Data Collection and Privacy Statement
Data Collection and Privacy Statement
SystemsTX, LLC (hereinafter “we,” “us,” “SystemsTX,” or “our”) greatly respects your privacy and the importance of discretion when handling your information. This data collection and privacy statement (hereinafter the “Statement”) explains SystemsTX’s policies and practices and is considered a part of the Agreement with SystemsTX, LLC. In particular, this Statement explains:
- What personally identifiable and non-personally identifiable information of yours or a current or potential patient healthcare patient of yours (hereinafter the “Individual”); is collected through your use of the VerifyTX™ software applications and services (hereinafter the “Services”);
- The SystemsTX organization and our Services;
- How we use the information;
- How we collect the information;
- How we share the information;
- The choices available to you regarding your information;
- How you can access and control your information; and
- The security measures we use to reduce the risk of loss, misuse, unauthorized access, disclosure, and alteration of your information.
By explaining our policies and practices in this Statement we intend to provide you with a level of comfort and confidence in how we collect, use, and safeguard personal and other information we collect or that you provide through the VerifyTX™ software applications and services. This Statement also explains how you can contact us if you have any questions or concerns. It is our sincere hope that by disclosing our data collection and privacy practices, we will develop a trusting and long-lasting relationship with you. By using the VerifyTX™ software applications and services, you agree to the terms of this data collection and privacy statement.
Scope and Acceptance
This data collection and privacy statement applies to any persons or entities that use the Services.
This Statement may be updated by SystemsTX from time to time. SystemsTX will provide notice of any materially significant changes to this Statement by posting notice on the Services or by emailing you. By accepting the Terms and Conditions and the Statement, you consent to our collection, storage, use and disclosure of your personally identifiable and non-personally identifiable information as described in the Statement. Acceptance of the Statement can be, but is not required to be, met by (i) clicking a button indicating you accept or agree to the terms and conditions; (ii) downloading any portion of the Services; and (ii) accessing and/or using any portion of the Services.
Information About Our Organization and the Services
The business purpose of these Services is to provide a technology platform that automates and runs core components of a professional electronic healthcare insurance and healthcare eligibility verification platform, allowing healthcare professionals to focus on other aspects of their business.
The purpose of the Services is to automate and assist you with electronic verification of individual health insurance eligibility and benefits for a potential or current healthcare patient. Such assistance includes, but is not limited to, handling certain tasks of inputting information including, but not limited to, an individual’s name, identity information, health insurance, and health information, including proposed treatment information, to verify and obtain data associated with the individual’s health insurance eligibility and benefit information in a quick and efficient manner.
In order for you to utilize our Services we collect certain information from you for the purpose of handling various health insurance verification tasks and in order to improve the Services that we provide. You may opt out of providing such information; however, we may not be able to provide all of our Services to you.
Information We Collect From You
“Personally identifiable information” or “personal information” is information that can be associated with a particular person and could be used to identify that particular person, whether from the information alone or from a combination of other information that SystemsTX has or is likely to have access to. SystemsTX does not consider personal information to be information that is anonymous or aggregated so that it could no longer be used to identify a particular person.
We collect personal information from you that you provide to us directly and voluntarily, such as when you register for or during your use of our Services. Such personal information that you provide to us voluntarily may include, but is not limited to your and/or the Individual’s name, physical address, email, telephone number, health insurance information, financial information, and potential treatment information.
When a health insurance verification request is submitted through our Services, all details of the request are required to be available to us so that our Services may function properly to provide you with your or the Individual’s available health insurance and eligibility information. Such details include, but are not limited to, health insurance policy information, healthcare treatment coverage, the terms of the Individual’s copay, coinsurance, and deductible information.
For each health insurance verification request you submit to us for processing, our Services may store in our databases your user authentication information, your identity information, the Individual’s identity information, the Individual’s health insurance information, the Individual’s health information, and a date and time the request was submitted to us. This verification request information is used for providing you with health insurance verification information and may be used for improving our Services. For example, some of the verification request information may be used, in accordance with Section 5 of this Statement, to determine the amount of traffic through our Services and to perform other analytics. Such aggregate analytics data will not include any personally identifiable information.
If a verification request generates an error, we may also store information about the request for the purpose of diagnosing the potential problem and implementing a solution. Such information will only be used for these purposes, unless otherwise indicated in this Statement. Any unnecessary data will be destroyed upon solution of the error and will not be made available to any third-parties, unless required to implement the solution.
We may use your information to generate a healthcare insurance verification request using our Services. The following information may be stored on our databases for the purpose of determining usage of our Services, for compliance with HIPAA, for providing customer support, or for any of the Purposes identified in this section and in Section 5 of this Statement: health insurance policy information, including, but not limited to, the medical services covered, such as the terms of the Individual’s copay, coinsurance, and deductible information. Personally identifying information associated with the creation of a verification request will only be available on an as needed basis to SystemsTX or you. Any other data, such as aggregate totals of verification requests or non-personally-identifiable data, may be used by SystemsTX and disclosed to others, but will not identify you or the Individual.
During your use of our Service, we may automatically collect information about your use of our Services, such as, device identifiers, MAC address, location information, computer and connection information, IP address, browsing history, and web log information.
Our Services may use session and persistent “cookies” to collect personally identifiable information in order to verify login credentials and track login utilization.
When you ask for customer support assistance or customer support assistance is reasonably necessary for your continued use of our Services, we may collect and store contact information that you provide, information about the customer support issue, and your user account information. We may also store any correspondence associated with the customer support assistance.
We may also supplement the information we collect from you with information from third-party sources, such as health insurance clearinghouses, in order to perform or improve the Services.
When providing personal information about the Individual, you agree that such personal information that you provide about someone else is provided with their written consent in compliance with HIPAA and that you alone are responsible for informing them as to how their personal information may be collected, used, and disclosed.
Our primary goal in collecting the Individual’s personal information from you when you use the Services is to provide you the functionality and services that you need to fully and efficiently utilize our Services and to continuously improve the quality of your experience while using our Services.
We collect other information, non-personally identifiable information, from users of our Services. This means that we do not track these items on an individual basis that identifies the users of our Services, but rather gather and collect this information on an aggregate [or anonymous] basis that includes all such users. Non-personal information includes tracking web pages associated with our Services that are visited or the amount of time spent using our Services.
We may collect additional non-personal information from the electronic device that you use to access our Services, which may include the type/model of the electronic device and the electronic device’s service provider and operating system.
Our primary goal in collecting aggregate information from you is to be able to perform metrics that allow us to improve the functionality of our Services. We collect aggregate information in order to track page visits and peak usage times for our Services, and to perform click-through analysis and web page layout re-design.
We may use session and persistent “cookies,” session logs, spotlight ads/web beacons/GIF/pixel tags, and third-party click tracking analytics tools (such as DART, Omniture tags, DoubleClick, Efficient Frontier, and Google Analytics) to collect aggregate or other non-personally identifiable information about users of our Services. An explanation for each of these items and how they work is included in Section 6 – How We Collect Information.
How We Use the Information We Collect
We collect, store, and use your information to provide you with our Services and to improve our Services. We may use the information collected in connection with the Services:
- To create your account and allow your use of our Services;
- To provide you with the health insurance information that you request, collect fees, resolve disputes with you or third-parties, trouble-shoot any problems with your account, and for any other purposes related to our Services and consistent with this Statement and any applicable laws;
- To provide technical and other customer support or respond to user inquiries;
- To prevent fraud, security breaches, or other illegal activities or enforce the Terms and Conditions and other applicable policies;
- To notify you of service updates or updates to our policies and terms;
- To process a health insurance verification request for you;
- For accounting and litigation purposes;
- To retain for our records and provide you with your health insurance verification request history and payment transaction history for billing purposes and to improve our Services;
- To measure our Services and monitor traffic through our Services;
- To troubleshoot our Services and diagnose any technical issues and implementing solutions thereto;
- To customize the user experience;
- To inform you about promotional activities or supplemental products and services;
- To solicit input or feedback about our products and services;
- To verify your personal information for accuracy, as may be necessary;
- To generate analytics that improve our Services, content, and product offerings and services;
- To compile aggregate user data that is stored in our databases, which may be used for marketing and other purposes related to our Services;
- To track your usage of our Services;
- To comply with legal requirements and our policies and/or use procedures reflected in the Terms and Conditions;
- To provide and promote our products and services that are related to our Services;
- To process fee payment for use of our Services or notify you of the status of your account; and
- To verify your identity (together, the “Purposes”).
Aggregate analytics data may be used to improve our Services, and may also be disclosed to affiliates, partners, subsidiaries, subscribers, or other third-parties for their benefit. Such aggregate analytics data will not include any personally identifiable information and may include, but is not limited to: health insurance verification request data from requests processed through our Services.
We retain your information and the Individual’s information as long as it is necessary and useful for our Services. Upon request, your information and the Individual’s information from closed accounts will be deleted or made anonymous within a reasonable time. After it is no longer necessary for us to store your information and the Individual’s information, we will destroy your information and the Individual’s information in a secure manner.
How We Collect Information
We collect information you voluntarily provide to us in connection with your registration and use of our Services.
We may also obtain information about you and the Individual from outside sources. For example, we may obtain certain information you have previously provided to healthcare clearinghouses. We also may obtain commercially-available healthcare information from third parties.
Other than the information collected through outside sources, including healthcare clearinghouses, and information that you voluntarily provide to us through your registration and use of our Services, information may also be collected in connection with certain software and Internet-based tools, which are explained in more detail herein below.
A “cookie” is a small text file that helps us in many ways to make your use of our Services more enjoyable and meaningful to you. For example, cookies avoid you having to log in every time you come back to use our Services. They also allow us to tailor our Services or advertisement to better match your interests and preferences. There are a couple different types of cookies.
A “session” cookie is stored only in your computer’s working memory (RAM) and only lasts for your browsing session. When you close all your browser’s windows, or when you shut down your computer, the session cookie disappears forever.
A “persistent” cookie is stored on your computer’s hard drive until a specified date, which could be tomorrow, next week, or 10 years from now. Persistent cookies stay on your computer until either a) they expire, b) they are overwritten with newer cookies, or c) you manually remove them. Most browsers can be configured not to accept cookies; however, this may prevent you from having access to some of our Services’ functions or features.
Our Services may use third-party click tracking analytics tools (such as DART, Omniture tags, DoubleClick, Efficient Frontier, and Google Analytics) to capture click-through statistics.
Our Services may use spotlight ads/web beacons/GIF/pixel tags which are instrumentation tools that help us to determine, for instance, whether a page has been viewed or not and, if so, how many times. Emails or electronic newsletters we send may use tools (e.g., pixel tags or web beacons) to gather email metrics and information to improve the reader’s experience such as how many of the emails are opened, if they were printed or forwarded, the type of device (e.g., mobile or PC) from which they were opened, and the city, state, and county associated with the applicable IP address. In general, any electronic image viewed as part of a webpage, including an ad banner, can act as a web beacon.
When you use our Services the server housing the pages may automatically generate a “session log.” We use session logs to help us determine how people travel through our Services. In this way, we can structure our pages so that the information most frequently visited is easier to find. By tracking page visits, we can also determine if the information we’re providing is being used. The data gathered may include the Internet Protocol (IP) address from which you came, the website or software application that referred you, the pages you visited and the date and time of those visits.
We will disclose your information (in some cases personal information) with third parties that is parties other than SystemsTX, in the following circumstances:
- We may disclose your information to third-party service providers to perform services associated with our business, including health insurance verification request, payment processing, bill collection, website operations, data analysis, e-mail delivery, hosting services, customer service, and to assist us in our marketing efforts. We direct all such third party service providers to maintain the confidentiality of the information disclosed to them and to not use your information for any purpose other than to provide services for us.
- We do not disclose your personal information or the Individual’s personal information to third parties for their own purposes without your explicit consent.
- We may disclose aggregate information (information about you and other users and your/their use of our Services collectively, but not personally identifiable) to our affiliates, partners, subsidiaries, subscribers, and other third parties for their benefit.
- In the event that SystemsTX undergoes a business transaction, such as a merger, acquisition by another company, or sale of all or a portion of its assets, we may transfer all of your information, including personal information, to the successor organization in such transaction. If material changes to our privacy practices occur as a result of the business transaction, we will notify you and other users of the business transition prior to transferring your personal information.
- We may, at our discretion, disclose your information to our affiliates, partners, subsidiaries, or commonly owned or controlled companies. We may share such information as a normal part of conducting business and offering products and services to our customers.
Vendors, contractors or partners of our Services who have access to your personal information in connection with providing services for our Services are required to keep the information confidential and are not permitted to use this information for any other purpose than to carry out the services they are performing for our Services.
Our Services will disclose your personal information, without notice, if (1) in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on SystemsTX, its affiliates or our Services; (b) protect and defend the rights or property of SystemsTX its affiliates or our Services; or (c) act under exigent circumstances to protect the personal safety of SystemsTX or affiliate personnel, users of their Services, or the public; or (2) if required to do so by law.
We do not share, sell, or rent personally identifiable information with independent companies for their own use without providing you a choice.
You have a choice about how we use some or all of your personal information to communicate with you, send you marketing information, provide you with a customized experience, and contact others for your benefit. You may withdraw your consent to use your personal information for such purposes by notifying us by email at firstname.lastname@example.org, so that we may comply with your request. If you withdraw such consent, we may not be able to provide all of our Services to you.
If you no longer want SystemsTX to make active use of your information, you may inform us by contacting us at the email and/or physical address provided above. We will respond to your request within a reasonable time period. Please note that certain records, for example those pertaining to payments or customer service matters, may be retained for legal or accounting purposes.
Access To and Control over the Use of Your Information
To correct or update your personal information contact us by email at email@example.com, so that we may process your request. We will use reasonable efforts to correct any factual inaccuracies in your information.
The scope of access available for this request is for information stored in the database that holds the data for our Services. Any personal information that has been collected from you on other databases will not be accessible or changeable through the processing of this request.
Information that is collected by or sent to us may be stored and processed in the United States or any other country in which we or our affiliates, subsidiaries, or service providers maintain facilities. In this regard, or for purposes of sharing or disclosing data in accordance with this data collection and privacy statement, we reserve the right to transfer information outside of your country. By using our Services you consent to any such transfer of information outside of your country.
Users in certain jurisdictions have a right to access personal information held about themselves. Your right to access can be exercised in accordance with any applicable law. Please submit any request for such access to your personal information in writing to the email address or physical address provided above, so that we may process your request.
We will honor any statutory right you might have to access, modify or erase your personal information or the personal information of the Individual. You can contact us at the email address or physical address provided above to request access. Where you have a legal right to request access or request the modification or erasure of information, we can still withhold that access or decline to correct information in some cases in accordance with applicable law, but will give you reasons if we do so.
Security of Your Information
Safeguarding information of users of our Services is important to us. We use systems, policies and procedures to maintain accuracy of information and to protect information from loss, misuse or alteration.
When you provide personal information, such as email address or telephone numbers, to us through our Services, we use “Secure Socket Layers” or SSL to protect your data. SSL is encryption technology that helps safeguard your personal information against misuse by unauthorized individuals.
All usernames and passwords that we store in our databases are encrypted.
Vendors, contractors or partners of our Services who have access to your personal information in connection with providing services related to the use and operation of our Services are required to keep the information confidential.
Vendors are not permitted to use this information for any other purpose than to carry out the services they are performing for our Services.
Although we have taken measures to safeguard your personal information, we cannot guarantee or ensure the absolute privacy of your personally identifiable information. For example, we may be required by law to disclose information to government or law enforcement agencies. We may also be required to disclose personal information to legal authorities in the event of a complaint or legal action arising from your use of our Services. In addition, third parties may gain unlawful access to your information. Accordingly, although it is our practice to safeguard your personal information, we cannot guarantee that your personal information will remain private.
Privacy Policies of Third Party Links
Our Services may contain advertisements from companies other than SystemsTX or links to other websites, applications, or services. We encourage you to review the data collection and privacy statements of all services, applications or websites that you visit, including those whose links are provided so that you can understand how your information may be collected, used and shared by them. We are not responsible for the data collection and privacy statements, content or data handling practices on other applications or websites.
How Long is Your Information or Data Kept by SystemsTX, LLC
We will retain your information for as long as is necessary to: (1) fulfill any of the Purposes (as defined in Section 5 of this Data Collection and Privacy Statement) or (2) comply with applicable legislation, regulatory requests and relevant orders from competent courts.
If you have any questions, comments or concerns about this online data collection and privacy statement for our Services, our data collection and privacy practices, or have any questions regarding the content of our Services, please contact us by email at firstname.lastname@example.org.
Data collection and privacy statement Effective Date and Revision Days
Occasionally we may update the data collection and privacy statement for our Services in order to reflect any changes to our Services or our privacy practices. When we post changes to the data collection and privacy statement, whether at registration for our Services, within the interface for our Services, or by email or other communication method, we will update the “last updated” date at the bottom of the data collection and privacy statement. If there are material changes to this data collection and privacy statement or in how we will use your personal information, we will notify you either by prominently posting a notice of such changes prior to implementing the change or by directly sending you a notification. You agree that your continued use of our Services or associated websites or products after notice shall constitute your acceptance of the data collection and privacy statement. We encourage you to periodically review the data collection and privacy statement to be informed of how SystemsTX, LLC is collecting, using, and protecting your information.