Privacy Policy

Effective Date: July 1, 2025

Fargo Flight Physical – LLC (“Company,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information—including any health-related data—when you visit our website at https://fargoflightphysical.com (“Site”), or otherwise interact with us. We are offering Federal Aviaiton Administration (FAA) aviation medical exams, operating in compliance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the laws of the State of North Dakota.

By accessing our Site or using our services, you consent to the terms described in this Privacy Policy.

This Privacy Policy is distinct from our HIPAA Notice of Privacy Practices, which governs how we use and disclose Protected Health Information (PHI) under federal law. A copy of that notice is available upon request or during your office visit.

1. Information We Collect

We may collect the following types of information:

A. Information You Provide Directly

Personal Information: Name, email address, phone number, mailing address, and other identifying details submitted via forms or scheduling tools.
Medical or Health Information: If you submit pre-exam information, request an appointment, or contact us for FAA-related services, we may collect health data related to your aviation medical history and records, which may qualify as PHI under HIPAA.
Payment Information: If payment is made online, your financial details are securely processed by a third-party payment processor and not stored on our servers.

B. Information Collected Automatically

Technical Data: IP address, browser type, operating system, pages visited, referring URLs, and the time and date of access.
Cookies and Tracking: We use cookies and analytics tools (e.g., Google Analytics) to improve our Site’s performance and user experience. You can manage cookie preferences through your browser settings.

2. How We Use Your Information

We may use your information to:

Provide FAA medical examinations and related services
Communicate appointment confirmations, reminders, and follow-ups
Respond to inquiries submitted through our contact forms
Operate, maintain, and improve the functionality of our Site
Comply with FAA and HIPAA documentation requirements
Fulfill any legal obligations under federal or state law

3. How We Share Your Information

We do not sell or rent your personal information. We may share information in the following circumstances:

With Service Providers: For hosting, website functionality, secure messaging, and scheduling platforms—under appropriate agreements that comply with HIPAA, where applicable.
With Government or Regulatory Authorities: When required to submit reports or forms to the FAA, or to comply with legal mandates.
For Legal or Safety Reasons: To protect our rights, comply with court orders, or respond to lawful investigations.

4. Data Protection and Security

We implement administrative, technical, and physical safeguards to protect your personal and medical information, including:

Secure encrypted website (HTTPS)
Access controls to health records
Secure storage and transmission of sensitive data
HIPAA-compliant internal processes

Please be aware that no method of transmission over the internet is 100% secure. We encourage pilot-applicants not to transmit medical details via unsecured email or messaging platforms.

5. Your Privacy Rights

As these are regulatory exams and not records generated through a standard doctor-patient relationship, there may be rules governing the use of your records that are unique to the FAA and the applicable Code of Federal Regulations (C.F.R.).

As a pilot-applicant or site user, you have the following rights under HIPAA and applicable state law:

Access Your Information: You may request a copy of your health records. In most cases, we will refer you to the FAA Aerospace Medical Certification Division to obtain your records, because all records submitted related to a Medical Certificate are property of the FAA.
Correct Your Information: You may ask us to correct or update inaccurate data. Depending on the nature of the request, we may not be able to accomodate this, but we will inform you as to why this cannot be done.
Restrict Certain Uses: You can request limits on how we use or disclose your health information. If this request conflicts with FAA regulation or the C.F.R., we will not be able to comply with your request.
Receive Confidential Communications: You may request contact by alternative means or locations.
Receive an Accounting of Disclosures: Learn how your PHI has been shared.
File a Complaint: If you believe your rights have been violated, you may contact us or the U.S. Department of Health and Human Services.

6. Third-Party Tools and Portals

If we provide access to a third-party portal or scheduling platform, you may be redirected to external services that are subject to their own privacy policies. We ensure that these third-party vendors are HIPAA-compliant and governed by business associate agreements where appropriate.

7. Children’s Privacy

Our Site is not intended for use by children under the age of 13. We do not knowingly collect personal information from children without verified parental or guardian consent.

8. North Dakota Privacy Compliance

We adhere to privacy regulations set by both federal and North Dakota law, including additional protections for sensitive health data such as mental health or substance use history. We do not disclose this type of information without proper authorization unless required by law. Note that by obtaining an exam through an FAA-designated Aviation Medical Examiner, you are authorizing a one-time check of the National Driver Registry. This is an FAA requirement, and may not be waived.

9. External Links

Our Site may contain links to third-party websites (e.g., FAA.gov or medical reference sources). We are not responsible for the privacy or security practices of these external websites.

10. Policy Updates

We may update this Privacy Policy periodically. Changes will be posted on this page with the updated “Effective Date.” Your continued use of our Site following any changes indicates your acceptance of the revised policy.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:

Privacy Officer
Fargo Flight Physical – LLC
2829 University Dr. S., Ste 101
Fargo, ND 58103
Email: info@fargoflightphysical.com
Telephone: (701) 478-7878

12. HIPAA Notice of Privacy Practices

To request a full copy of our HIPAA Notice of Privacy Practices, please contact our clinic directly or ask during your next visit. This notice contains detailed information on how we use and disclose your medical information in accordance with federal law.