Privacy Policy

Effective Date: September 16, 2026  |  Last Updated: September 16, 2026

Billed Right LLC (“Billed Right,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit billedright.com, submit information through our website, communicate with us, or otherwise interact with our public-facing digital services.

This Privacy Policy applies to Billed Right's public website, marketing activities, and business-development communications. It does not replace the privacy and security obligations that apply when Billed Right receives, maintains, or processes protected health information (“PHI”) in connection with services provided to healthcare clients.

1. Information We Collect

We may collect personal information that you voluntarily provide to us, including:

• name;
• business or practice name;
• job title or role;
• business email address;
• telephone number;
• information you provide when requesting information, scheduling a conversation, requesting a Revenue Performance Assessment or other assessment, subscribing to communications, or completing a website form;
• communication preferences; and
• other information you choose to include in communications with us.

We may also automatically collect certain information when you use our website, including:

• Internet Protocol (IP) address;
• browser and device information;
• operating system;
• pages viewed and website interactions;
• referring website or source;
• date and time of visits;
• approximate location derived from IP address;
• cookie or similar identifiers, where you have consented to analytics as described in Section 6; and
• campaign and website-performance information.

Some automatically collected information may constitute personal information under applicable law.

2. How We Use Information

We may use information collected through our website to:

• respond to inquiries and requests;
• schedule conversations, assessments, demonstrations, or other requested interactions;
• communicate with prospective clients, clients, and other business contacts;
• manage sales, business-development, and customer-relationship activities;
• route inquiries to the appropriate Billed Right team member;
• maintain business and CRM records;
• provide and improve our website and digital experiences;
• understand website usage and measure marketing and campaign performance;
• personalize or improve communications and website content;
• protect our website, systems, users, and business from misuse, fraud, security threats, or technical problems;
• comply with applicable legal, regulatory, contractual, and recordkeeping requirements;
• establish, exercise, or defend legal rights; and
• send marketing or informational communications where permitted, subject to applicable consent and opt-out requirements.

We may also use information for other purposes disclosed to you when it is collected or with your consent.

3. Website Forms, CRM, and Business Inquiries

When you submit a form or business inquiry through our website, the information you provide may be transmitted to and maintained in systems Billed Right uses to manage inquiries, customer relationships, communications, and follow-up, including Zoho CRM and other authorized service providers supporting these functions.

This CRM functionality is triggered only when you voluntarily submit a form with your own contact information. It is not a passive tracking or advertising technology, and it operates regardless of the cookie choice described in Section 6, because it reflects an action you took rather than analytics collected about your browsing.

Authorized service providers may process information as necessary to perform services for Billed Right, subject to applicable contractual and legal requirements.

4. Do Not Submit PHI Through General Website Forms

Billed Right's general website forms are intended for business inquiries and prospective-client communications. Do not submit protected health information (PHI), patient medical information, medical records, diagnoses, patient account details, or other sensitive patient information through general website forms unless Billed Right has expressly provided an authorized secure method for that purpose.

If you are a Billed Right client and need to transmit patient or other sensitive healthcare information, please use the secure method or system designated for that purpose by Billed Right.

5. HIPAA and Healthcare Client Information

Billed Right provides revenue cycle management and related services to healthcare organizations. In connection with certain client relationships, Billed Right may create, receive, maintain, or transmit PHI as a Business Associate under the Health Insurance Portability and Accountability Act (“HIPAA”) and related requirements.

PHI received or maintained in connection with those client relationships is handled under applicable Business Associate Agreements, client agreements, Billed Right's applicable privacy and security policies and safeguards, and applicable law.

Information processed in connection with Billed Right's healthcare-client services is distinct from ordinary information collected through Billed Right's public marketing website. This public Website Privacy Policy is not intended to replace any Business Associate Agreement, client-specific privacy obligation, or other requirement governing PHI.

6. Cookies, Analytics, and Similar Technologies

Billed Right groups the technologies used on this website into two categories: Necessary technologies, which operate at all times and are not gated by a cookie choice, and Analytics technologies, which only activate if you consent.

Necessary — Always Active

• Core website hosting, security, and functionality; and
• Zoho CRM and related lead-management technology, described in Section 3, which activates only when you voluntarily submit a form with your own information.

Analytics — Active Only With Your Consent

• Google Analytics 4 (GA4), delivered through Google Tag Manager, which helps us understand website traffic and usage; and
• Microsoft Clarity, which may use heatmaps and session-replay technology to help us understand how visitors interact with pages on our website.

These Analytics technologies may collect information such as IP address, browser or device information, cookie identifiers, pages viewed, interactions, referring source, and similar usage information.

Your Cookie Choices

When you first visit our website, a cookie banner presents two choices: Accept All and Reject Non-Essential. If you select Accept All, Google Analytics and Microsoft Clarity are enabled for your visit. If you select Reject Non-Essential, these Analytics technologies do not load — on that visit or on any future visit — until your choice expires (approximately 12 months) or you clear your browser's stored data. Necessary technologies, including the CRM functionality that supports your form submissions, operate regardless of this choice, because they are not passive tracking.

You may also be able to manage cookies through your browser settings. Restricting certain technologies may affect website functionality.

Billed Right may change its website technology providers over time. This Privacy Policy describes the categories and purposes of these technologies rather than guaranteeing that a specific technology remains in place indefinitely.

Do not submit PHI through Billed Right's public website forms or other general marketing features.

7. How We Disclose Information

We may disclose personal information in the following circumstances:

Authorized Service Providers. We may provide information to companies that perform services on our behalf, such as website hosting, CRM, communications, analytics, form processing, security, scheduling, and IT support. These providers may access information as reasonably necessary to perform services for Billed Right and are subject to applicable contractual and legal requirements.

Legal, Regulatory, and Safety Purposes. We may disclose information when we reasonably believe disclosure is necessary or appropriate to comply with applicable law, regulation, legal process, or governmental request; protect rights, property, security, or safety; investigate or prevent fraud, misuse, security incidents, or unlawful activity; or establish, exercise, or defend legal claims.

Business Transactions. Information may be disclosed or transferred in connection with an actual or proposed merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable law.

With Your Direction or Consent. We may disclose information when you request, direct, or consent to the disclosure.

We do not disclose mobile opt-in data or SMS consent to third parties for their independent marketing or promotional purposes.

8. Marketing Email and SMS Communications

If you receive marketing email from Billed Right, you may unsubscribe by using the unsubscribe mechanism included in the communication or by contacting us.

If you have consented to receive text messages from Billed Right, you may opt out as described in the applicable message or Billed Right's SMS Terms and SMS Consent and Communication Policy.

Your decision regarding marketing communications does not prevent Billed Right from sending communications reasonably necessary to respond to your request, administer an existing business relationship, or provide requested services.

9. Security

Billed Right uses administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, loss, or disclosure.

No website, electronic transmission, network, or storage system can be guaranteed to be completely secure. Accordingly, Billed Right cannot guarantee absolute security.

10. Data Retention

We retain personal information for as long as reasonably necessary for the purposes for which it was collected and as appropriate to respond to inquiries, manage business relationships, maintain business records, measure and improve our website and business activities, comply with legal or contractual obligations, resolve disputes, and protect Billed Right's rights, systems, and business.

Retention periods may vary depending on the type of information, how it is used, and applicable requirements. We may retain information longer where required or permitted by law.

11. Your Privacy Choices and Rights

Depending on where you live and applicable law, you may have rights concerning personal information Billed Right maintains about you. These may include rights to request access to, correction of, or deletion of certain personal information, or to obtain information about certain uses or disclosures.

You may also have rights relating to certain advertising, profiling, sale, or sharing activities where those concepts and rights apply under applicable law.

To submit a privacy request, contact our Privacy Officer using the information below. We may need to verify your identity and request before acting on it. We will respond to valid requests as required by applicable law.

Certain information may be exempt from a request or may need to be retained for legal, security, contractual, recordkeeping, or other permitted purposes.

Nothing in this section is intended to provide rights beyond those required by applicable law.

12. State-Specific Privacy Rights

Residents of certain U.S. states may have additional privacy rights under applicable state law. Where a state privacy law applies to Billed Right and to the information at issue, Billed Right will process qualifying requests and provide applicable rights as required by that law.

California residents may also have rights under applicable California privacy laws, depending on whether the relevant law applies to Billed Right and the information or processing at issue.

Privacy requests may be submitted to the Privacy Officer using the contact information below.

13. Children's Privacy

Billed Right's public website and services are intended for healthcare organizations, businesses, professionals, and other business audiences. They are not directed to children.

We do not knowingly use the public website to solicit personal information from children under 13. If we learn that personal information from a child under 13 was collected through the public website in a manner prohibited by applicable law, we will take appropriate steps to delete or otherwise address that information.

14. Social Media and Third-Party Websites

Our website may contain links to social media platforms, third-party websites, embedded services, or other online resources that Billed Right does not control.

When you interact with a third-party website or service, that third party may collect information according to its own privacy policy and practices. Billed Right is not responsible for the privacy or security practices of third-party websites or services that it does not control.

15. International Visitors

Billed Right is based in the United States, and information collected through our public website may be processed or stored in the United States or other locations where Billed Right or its authorized service providers operate.

If you access the website from outside the United States, applicable privacy rights and requirements may vary depending on your location and the circumstances of the processing.

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our website, technologies, business practices, services, or applicable requirements.

When we update the policy, we will revise the Last Updated date at the top of this page. If a change requires additional notice or consent under applicable law, we will provide it as required.

17. Contact the Privacy Officer

If you have questions about this Privacy Policy, Billed Right's privacy practices, or a privacy request, contact: