Compliance with agency-specific protocols

4. Information Sharing

We share information only when necessary and only under the following conditions:

  • 4.1 With Authorization
    • When individuals or agencies authorize information exchange.
  • 4.2 With Government Agencies
    • To perform contracted services, comply with regulations, or meet reporting requirements.
  • 4.3 With Certified Radiologists
    • To interpret diagnostic images and provide formal radiology reports.
  • 4.4 With Approved Service Providers
    • Trusted vendors who support our secure hosting, health IT, analytics, or communication systems. These vendors are contractually obligated to safeguard data and, when appropriate, sign Business Associate Agreements.
  • 4.5 When Required by Law
    • To comply with applicable laws, court orders, audits, or public health requirements. We do not sell, lease, or distribute information to unauthorized third parties.

5. Cookies and Tracking Technologies

We use limited cookies and analytics tools to improve website performance, maintain security, and understand visitor interactions. We do not use cookies for advertising or cross-site tracking.

You may disable cookies in your browser settings, though some functions may be affected.

6. Data Retention

We retain information only as long as necessary to meet:

  • Contractual obligations
  • Clinical recordkeeping requirements
  • HIPAA documentation rules
  • State medical record laws
  • Audit and reporting requirements

Certain information cannot be deleted if required by law or for patient care documentation.

7. Access, Corrections, and Requests

You may request:

  • Access to information we maintain
  • Corrections to inaccurate information
  • Deletion of information that we are not legally required to retain
  • A copy of this Privacy Policy

We will comply with applicable laws and explain if any information must be retained for regulatory or clinical purposes.

Requests may be submitted to: info@ultrasoundimagingconcepts.com

8. External Links

Our website may link to government or healthcare resources.
 We are not responsible for the privacy practices or content of external sites.

9. Updates to This Policy

We may update this Privacy Policy to reflect regulatory changes, technology updates, or operational needs. Any revisions will include a new effective date.

10. Contact Us

For privacy questions or data requests:

Ultrasound Imaging Concepts

5860 S. Cooper St, #100, Arlington, TX 76017

info@ultrasoundimagingconcepts.com

817-465-8439 Hablamos Español