Privacy Policy

1. Introduction

CareOS Systems ("we," "our," or "us") is committed to protecting the privacy of our users and the patients whose data is processed through our platform. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website or use our billing automation services.

2. Information We Collect

We collect information that you provide directly to us, including:

• Name, email address, phone number, and facility information when you request a demo or contact us
• Account information when you register for our services
• Patient health information (PHI) that you enter into the platform for billing purposes
• Usage data and analytics about how you interact with our platform

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our billing automation services
• Process and manage insurance claims, transportation billing, and invoices on your behalf
• Respond to your inquiries and provide customer support
• Send service-related communications and updates
• Analyze usage patterns to improve our platform

4. HIPAA Compliance

We understand that our platform processes protected health information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA). We maintain appropriate administrative, physical, and technical safeguards to protect PHI. We enter into Business Associate Agreements (BAAs) with all covered entities that use our services. Our security measures include encryption at rest and in transit, role-based access controls, comprehensive audit logging, and automatic session timeouts.

5. Data Security

We implement industry-standard security measures to protect your data, including AES-256 encryption for data at rest, TLS 1.3 for data in transit, role-based access controls, and comprehensive audit logging. While no method of transmission or storage is 100% secure, we strive to use commercially acceptable means to protect your information.

6. Data Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information with trusted service providers who assist us in operating our platform, subject to confidentiality obligations. We may also disclose information when required by law or to protect our rights.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. We will retain and use your information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

8. Your Rights

You have the right to access, correct, or delete your personal information. For PHI, patients and their representatives have rights under HIPAA to access and request amendments to their records. Contact us to exercise these rights.

9. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at info@careossystems.com.