Effective Date: June 9, 2026
1. Information We Collect
1.1 Protected Health Information and Billing Data
1.1 Protected Health Information and Billing Data
We may collect Protected Health Information (PHI) and other pre-visit healthcare intake, inflow, workflow and related billing-support data necessary to perform medical billing services. This may include:
- Patient identifiers such as name, date of birth, address, phone number, and insurance ID.
- Clinical and encounter information such as diagnoses, procedures, dates of service, and clinical notes when required for coding and claims.
- Financial and payment information such as insurance coverage, claim adjudication details, payment amounts, and remittance advice.
1.2 Account and User Information
1.2 Account and User Information
We collect information about healthcare organizations and authorized users, including:
- Account details such as organization name, billing contact, and account credentials.
- User profile information such as name, email, role, and professional credentials.
1.3 Technical and Usage Data
1.3 Technical and Usage Data
We collect technical data to operate and improve the Service, including:
- Device and system information such as IP address, browser type, operating system, and device identifiers.
- Usage logs such as feature usage, timestamps, error reports, and performance metrics.
- Analytics data to understand and improve Service performance.
1.4 Deidentified and Aggregated Data
1.4 Deidentified and Aggregated Data
We may create deidentified or aggregated datasets derived from PHI and other information. Deidentified data cannot reasonably be used to identify an individual and may be used for research, product development, analytics, and business purposes.
2. How We Use Information
We use collected information to provide, maintain, and improve the Service and to support your billing operations. Key uses include:Claims Preparation & Submission
Coding assistance, claim generation, and electronic submission to payers.
Payment Processing & Reconciliation
Track claim status, post payments, and manage denials and appeals.
Customer Support & Account Management
Respond to inquiries, troubleshoot issues, and manage accounts.
Quality Improvement & Analytics
Refine AI models, measure performance, and detect fraud or abuse.
Legal & Regulatory Compliance
Respond to subpoenas, audits, and law enforcement requests.
2.1 HIPAA and Regulatory Use
When applicable, we process PHI in accordance with the Health Insurance Portability and Accountability Act (HIPAA). Where required, we will enter into a Business Associate Agreement with covered entities and implement administrative, physical, and technical safeguards to protect PHI.3. How We Share Information
We share information only as described below and as permitted or required by law. We do not sell your PHI for marketing or other purposes.3.1 Service Providers and Subprocessors
3.1 Service Providers and Subprocessors
We share information with third party vendors who perform services on our behalf such as cloud hosting, analytics, payment processors, and technical support. These vendors are contractually required to protect the information and use it only to provide services to us.
3.2 Healthcare Partners and Payers
3.2 Healthcare Partners and Payers
We share PHI and billing data with payers, clearinghouses, and other healthcare partners as necessary to submit claims, obtain payment, and coordinate care.
3.3 Business Transfers
3.3 Business Transfers
If we are involved in a merger, acquisition, asset sale or other business transaction involving all or substantially all of our assets of equity, we may transfer information as part of that transaction. We will require any successor to honor the commitments in this Policy.
3.4 Legal Requirements and Safety
3.4 Legal Requirements and Safety
We may disclose information to comply with legal obligations, respond to lawful requests, protect rights and safety, or prevent fraud and abuse.
3.5 Deidentified Data
3.5 Deidentified Data
We may share deidentified or aggregated data for research, analytics, or commercial purposes without restriction.
4. Security and Data Protection
We implement reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, alteration, and disclosure. These measures include:- Encryption of data in transit and at rest where feasible.
- Access controls including role based access, multi factor authentication for privileged accounts, and least privilege principles.
- Monitoring and logging to detect and respond to suspicious activity.
- Regular security assessments and vulnerability management.
5. Data Retention and Deletion
We retain information as long as necessary to provide the Service, fulfill legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type and regulatory requirements. Authorized representatives of covered entities or account administrators may request deletion of data in accordance with contractual terms and applicable law. Deletion requests may be limited when retention is required by law, for audit purposes, or to complete billing and payment processes.6. Your Rights and Choices
Depending on your role and applicable law, you may have rights regarding the information we hold, including:| Right | Description |
|---|---|
| Access and Portability | Obtain a copy of your data in a usable format. |
| Correction | Request updates to inaccurate or incomplete information. |
| Deletion | Request removal of data subject to legal and contractual limitations. |
| Restriction and Opt Out | Limit certain uses or disclosures where applicable. |
| Revocation of Consent | Withdraw consent where processing is based on consent. |
7. International Transfers
Information collected in one jurisdiction may be stored or processed in other jurisdictions where our service providers operate. When transferring data across borders, we implement safeguards required by applicable law such as standard contractual clauses or other lawful transfer mechanisms.8. Children and Minors
We do not knowingly collect PHI or personal data directly from minors except as necessary for treatment and billing when provided by a covered entity or authorized representative and only with parent and guardian safeguards as required by law.9. Changes to This Policy
We may update this Policy to reflect changes in our practices, technology, or legal requirements. We will post the revised Policy with a new effective date and, where required, provide notice to account administrators or users.10. Contact
Privacy Officer
For questions, requests, or to exercise your rights, contact Ameer Al-Huraibi at Ameer@FuturumHealth.AI or visit futurumhealth.ai.
If you are a covered entity or business associate seeking a Business Associate Agreement or have compliance questions, please contact our Privacy Officer at the address above.