At Clear Pathways Billing, your privacy is of utmost importance to us. This Privacy Policy outlines how we collect, use, store, and protect your information when you use our services. By accessing our website, using our services, or interacting with us, you agree to the terms of this Privacy Policy.

Please read this document carefully to understand how we handle your personal information. If you have any questions, feel free to contact us at support@clearpathwaysbilling.com.

Information We Collect

We collect various types of information to provide and improve our services. The information we collect includes:

1. Personal Information
• Name
• Contact details (phone number, email address, mailing address)
• Billing information (payment details, tax ID, etc.)
• Practice information (practice name, address, provider details)
2. Protected Health Information (PHI)

As a dental billing firm, we may collect and process Protected Health Information (PHI) in accordance with HIPAA (Health Insurance Portability and Accountability Act) regulations. This may include:

• Patient names and demographic
• Insurance information
• Diagnosis and treatment details
• Billing and payment information
3. Technical Information
• IP address
• Browser type and version
• Device information
• Usage data (pages viewed, time spent on the website)
4. Communication Data
• Messages, inquiries, and feedback submitted via our website or customer support channels.

How We Use Your Information

We use your information to provide, maintain, and improve our services. Specifically, we may use your data for the following purposes:

1. Service Delivery
• Process insurance claims and payments.
• Verify patient insurance eligibility.
• Provide customer support and resolve billing issues.
2. Compliance and Security
• Ensure compliance with HIPAA and other regulations.
• Prevent fraud, abuse, and unauthorized access.
• Monitor and enhance data security.
3. Communication
• Respond to your inquiries and requests.
• Provide updates about our services.
• Send billing reports and notifications.
4. Analytics and Improvements
• Analyze website usage for performance optimization.
• Develop new features and services.
• Conduct audits and quality checks.

Legal Basis for Processing

We process your data based on the following legal grounds:

• Consent: When you voluntarily provide your information.
• Contractual Necessity: When processing is necessary to provide our services.
• Legal Obligation: When we must comply with legal or regulatory requirements.
• Legitimate Interests: For improving services, fraud prevention, and maintaining security.

Data Sharing and Disclosure

We do not sell or rent your personal information. However, we may share your data in the following circumstances:

1. Service Providers

We partner with third-party companies that provide services on our behalf, including:

• Payment processors
• IT service providers
• Insurance companies

These partners are contractually obligated to maintain the confidentiality and security of your data.

2. Legal and Regulatory Compliance

We may disclose your information to comply with legal obligations, court orders, or regulatory requests.

3. Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

Data Security

We implement robust security measures to protect your information from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption: All sensitive data is encrypted in transit and at rest.
• Access Controls: Restricted access to authorized personnel only.
• Regular Audits: Routine assessments to ensure compliance with data protection laws.
• Data Backup: Secure backup systems to prevent data loss.

Despite our best efforts, no system is entirely secure. We encourage you to protect your personal information and report any suspicious activity to us immediately.

Data Retention

We retain your information only for as long as necessary to provide our services and comply with legal obligations. After this period, we securely delete or anonymize your data.

• Patient Data: Retained in accordance with HIPAA and state regulations.
• Financial Records: Maintained for a minimum of seven years for legal and audit purposes.
• Communication Records: Retained for internal quality assurance and training.

Your Rights

You have the following rights regarding your personal information:

• Access: Request access to the information we hold about you.
• Correction: Request corrections to inaccurate or incomplete information.
• Deletion: Request the deletion of your personal data under certain circumstances.
• Restriction: Request limitations on the processing of your information.
• Data Portability: Receive a copy of your data in a commonly used format.
• Withdraw Consent: Withdraw consent at any time, where applicable.

To exercise your rights, please contact us at support@clearpathwaysbilling.com We will respond to your request within a reasonable timeframe.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. Please review their privacy policies before providing any information.

Children's Privacy

We do not knowingly collect or store information from children under the age of 13. If you believe we have inadvertently collected information from a child, please contact us, and we will take appropriate steps to delete it.

International Data Transfers

If you are accessing our services from outside the United States, please note that your information may be transferred and processed in the United States, where data protection laws may differ from those in your jurisdiction.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will notify you through email or a prominent notice on our website.

Please review this policy periodically for the latest information on our privacy practices.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact us at:

Clear Pathways Billing
844-268-3668
support@clearpathwaysbilling.com
700 Kandy Ln, Portola, CA 96122, USA


Your trust is important to us. We are committed to protecting your privacy every step of the way.