Privacy Policy

Last Updated: December 11, 2025

American Physician Financial Solutions (“APFS,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website apfsbilling.com and use our services.

Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the site.

1. Information We Collect

Personal Information

We may collect personally identifiable information that you voluntarily provide to us when you:

• Fill out a contact form on our website
• Request information about our services
• Subscribe to our newsletter or blog updates
• Communicate with us via email or phone

Personal information may include:

• Name
• Email address
• Phone number
• Practice name and address
• Professional credentials
• Any other information you choose to provide

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Geographic location (general)

This information is collected through cookies, web beacons, and similar tracking technologies.

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide customer support
• Send you information about our billing services
• Improve our website and user experience
• Send periodic emails regarding services, updates, or industry news
• Analyze website traffic and usage patterns
• Detect, prevent, and address technical issues
• Comply with legal obligations

3. Protected Health Information (PHI)

As a medical billing service provider, APFS may handle Protected Health Information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA).

HIPAA Compliance:

• We maintain appropriate administrative, physical, and technical safeguards to protect PHI
• We enter into Business Associate Agreements (BAAs) with covered entities
• PHI is used and disclosed only as permitted by HIPAA regulations and our BAAs
• We train our employees on HIPAA compliance requirements
• We conduct regular security risk assessments

This Privacy Policy applies to information collected through our website. Our handling of PHI is governed by HIPAA regulations and separate Business Associate Agreements with our clients.

4. Disclosure of Your Information

We may share your information in the following situations:

Service Providers

We may share your information with third-party service providers who perform services on our behalf, such as:

• Website hosting providers
• Email service providers
• Analytics providers
• IT support services

These third parties are contractually obligated to maintain the confidentiality of your information.

Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal processes (subpoenas, court orders)
• Government or regulatory requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues

Business Transfers

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

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience.

What are Cookies?

Cookies are small text files placed on your device to collect standard internet log information and visitor behavior.

Types of Cookies We Use:

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: Help us understand how visitors use our site
• Functionality Cookies: Remember your preferences and choices

Managing Cookies

You can set your browser to refuse cookies or alert you when cookies are being sent. Note that some parts of our website may not function properly if you disable cookies.

6. Third-Party Links

Our website may contain links to third-party websites, including:

• Social media platforms (Facebook)
• Industry resources
• Partner organizations

We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Secure Socket Layer (SSL) encryption for data transmission
• Firewall protection
• Secure server environments
• Regular security assessments
• Employee training on data security

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes outlined in this Privacy Policy
• Comply with legal obligations
• Resolve disputes
• Enforce our agreements

When information is no longer needed, we will securely delete or anonymize it.

9. Your Privacy Rights

Depending on your location, you may have the following rights:

Access and Portability

Request access to the personal information we hold about you and receive a copy in a portable format.

Correction

Request correction of inaccurate or incomplete personal information.

Deletion

Request deletion of your personal information, subject to certain exceptions.

Opt-Out

• Unsubscribe from marketing emails by clicking the “unsubscribe” link
• Disable cookies through your browser settings
• Contact us to opt out of certain data processing activities

California Residents

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected and the right to opt-out of the sale of personal information. APFS does not sell personal information.

To exercise any of these rights, please contact us at:

• Email: info@apfsbilling.com
• Phone: (877) 274-2313

10. Children’s Privacy

Our website is not intended for children under 13 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Users

Our website is operated in the United States. If you are accessing our site from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

By using our website, you consent to the transfer of your information to the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on this page
• Updating the “Last Updated” date at the top of this policy
• Sending an email notification (for significant changes)

We encourage you to review this Privacy Policy periodically.

13. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

American Physician Financial Solutions
Phone: (877) 274-2313
Email: info@apfsbilling.com
Website: apfsbilling.com

For HIPAA-related inquiries or to report a privacy concern, please contact our Privacy Officer at the above contact information.

14. Consent

By using our website, you consent to our Privacy Policy and agree to its terms.