Privacy Policy

01Overview

This policy covers our website at medbillingtech.com, our marketing pages, contact forms, consultation requests, and direct communications with prospective and existing clients. A separate HIPAA Notice describes how we handle protected health information (PHI) when acting as a Business Associate to a covered entity.

By using our website or submitting information through any of our forms, you agree to the practices described in this policy.

02Who this policy applies to

This Privacy Policy applies to:

• Website visitors who browse medbillingtech.com or any associated landing or campaign pages.
• Prospective clients who request a consultation, demo, audit, or pricing information.
• Active clients — healthcare providers, practice owners, and authorized practice staff who engage MedBillingTech for billing, credentialing, or RCM services.
• Vendors and applicants who interact with us in a business capacity.

This policy does not apply to information we handle as a Business Associate of a covered entity. That information is governed by HIPAA, our Business Associate Agreements (BAAs), and our HIPAA Notice.

03Information we collect

Information you provide

When you submit a form, schedule a consultation, or communicate with us, we may collect:

• Name, practice name, role/title
• Email address, phone number, mailing address
• Specialty, number of providers, monthly claim volume, and other practice details
• Service interests (medical billing, credentialing, virtual front desk, etc.)
• Any free-text notes, attachments, or messages you choose to share

Information collected automatically

When you visit our website, we automatically collect limited technical information including:

• IP address, browser type, operating system, device type
• Pages viewed, referring URL, time on page, click events
• Approximate geographic location (city/region) derived from IP

Information from third parties

We may receive information from analytics providers, advertising platforms (e.g., Google, Meta, LinkedIn), and CRM or email tools we use to manage prospects and clients. We may also receive information from partners who refer clients to us, with the referred party’s consent.

04How we use information

We use the information we collect to:

• Respond to consultation requests and provide quotes and proposals
• Deliver, support, and improve our billing, credentialing, and RCM services
• Send service-related emails (onboarding, status updates, performance reports, invoices)
• Send marketing emails about our services, with the option to unsubscribe at any time
• Measure and improve website performance, content, and advertising
• Detect, prevent, and respond to fraud, abuse, security, or compliance issues
• Comply with applicable laws, regulations, audits, or legal process

We do not sell personal information. We do not use information you submit through our forms to train external machine learning or AI models.

05Protected health information (PHI)

When MedBillingTech provides medical billing, credentialing, or RCM services, we may receive, store, or transmit PHI on behalf of our clients. In those cases, we act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA).

PHI is handled exclusively under the terms of our Business Associate Agreement (BAA) with each covered entity, and according to our internal HIPAA Privacy and Security policies. PHI is not used for marketing, sold, or shared except as permitted by HIPAA, the BAA, or by law.

06How we share information

We share information only as needed to operate our business and provide our services. Categories of recipients include:

• Service providers — CRM, email, hosting, analytics, payment processing, scheduling, and security vendors that operate under written agreements requiring confidentiality and appropriate safeguards.
• Clearinghouses, payers, and credentialing bodies — only as necessary to submit claims, applications, and follow up on enrollment, and only with proper authorization.
• Professional advisors — legal, accounting, audit, and insurance professionals bound by confidentiality.
• Authorities — when required by law, regulation, court order, subpoena, or to protect the rights, safety, or property of MedBillingTech, our clients, or others.
• Successors — in connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality and continued protection of your information.

We do not sell or rent personal information to third parties.

07Cookies and tracking

Our website uses cookies and similar technologies to keep the site working, measure performance, and (where applicable) support advertising. Categories include:

• Essential cookies — required for the site to function (e.g., security, form submission).
• Analytics cookies — help us understand how visitors use our site so we can improve it.
• Advertising cookies — used to measure ad performance and, in some cases, to show our ads on other sites.

Most browsers allow you to refuse or delete cookies through your browser settings. Disabling cookies may affect some site features. Where required by law, we will request consent before placing non-essential cookies.

08Data security

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit (TLS) and encryption at rest where supported
• Role-based access controls and least-privilege principles for staff
• Multi-factor authentication for systems handling sensitive data
• Background checks and HIPAA training for personnel with access to PHI
• Vendor risk reviews and signed Business Associate Agreements where applicable
• Logging, monitoring, and incident response procedures

No method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we work to apply industry-recognized practices and continuously improve our controls.

09Data retention

We retain personal information only as long as necessary for the purposes described in this policy, to comply with legal, tax, accounting, and regulatory obligations, to enforce our agreements, and to resolve disputes. Retention periods for client records and PHI are governed by our service agreements, applicable HIPAA rules, and state law.

When information is no longer needed, we securely delete or de-identify it.

10Your rights and choices

Depending on your jurisdiction, you may have rights regarding your personal information, including:

• The right to access or receive a copy of the information we hold about you
• The right to correct inaccurate information
• The right to request deletion, subject to legal and contractual exceptions
• The right to opt out of marketing communications
• The right to opt out of certain cookies and tracking

For PHI, additional rights are available under HIPAA and are described in our HIPAA Notice. To exercise any right, contact us using the details in Section 14. We will respond within the time frames required by applicable law.

11Children’s privacy

Our website and services are intended for healthcare professionals and businesses, not for children. We do not knowingly collect personal information from individuals under 13. If you believe a child has provided us with personal information, please contact us so we can delete it.

12Third-party links

Our site may include links to third-party websites, tools, or platforms (e.g., payer portals, scheduling tools, social media). We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing information.

13Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice (such as a banner on the site or an email to active clients). Your continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

14Contact us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: