Advanced Medical Administration (AMA) Website Privacy Policy

Effective Date: 21 October 2025

  1. Introduction

Advanced Medical Administration, LLC (“AMA,” “we,” “our,” or “us”) operates the website advancedmedicaladministration.com (the “Website”). We provide specialized wound‐care management services and distribute advanced medical products. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information obtained through the Website and related online services. By accessing or using the Website, you acknowledge that you have read this Privacy Policy.

AMA is the controller of personal information collected through the Website. We use the HubSpot Customer Platform to host and manage the Website; HubSpot acts as a data processor on our behalf.

The Website may include links to websites and/or applications operated and maintained by third parties. Please note that this Privacy Policy does not apply to non-AMA websites or services that link to or state that they are offered under a different privacy policy. We encourage you to review the privacy policies on those websites and applications directly to understand their privacy practices. This Privacy Policy does not apply to third‑party websites or services that we do not control.

We use the HubSpot Customer Platform to host and manage portions of the Website. For personal information that we collect through the Website and process in HubSpot to operate our services, HubSpot acts as our processor/service provider under a written Data Processing Agreement.

  1. Information We Collect

We collect personal information from visitors, healthcare providers, business contacts and job applicants. We collect information in three ways:

  1. Information You Provide. We collect personal information you provide when you interact with the Website, including:
  • Contact and professional information – such as name, business title, clinic or practice name, mailing address, email address, telephone number and preferred communication method. You may provide this information when you submit a contact form, request product information or register for updates.
  • Enrollment and account information – if you enroll as a client or create an account, we may collect account credentials (username and password), enrolment documentation and digital signatures to facilitate ordering and manufacturer compliance.
  • Job application information – if you apply for employment through our Careers page, we collect information such as your résumé, education and employment history, certifications, references and other information you choose to submit.
  • Communications and feedback – including any questions, comments or feedback you send to us.

PLEASE NOTE: This Website is not intended for submission of Protected Health Information (PHI). Do not include patient names, medical record numbers, diagnostic/treatment information, insurance IDs, or other PHI in any Website form or upload. If you need to transmit PHI to AMA in connection with our services, we will provide a secure channel.

  1. Information Collected Automatically. When you access the Website, we and our service providers automatically collect certain information about your device and usage to improve the Website and analyze performance. This may include:
  • Device and usage data – such as IP address, browser type, device identifiers, referring pages, pages visited, links clicked, date/time stamps and other log file information.
  • Cookies and similar technologies – We use cookies, web beacons, tracking pixels and similar technologies to collect information about your interaction with the Website. According to HubSpot’s cookie policy, cookies may be essential, functionality, analytics or advertising cookies. Analytics cookies collect information in aggregate to understand how our Websites are used and how effective our marketing campaigns are. We may also use third‑party analytics services such as Google Analytics and HubSpot analytics to analyze Website usage; these services may use cookies to collect data on your interactions.

You can manage cookie preferences through our cookie banner or adjust your browser settings to decline cookies. Please note that rejecting cookies may affect the functionality of the Website.

  1. Information from Third Parties. We may receive information about you from third‑party sources, such as:
  • Service providers (e.g., payment processors, marketing partners, recruitment platforms) that collect data on our behalf and share it with us.
  • Professional networks or publicly available sources, where permitted by law, for example to verify professional credentials or contact information.
  1. How We Use Personal Information

We use the personal information we collect for the following purposes:

  • Providing and improving our services – to respond to inquiries, assess product eligibility, process enrolment and provide order and account management; to communicate with you regarding our services; to personalize your experience; and to develop new products and services.
  • Communications and marketing – to send administrative or transactional messages (e.g., order confirmations) and to send marketing communications about our services or events you have opted to receive. We will honor your preferences and applicable marketing laws when sending such communications.
  • Analytics and website optimization – to analyze Website traffic and usage patterns, improve Website performance and measure the effectiveness of our marketing campaigns.
  • Compliance and security – to comply with legal obligations, industry standards and contractual requirements; to detect and prevent fraud or misuse; to enforce our Terms of Use; and to protect the rights, safety and property of AMA, our users and others.
  • Recruitment – to evaluate job applications, conduct interviews, perform background checks where appropriate and manage the hiring process.
  1. Legal Basis for Processing

Where required by applicable law, we process personal information on the following lawful bases:

  • Performance of a contract – processing necessary to enter into or perform a contract with you (e.g., to enroll you as a client or provide services).
  • Legitimate interests – processing for our legitimate business interests, such as communicating with healthcare professionals, improving our services, conducting analytics and ensuring network security. We only rely on this basis when our interests are not overridden by your data‑protection rights.
  • Compliance with legal obligations – processing necessary to comply with laws, regulations, court orders or law enforcement requests.
  • Consent – processing based on your consent, such as sending you marketing communications. You can withdraw your consent at any time.
  1. Cookies and Similar Technologies

We use cookies, web beacons, pixels, internet tags, and other similar tracking technologies to recognize your browser or device, remember your preferences and gather information about your use of the Website. In particular:

  • Essential cookies are necessary for the Website to function (e.g., to enable navigation and secure areas). You cannot opt out of these cookies, but you can configure your browser to block or alert you about them.
  • Analytics cookies collect aggregate information about how visitors use the Website and the performance of our marketing campaigns. We use these cookies to improve the Website and understand user behavior.
  • Advertising cookies may be used by limited third‑party marketing tools to deliver targeted advertisements or measure their effectiveness. AMA does not sell personal information.

We permit third parties to use tracking technologies on the Website for analytics to understand how visitors interact with the Website. For example, we use Google Analytics to evaluate website traffic and usage data to help us improve our products and Services. For more information about how Google collects and processes data visit https://policies.google.com/technologies/partner-sites. For more information about how to opt out of having your information used by Google Analytics, visit https://tools.google.com/dlpage/gaoptout/

We also permit third parties to use tracking technologies on the Website for advertising, including to help manage and display advertisements, or to tailor advertisements to your interests. The third parties use their technology to provide advertising about products and Services tailored to your interests which may appear either on our websites or on other websites. This is sometimes referred to as third-party behavioral advertising.

You can manage your cookie preferences at any time via our cookie settings or by adjusting your browser settings. If you disable cookies, some features of the Website may not function properly.

  1. How We Share Personal Information

We share personal information only as necessary for the purposes described in this Policy:

  • Service providers – with trusted third‑party vendors that perform services on our behalf, such as hosting providers (including HubSpot), analytics providers (e.g., Google Analytics), customer relationship management and marketing services, recruitment platforms and payment processors. These providers are contractually required to process personal information only as instructed and to implement appropriate security measures.
  • Business partners and affiliates – with affiliates or business partners (e.g., manufacturers or distributors) when necessary to provide products and services, comply with manufacturer requirements or support your account.
  • Legal and compliance – with government authorities, regulators or other parties when required by law, subpoena or court order; to enforce our legal rights; or to protect the safety and property of AMA, our users and others.
  • Business transfers – in connection with a merger, acquisition, sale of assets or reorganization, subject to legal requirements.

We do not sell or lease personal information to third parties for their independent marketing purposes.

  1. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this Policy, unless a longer retention period is required or permitted by law. For example, we keep contact information for the duration of our business relationship and for a reasonable period thereafter to comply with legal obligations, to resolve disputes, and to enforce agreements. HubSpot retains data derived from cookies and other tracking technologies for a reasonable period We periodically review our retention periods and delete or anonymize information that is no longer needed.

  1. Data Security

We implement commercially reasonable technical and organizational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. These include encryption of data in transit, access controls, regular security assessments and staff training. While we strive to protect your personal information, no method of transmission or storage is 100 percent secure; therefore, we cannot guarantee absolute security. Please notify us immediately if you believe your personal information has been compromised.

  1. International Transfers

Our Website is hosted in the United States and is intended for use by individuals located within the United States only. If you access the Website from outside the U.S., please be aware that it is not designed to comply with foreign data protection laws, and we do not knowingly collect or process personal information from users outside the U.S. Any information you provide will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

  1. Your Privacy Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information. These may include:

  • Access and rectification – the right to request access to the personal information we hold about you and to request corrections if that information is inaccurate or incomplete.
  • Deletion – the right to request deletion of your personal information, subject to exceptions under law (e.g., retaining information required for legal or contractual obligations).
  • Objection or restriction – the right to object to or request restriction of our processing of your personal information where permitted by law.
  • Opt‑out of marketing – you may opt out of marketing emails at any time by following the unsubscribe instructions in our communications or contacting us. You may also adjust your cookie preferences to opt out of analytics or advertising cookies.
  • Do Not Sell/Share or targeted advertising opt‑out – residents of certain U.S. states have the right to opt out of the use of personal information for targeted advertising or sales. You can exercise this right through our cookie settings or by contacting us.
  • Consent withdrawal – where we rely on consent to process your personal information, you may withdraw your consent at any time.
  • Other rights – individuals in the European Union, United Kingdom or other jurisdictions may have additional rights such as data portability and the right to lodge a complaint with a supervisory authority.

To exercise your rights, please contact us using the information provided below. We may need to verify your identity before fulfilling your request to protect your personal information.

  1. Children’s Privacy

The Website is not intended for or directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child has provided us with personal information, we will delete such information in accordance with applicable laws.

  1. Changes to This Privacy Policy

We may update this Privacy Policy at any time, in our sole discretion, to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will update the “Effective Date” at the top of this page. For material changes, we may provide additional notice (such as a prominent notice on our website or via email), and where required by law, we will seek your consent. Your continued use of the Website after any changes constitutes your acceptance of the updated Privacy Policy.

  1. California Privacy Rights            

If you are a California resident, California law requires  us to disclose the following information with respect to our privacy practices. If you are a California resident, this section applies to you in addition to the rest of the privacy policy. As required by California law, we will provide you with the categories of personally identifiable information that we collect through this Website and the categories of third-party persons or entities with whom such personally identifiable information may be shared for direct marketing purposes at your request. We are required to inform you, at your request: (1) the categories of personally identifiable information we collect and what third-parties, we share that information with; (2) the names and addresses of those third-parties; and (3) examples of the products marketed by those companies. We are also required to allow you to control who we can and cannot share that information with. To obtain this information, please send a request by email. When contacting us, please indicate your name, address, and what personally identifiable information you do not want us to share with third-parties. The request should be emailed to us at info@advancedmedicaladministration.com and labeled “California Customer Choice Notice.” Please allow thirty (30) days for a response. Also, please note that there is no charge for controlling. We will not discriminate against you for exercising these options.

  1. Contact Us

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

Advanced Medical Administration, LLC
4613 E 91st St, Tulsa, Oklahoma 74137
Phone: (918) 794‑0909
Email: privacy@advancedma.com