Privacy Policy

The Nexus Doc is operated by NexusDoc LLC ("we," "us," or "our"), a physician-owned practice that prepares Independent Medical Opinions (nexus letters), Disability Benefits Questionnaires (DBQs), chart reviews, and rebuttal opinions for veterans and their representatives in connection with VA disability claims.

This Privacy Policy explains what information we collect through our website at thenexusdoc.com (the "Site") and through our intake and case-review process, how we use it, and the choices you have. By using the Site or submitting information to us, you agree to the practices described here.

Information you provide directly

• Contact information — your name, email address, phone number, and mailing address when you contact us or begin intake.
• Service and claim information — details about your military service, claimed conditions, prior VA decisions, and the goals of your claim.
• Medical records and health information — medical records, imaging, lab results, prior medical opinions, and related documents that you upload or send to us so the physician can review your case.
• Payment information — if you engage our services, payment is processed by a third-party payment processor. We do not store full payment card numbers on our systems.
• Communications — the contents of emails, messages, and forms you send us.

Information collected automatically

• Basic technical data — like most websites, our hosting provider may log IP addresses, browser type, pages visited, and timestamps for security and troubleshooting purposes.
• Cookies — see Section 7 for details on cookies and your choices.

We use the information we collect to:

• Perform the free initial record review and determine whether we can accept your case;
• Prepare nexus letters, DBQs, chart reviews, and rebuttal opinions you request;
• Communicate with you about your case, quotes, timelines, and delivery;
• Process payments and maintain business records;
• Respond to questions and support requests;
• Maintain the security and proper functioning of the Site; and
• Comply with legal, regulatory, and professional obligations that apply to a medical practice.

We do not sell your personal information, and we do not share it with third parties for advertising purposes.

We understand that the records you send us are among the most sensitive information you have. Medical records and health information are used solely to evaluate your case and prepare the medical opinion or document you request. They are handled through a HIPAA-conscious workflow:

• Intake and document collection occur through a secure third-party forms platform designed for healthcare use (see Section 6).
• Access to your records is limited to the physician and personnel who need them to perform the services you requested.
• Records are not used for marketing, sold, or disclosed to anyone outside the engagement except as described in Section 5 or as required by law.

Because our services are provided at your request for use in your VA claim, the completed opinion or document is delivered to you (or, at your direction, to your attorney, claims agent, or Veterans Service Organization representative).

We share personal information only in these circumstances:

• At your direction — for example, delivering a completed nexus letter to your attorney or VSO representative.
• Service providers — vendors that help us operate (secure forms, scheduling, payment processing, email), under obligations to protect your information. See Section 6.
• Legal requirements — if required by law, subpoena, or other valid legal process, or to protect our legal rights.
• Business transfers — if our practice is merged, acquired, or reorganized, information may transfer as part of that transaction, subject to this policy.

We use a small number of carefully chosen vendors to operate our practice:

• FormDr — secure, HIPAA-compliant online forms used for intake submission. Information you enter in the intake form is transmitted to and stored by FormDr on our behalf. FormDr's own privacy practices are described in its privacy policy.
• DropBox — secure, HIPAA-compliant storage for document submission. Documents you upload are stored by DropBox on our behalf. DropBox's own privacy practices are described in its privacy policy.
• Doxy.me — secure, HIPAA-compliant telemedicine platform. Doxy.me's own privacy practices are described in its privacy policy.
• Stripe — payment processing.
• Acuity — appointment scheduling.
• Website hosting — our Site is served by Hostinger, which may collect standard server logs.

These providers are permitted to use your information only to provide services to us and are required to protect it.

Cookies are small text files stored by your browser. Our Site uses:

• Essential cookies — a single first-party cookie that remembers your cookie-consent choice so we do not ask you repeatedly. This cookie is required for the Site to respect your preference and does not track you.
• Analytics cookies (optional) — We use Google Analytics to understand how visitors use the Site. These are set only if you click "Accept" on our cookie banner. If you decline, no analytics cookies are set.

We do not use advertising cookies, social media pixels, or cross-site trackers. You can change your choice at any time using the "Cookie preferences" link in the footer, and you can also block or delete cookies in your browser settings.

Pages that collect health information through our secure intake platform are not subject to third-party analytics tracking.

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information we handle, including encrypted transmission (HTTPS), secure healthcare-grade platforms for document intake, and access limited to those who need it. No method of transmission or storage is completely secure, but we work to protect your information consistent with the standards expected of a medical practice.

We retain case files, records, and completed opinions for as long as needed to provide our services, support any rebuttal or follow-up work, and satisfy legal, professional, and medical record-retention requirements that apply to us. When information is no longer needed, it is securely deleted or destroyed.

Depending on where you live, you may have rights under state privacy laws, which can include the right to:

• Request access to the personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion of your information, subject to record-retention obligations that apply to medical practices;
• Opt out of the sale or sharing of personal information — we do not sell or share personal information for advertising, so there is nothing to opt out of; and
• Not be discriminated against for exercising these rights.

To exercise any of these rights, contact us using the information in Section 13. We will verify your identity before acting on a request, which protects your sensitive records from unauthorized access.

Our Site and services are intended for adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Material changes will be noted on the Site. Your continued use of the Site after changes take effect means you accept the updated policy.

If you have questions about this Privacy Policy or how your information is handled, contact:

NexusDoc LLC
167 Madison Avenue
Ste 205 #4714
New York City, NY 10016
Email: privacy@thenexusdoc.com
Phone: (929) 487-4165