Privacy Policy

Hawkeye Consulting Services, LLC

Effective date: October 23, 2026

Hawkeye Consulting Services, LLC (“Hawkeye,” “we,” “us”) helps patients arrange physician evaluations and prepare Oklahoma medical marijuana license applications. This policy explains how we handle information through our website, booking and intake pages, Hawkeye PMS patient-management system, and related service communications. It also explains the Google account access used by authorized staff to operate these services.

Information we collect

Information you provide may include your name, date of birth, contact information, physical and mailing addresses, application type, renewal information, service choice, appointment details, consent and signature. Depending on your service, you may also provide identity documents, a headshot, benefit or reduced-fee evidence, medical intake answers, physician recommendations, and information needed to prepare or follow up on your application. Some of this information is sensitive.

We also receive payment confirmations and transaction references, appointment and application status information, messages you send us, and delivery or processing records. Our website and service providers may process technical information such as IP addresses, browser information, session identifiers and error or security logs to operate and protect the service. Payment card details are entered through Square’s payment flow.

How we use information

We use information to provide the service you request: identify and contact you; arrange your physician appointment; process and reconcile payments; collect and review documents; prepare and, when authorized, submit your application; help address corrections; and communicate appointment or application updates. We also use records to provide support, resolve errors or disputes, prevent duplicate processing, maintain an audit trail and meet applicable obligations. Your physician makes medical decisions, and OMMA makes licensing decisions.

Providers and disclosures

Hawkeye uses service providers to operate its website and private PMS, store documents, process payments, manage appointments and communicate with patients. Current systems include OpenAI’s Sites platform and its hosting infrastructure, Dropbox for documents, Square for payments, Google Calendar and Gmail for appointments and email, and Quo for telephone and text communications. Information relevant to the requested service may also be shared with the evaluating physician and, for authorized application assistance, OMMA. Providers’ own privacy notices explain their handling of information within their services.

Authorized staff and automated tools may assist with administrative tasks such as organizing records, comparing documents, checking for missing information and tracking workflow status. These tools do not independently issue a physician recommendation or decide whether OMMA will approve a license. We may also disclose information when required by law or when reasonably necessary to address fraud, security incidents or legal claims.

Google account access

Google connections are used by authorized Hawkeye staff. Patients do not need to grant Hawkeye access to their own Google Calendar or Gmail account to book or complete intake. With the staff account holder’s permission, the PMS accesses account identity information, checks calendar availability, and creates or manages appointments using the connected calendar. The email connection sends service messages and checks the configured sender identity. These permissions support the features enabled by Hawkeye.

Google authorization tokens are stored in the protected PMS connection so it can operate without asking staff to sign in for every action. Calendar availability, appointment references, message-delivery references and related workflow records may be stored to operate and troubleshoot those features. Google-derived information is used for the connected service, not to create advertising profiles.

The connected account holder may revoke access through Google Account connections or disconnect the integration in the PMS. Revoking access stops future authorized access and may interrupt booking or service messages; it does not itself erase records already held by Hawkeye or Google. Contact Hawkeye about access, correction or deletion requests.

Cookies, sessions and returning to intake

The website uses session or similar browser storage to maintain booking and intake. An unfinished intake can be resumed in the same browser and device for up to 24 hours after it is started. If you lose access, contact Hawkeye. After verifying your matching record, staff can provide a personal completion link that lasts seven days and can be opened on another browser or device. It resumes the existing intake without another booking or payment. Keep that link private; staff can replace or revoke it. These access windows do not mean patient or payment records are deleted when a session or link expires.

Communications and your choices

We use the contact details you provide for service communications. Keep those details accurate and tell us if your preferred contact method changes. Email and text can be visible to anyone with access to your device or account. Contact us if you need help choosing how to receive sensitive information, changing communication preferences, or exercising privacy rights available under applicable law. We may need to verify your identity before providing or changing records.

Retention and safeguards

Hawkeye retains information for service delivery, follow-up, business records and applicable legal obligations. The appropriate period depends on the type of information and the reason it is held; stopping a service does not necessarily require immediate deletion of all related records. Contact us with a request for access, correction or deletion. We will explain any information we need to retain and any limits that apply.

We use access restrictions and other administrative and technical safeguards to protect information. No internet service can guarantee absolute security. Please use the designated intake or protected staff-assisted process for requested documents and account information; do not send passwords or identity documents through public comments or public links.

Minors, changes and contact

Minor and caregiver applications currently use a staff-assisted process. A parent or legal guardian should contact Hawkeye for a minor’s application and provide information only through the process arranged with staff. If information has been submitted without appropriate authorization, contact us so we can review it.

We may update this policy as services or practices change. We will post the current policy and its effective date on our website and provide additional notice when required. For privacy or service questions, email patientservices@myhawkeyeconsulting.com or text (580) 808-3332. Website: https://myhawkeyeconsulting.com/