Privacy Policy
Effective Date: September 10,2025
At ProtoMed Billing Solution, protecting the privacy and security of the personal and health information of our clients and patients is a top priority.
This Privacy Policy explains how we collect, use, store, share, and protect your information and outlines your rights regarding your data.
1. SMS Message Program Privacy Policy
- Purpose
- ProtoMed may send you text messages (SMS) for appointment reminders, service updates, promotional offers, and important notifications related to our medical billing services.
- Information We Collect
- Your mobile phone number (required to participate in the SMS program).
- Any information you provide through SMS interactions (e.g., message history and preferences).
- How We Use SMS Data
- To send you relevant messages about ProtoMed services, updates, and promotions.
- We do not share your phone number or SMS-related information with third parties except service providers who assist with message delivery.
- Message Frequency and Costs
- Message frequency may vary depending on your preferences and our communications schedule.
- You will receive no more than 2 messages per week.
- Standard message and data rates may apply according to your mobile carrier plan.
- Opt-Out and Help
- To opt out, reply STOP to any message; you will no longer receive promotional SMS from ProtoMed.
- For assistance, reply HELP or contact our support team at info@protomed.co or +1 646-224-7447.
- SMS Privacy and Security
- We are committed to protecting your SMS data and follow industry best practices to secure and retain your information.
- For full details on how we handle your data, please see our full Privacy Policy below.
2. Roles and Responsibilities
- ProtoMed Billing Solution acts as the data controller, deciding why and how your personal data is processed.
- We may engage trusted third-party service providers (data processors) who handle data under strict confidentiality and security obligations.
3. Information We Collect
- Name and contact details (phone, email, address)
- Medical records and health information relevant to billing
- Payment data and billing information
- Any information you voluntarily provide during communications or service interactions
4. How We Use Your Information
- Delivering and managing medical billing services
- Communicating about billing, claims, or healthcare-related matters
- Complying with legal and regulatory requirements
- Improving and managing our healthcare services
- Note: We do not sell or rent personal information to third parties.
- No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties
5. Data Sharing and Sub-processors
- No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties
- Clients will be notified of significant changes in data-sharing practices.
6. Data Retention and Deletion
- Personal data is retained only as long as necessary or required by law.
- Data no longer needed is securely deleted or anonymized.
- Retention periods vary depending on legal, regulatory, or operational needs.
7. Handling Sensitive Information
- Special security measures for sensitive data (health records, financial details).
- Used only for healthcare and billing purposes in compliance with laws.
8. Your Rights Over Your Data
- Access the personal information we hold about you
- Request corrections to inaccurate or incomplete data
- Request restrictions on how we use or share your data
- Request deletion of your data, subject to legal retention obligations
- Receive a record of disclosures of your information
- Withdraw your consent when applicable
9. Security Measures
- Encryption of data during transmission and storage
- Access controls limiting data access to authorized personnel only
- Regular security training for our team
- Periodic security audits and vulnerability assessments
10. Incident and Breach Notification
- Promptly notify affected individuals and authorities if a breach occurs
- Take swift actions to mitigate harm
- Keep clients informed throughout the resolution process
11. Compliance and Audits
- Regular internal and external audits to ensure compliance
- Adherence to HIPAA and local healthcare privacy regulations
12. Changes to This Policy
- Policy updates will reflect changes in practices or legal requirements
- Significant updates will be communicated via website or direct client communications