Information We Collect

We only collect information that helps us respond to you and improve our services. The information we collect falls into the following categories:

• Information you provide to us directly.

When you complete a contact form, a call-back request form or any other enquiry form on the Website, we collect the details you enter, which may include your name, email address, telephone number, country code and the content of your message. If you contact us by email, telephone or WhatsApp, we receive the information contained in that communication.

• Information collected automatically.

When you submit a form, our system records your IP address along with the page you came from, so that we can verify genuine enquiries and prevent spam or abuse. Our web server also logs standard technical data such as browser type, device type, operating system, referring pages, pages viewed and the date and time of your visit.

• Cookies and similar technologies.

The Website uses cookies and similar technologies to keep the site functioning correctly, to remember your preferences and to understand how visitors use our pages. Most browsers allow you to refuse or delete cookies through their settings. Please note that disabling cookies may affect the way certain parts of the Website work.

• Third-party analytics and security tools.

We use Microsoft Clarity to understand how visitors interact with our Website through aggregated usage metrics and behavioural analytics, and Google reCAPTCHA to protect our forms from automated abuse. These services may set their own cookies and collect device and usage data in accordance with their respective privacy policies. Their use of your information is governed by the Microsoft Privacy Statement and the Google Privacy Policy.

• Protected health information (PHI).

PHI is never collected through this Website. Patient and claim data is received only from our client practices through secure, agreed channels as part of the billing services we perform for them, and is handled strictly in accordance with HIPAA and the applicable Business Associate Agreement.

How We Use Your Information

The information collected through the Website is used only for legitimate business purposes, including the following:

• To respond to your enquiries.

We use your name, phone number, email address and message to answer your questions, arrange a call back, prepare a proposal or provide the information you have asked for.

• To provide and administer our services.

If you become a client, we use your contact details to deliver our medical billing and practice management services, to communicate about your account and to send service-related notices.

• To improve our Website and services.

Aggregated and technical data helps us understand which pages are useful, fix errors and improve the performance, content and usability of the Website.

• To protect our systems.

IP addresses, referrer data and reCAPTCHA results are used to detect and prevent fraudulent submissions, spam, security incidents and misuse of the Website.

• To comply with legal obligations.

We may use and retain information where necessary to meet our obligations under applicable laws, regulations, contracts and lawful requests from public authorities.

We do not sell, rent or trade your personal information, and we do not use the information you submit through this Website for unrelated marketing by third parties.

HIPAA and Protected Health Information

As a medical billing company, Premium Billing Solutions LLC acts as a Business Associate of the covered entities we serve. In that capacity we access and process PHI only to perform the billing, coding, charge entry, payment posting, claims transmission and credentialing functions our clients have engaged us to carry out.

We sign a Business Associate Agreement with every client before any PHI is exchanged. Under those agreements and under HIPAA we commit to use and disclose PHI only as permitted, to apply appropriate administrative, physical and technical safeguards, to limit access to workforce members who need it to perform their duties, to require the same protections of any subcontractor we engage, and to report any use or disclosure not provided for by the agreement.

Patients who wish to exercise rights over their health information, such as requesting access to or an amendment of their records, should contact their healthcare provider directly. As a Business Associate, we act only on instructions received from the provider.

Please do not send patient health information, medical records or claim details to us through the Website contact forms or by unsecured email. Contact us first and we will arrange a secure method of transfer.

How We Share Information

We treat your information as confidential and disclose it only in the limited circumstances described below:

• Service providers.

We share information with trusted vendors who support our operations, such as web hosting, email delivery, analytics and IT security providers. They may access information only to perform services on our behalf and are required to keep it confidential.

• Clearinghouses, payers and clients.

In the course of delivering billing services, claim and payment information is exchanged with clearinghouses, insurance payers and the client practice, as authorised by the client and permitted by HIPAA.

• Legal and regulatory requirements.

We may disclose information where we believe in good faith that disclosure is required by law, court order or regulatory authority, or is necessary to protect our rights, the safety of individuals or the security of our systems.

• Business transfers.

If our business is involved in a merger, acquisition, reorganisation or sale of assets, information may be transferred as part of that transaction, subject to the protections of this Privacy Policy.

Data Security

We maintain administrative, physical and technical safeguards designed to protect the information in our care against unauthorised access, disclosure, alteration and destruction. These measures include access controls and role-based permissions, encryption of data in transit, secure transmission channels for client data, workforce confidentiality obligations, ongoing staff training on privacy and security, and monitoring of our systems.

While we take these precautions seriously, no method of transmission over the internet and no method of electronic storage is completely secure. We therefore cannot guarantee absolute security, and any transmission of information to us is at your own risk.

Data Retention

We keep enquiry and contact information only for as long as it is needed for the purpose it was collected, to maintain our business records and to satisfy legal, tax and regulatory requirements. Client data and PHI are retained and disposed of in line with the terms of the applicable service agreement and Business Associate Agreement, and in accordance with HIPAA record-keeping requirements. When information is no longer required, it is securely deleted or destroyed.

Your Choices and Rights

You have control over the information you share with us and over how we communicate with you:

• Access, correction and deletion.

You may ask us to confirm what personal information we hold about you, to correct it if it is inaccurate, or to delete it, subject to any records we are required to retain by law or under a client contract.

• Opting out of communications.

You may ask us at any time to stop sending you promotional communications by contacting us using the details below. We may still send you essential service or account-related messages.

• Cookie controls.

You can manage or disable cookies through your browser settings and can opt out of Microsoft Clarity tracking by using your browser's privacy controls or do-not-track settings.

• Requests relating to patient records.

Requests concerning a patient's health information should be directed to the healthcare provider that holds the record, as explained in the HIPAA section above.

To make a request, please write to us at brian.clukie@premiumbillingsolution.com. We may need to verify your identity before acting on a request, and we will respond within the timeframe required by applicable law.

Third-Party Links

Our Website may contain links to third-party websites, applications or services that we do not operate, including WhatsApp and the websites of software partners. This Privacy Policy does not apply to those third parties, and we are not responsible for their content or their privacy practices. We encourage you to read the privacy policy of any website you visit through a link from ours.

Children's Privacy

Our Website and services are intended for healthcare providers and business users and are not directed at children under the age of 13. We do not knowingly collect personal information from children through this Website. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements or services. The revised version will be posted on this page with a new "Last updated" date, and it takes effect as soon as it is published. We encourage you to review this page periodically so that you stay informed about how we protect your information.

Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or the way we handle your information, please reach out to us:

Premium Billing Solutions LLC
P O Box 85, Georgetown, Georgia 39854
Phone: +1 813-388-2935
Email: brian.clukie@premiumbillingsolution.com

You can also reach us through our Contact Us page, and we will respond as quickly as possible.