Privacy Policy
Last Updated: February 11, 2026
Introduction
BillArmor ("we", "us", "our") is committed to protecting your privacy and personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
We comply with the Health Insurance Portability and Accountability Act (HIPAA), the General Data Protection Regulation (GDPR) where applicable, and other relevant data protection laws.
1. Information We Collect
1.1 Personal Information
When you create an account or use our Service, we collect:
- Name and email address
- Account credentials (encrypted passwords)
- Payment information (processed securely through third-party payment processors)
- Contact preferences and communication history
1.2 Protected Health Information (PHI)
When you upload medical bills, we may collect:
- Medical bill documents and itemized statements
- Patient names and dates of birth (if present on bills)
- Healthcare provider information
- Insurance information
- Medical procedure codes (CPT codes) and diagnoses
- Treatment dates and billing amounts
1.3 Automatically Collected Information
- IP address and device information
- Browser type and version
- Usage data and analytics (pages visited, features used)
- Cookies and similar tracking technologies
2. How We Use Your Information
2.1 To Provide Our Service:
- Analyze medical bills for potential errors and overcharges
- Generate dispute letters and call scripts
- Compare charges against CMS fee schedules and CPT codes
- Provide personalized recommendations and insights
2.2 To Improve Our Service:
- Train and improve our AI algorithms (using de-identified data only)
- Conduct research and analytics to enhance accuracy
- Develop new features and functionality
2.3 To Communicate With You:
- Send analysis results and notifications
- Provide customer support
- Send service updates and important notices
- Send marketing communications (with your consent, opt-out available)
2.4 For Legal and Security Purposes:
- Comply with legal obligations
- Protect against fraud and abuse
- Enforce our Terms of Service
- Protect the rights and safety of our users
3. Data Security & HIPAA Compliance
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
- Access Controls: Strict role-based access controls limit who can view your data
- HIPAA Compliance: We maintain HIPAA-compliant infrastructure and practices
- Regular Audits: Security audits and penetration testing are conducted regularly
- Secure Storage: Data is stored in SOC 2 compliant data centers
- Employee Training: All employees undergo HIPAA and security training
- Data Minimization: We only collect and retain data necessary for our Service
4. How We Share Your Information
We do NOT sell your personal information or PHI to third parties.
We may share your information only in the following limited circumstances:
4.1 Service Providers:
We work with trusted third-party service providers who assist us in operating our Service (e.g., cloud hosting, payment processing, email delivery). These providers are bound by strict confidentiality agreements and HIPAA Business Associate Agreements (BAAs) where applicable.
4.2 Legal Requirements:
We may disclose information if required by law, court order, or government request, or to protect our legal rights.
4.3 Business Transfers:
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.
4.4 With Your Consent:
We may share information with your explicit consent for specific purposes.
4.5 De-identified Data:
We may share aggregated, de-identified data that cannot be used to identify you for research, analytics, or marketing purposes.
5. Your Privacy Rights
You have the following rights regarding your personal information:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your account and data (subject to legal retention requirements)
- Portability: Request your data in a portable format
- Opt-Out: Opt out of marketing communications at any time
- Restriction: Request restriction of processing in certain circumstances
- Object: Object to processing based on legitimate interests
To exercise these rights, contact us at privacy@BillArmor.com
6. Data Retention
We retain your information for as long as necessary to provide our Service and comply with legal obligations:
- Account Data: Retained while your account is active and for 7 years after closure (for legal/tax purposes)
- Medical Bills: Retained for the duration of your account plus 7 years (HIPAA requirement)
- Analytics Data: Retained for 2 years in de-identified form
- Communication Records: Retained for 3 years
7. Cookies & Tracking
We use cookies and similar technologies to:
- Maintain your session and remember your preferences
- Analyze usage patterns and improve our Service
- Provide personalized content and recommendations
- Measure the effectiveness of our marketing campaigns
You can control cookies through your browser settings. Note that disabling cookies may limit functionality.
8. Children's Privacy
Our Service is not intended for children under 18. We do not knowingly collect information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
9. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission for GDPR compliance.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice on our Service. Your continued use after changes constitutes acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact:
BillArmor - Privacy Team
Email: privacy@BillArmor.com
Address: [Your Company Address]
Data Protection Officer: dpo@BillArmor.com
By using BillArmor, you acknowledge that you have read and understood this Privacy Policy.