Privacy Policy

2. Information We Collect

We collect information necessary to provide and improve our services:

• Account and profile data: Name, email address, role, and office affiliation when you sign in or are added by an administrator.
• Practice and billing data: Office details, claims, reporting, and notes that you or your biller enter in the system.
• Usage data: Logs of access and actions (e.g., sign-in events, page views) for security and audit purposes.
• Communications: Messages you send through the platform (e.g., feedback, requests).

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the service.
• Authenticate users and enforce role-based access.
• Process and display reports, documents, and communications.
• Respond to support requests and feedback.
• Improve security, prevent abuse, and comply with legal obligations.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share data only as needed to operate the service (e.g., with hosting or infrastructure providers under strict agreements) or when required by law. Data is shared within your organization according to the roles and permissions configured by your administrator.

5. Data Security

We use industry-standard measures to protect your data, including:

• Encryption in transit: All traffic uses HTTPS (TLS 1.2+).
• Encryption at rest: Production third-party credentials require AES-256-GCM application encryption. The exact database and file-storage encryption controls and agreements are verified as part of deployment approval.
• Access controls: Role-based access, session timeouts, and unique user identification.
• Audit trails: Designated administrative, PHI-access, credential-access, and record-change events are logged for security and compliance review.
• Backup & disaster recovery: Production launch requires protected backup and disposable restore evidence for the exact database and private-file stores. See our Trust & Security page for details.

You are responsible for keeping your sign-in credentials secure.

6. Retention

We retain your data for as long as your account is active or as needed to provide the service and comply with legal, audit, or contractual requirements. Your administrator may request deletion or export of data subject to our terms and procedures.

7. Your Rights

Depending on your location, you may have rights to access, correct, or delete your personal data. Contact your office administrator for account-level changes, or use the public contact form for other requests.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. Continued use of the service after changes constitutes acceptance of the updated policy.

9. Contact

For privacy-related questions or requests, contact your office administrator or use the public contact form and select Privacy.