Privacy Policy

Scope and our role

This Privacy Policy explains how SimpliClaim handles personal information from website visitors, prospective and current customers, portal users, support contacts, and people who receive SimpliClaim communications.

Healthcare organizations can also use SimpliClaim to process patient and claim information. For that information, the healthcare organization generally determines why and how the information is used, and SimpliClaim processes it on the organization's behalf under its instructions and, where applicable, a BAA. This Policy is not a healthcare provider's HIPAA Notice of Privacy Practices.

Information we collect

Depending on how the service is used, SimpliClaim may collect or process:

• organization, administrator, user, billing-contact, and subscription information;
• patient demographics, coverage, appointment, authorization, claim, attachment, status, and remittance data;
• provider, facility, payer, clearinghouse, mailbox, and routing information;
• support tickets, files, emails, SMS preferences, call details, and other communications;
• payment status, customer identifiers, and limited billing details from the payment processor; and
• device, browser, IP address, authentication, audit, security, usage, and diagnostic records.

Stripe collects card or bank-account details on its hosted checkout. SimpliClaim does not receive raw card numbers or complete bank-account credentials from that checkout.

Where information comes from

Information comes from customers and their authorized users, patients or authorized contacts communicating with a practice, connected providers and facilities, payers, clearinghouses, payment and communications providers, imported files, integrations, and the devices and browsers used to access the service.

How we use information

SimpliClaim uses information to:

• create and secure accounts, authenticate users, and enforce organization access boundaries;
• provide scheduling, eligibility, claim, clearinghouse, remittance, reporting, support, and billing workflows;
• generate and transport authorized healthcare transactions and correlate response files;
• send account, billing, security, support, and separately authorized appointment communications;
• operate AI-assisted features requested by authorized users and return relevant workflow guidance;
• monitor reliability, prevent fraud and abuse, investigate incidents, and maintain audit evidence; and
• comply with law, contracts, payer requirements, and valid legal process.

SimpliClaim does not use patient information or SMS consent for targeted advertising.

How information is disclosed

Information may be disclosed:

• to the Customer and users the Customer authorizes;
• to payers, clearinghouses, providers, facilities, and other recipients directed by the Customer;
• to service providers supporting cloud hosting, databases, payments, email, SMS or voice, security, support, and file transport;
• to professional advisors, regulators, law enforcement, or other parties when required or permitted by law; and
• in connection with a financing, merger, acquisition, reorganization, or sale, subject to appropriate safeguards.

SimpliClaim does not sell personal information. It does not rent or share SMS opt-in consent, mobile numbers, or SMS messaging data with third parties for their marketing or promotional purposes. Providers that handle PHI for SimpliClaim must be covered by appropriate contractual safeguards when required.

Patient information and HIPAA

When SimpliClaim acts as a Business Associate, it uses and discloses PHI as permitted by the applicable BAA, Customer instructions, and law. SimpliClaim supports the Customer's response to appropriate access, amendment, accounting, restriction, incident, and return-or-destruction obligations as required by the BAA.

Patients should direct medical-record, billing-record, correction, restriction, or HIPAA-rights requests to their healthcare provider or health plan. SimpliClaim cannot independently change a provider's patient record without the provider's authorization.

SMS appointment reminders

A patient or authorized contact may separately opt in to receive non-marketing appointment reminders, confirmation requests, rescheduling notifications, and related scheduling support from SimpliClaim or the provider organization using SimpliClaim. Message frequency varies by appointment activity. Message and data rates may apply. Consent is not a condition of purchase or treatment.

Reply STOP to opt out and HELP for help. Opting out of SMS does not stop necessary care, billing, portal, email, or support communications through other channels. See the SMS Opt-In Evidence page for the current consent flow.

Cookies and local device storage

SimpliClaim uses essential cookies and browser storage to maintain authenticated sessions, remember user-selected settings, protect account access, support training progress, and keep workflows functioning. SimpliClaim does not use patient information for cross-site advertising. A browser that blocks essential storage may prevent the portal from working correctly.

Retention and deletion

SimpliClaim retains information for the period needed to provide the service, preserve transaction and audit history, meet contractual and legal obligations, resolve disputes, prevent abuse, and maintain secure backups. Retention can differ by record type and may be further defined by a Customer agreement or BAA.

When information is eligible for deletion, SimpliClaim removes it from active systems and allows protected backup copies to expire through established backup cycles, unless continued retention is required by law, security needs, dispute preservation, or the Customer's lawful instructions.

Security

SimpliClaim uses administrative, technical, and physical safeguards designed to protect information, including named user access, role controls, encrypted network connections, protected credentials, environment separation, logging, monitoring, and backup controls. No method of storage or transmission is risk-free. Customers must use secure devices, individual accounts, appropriate roles, and prompt access removal as part of the shared security model.

Privacy choices and requests

Account users can ask to access or correct their profile and organization contact information, request deletion where applicable, or ask questions about SimpliClaim's handling of their personal information. SimpliClaim may need to verify identity and authority before completing a request, and some records must be retained for billing, security, legal, audit, or healthcare-transaction purposes.

Patients should contact their provider or plan for requests involving patient or claim records. For a SimpliClaim privacy request, email support@simpliclaim.com with a general description only. Do not send PHI, Social Security numbers, full claim files, or payment credentials by ordinary email.

Children and account eligibility

SimpliClaim customer accounts are for organizations and authorized workforce users, not for children to create or use directly. Healthcare organizations may process information about minors when authorized and permitted by law as part of treatment, payment, scheduling, or healthcare operations.

Policy changes

SimpliClaim may update this Policy as the service, vendors, or applicable requirements change. The version and effective date identify the applicable text. Material changes will be communicated through reasonable website, portal, or email notice when required.