Privacy Policy & Compliance

Introduction

ClaimVerse is committed to protecting the privacy and security of your personal information and the health information of your patients. This privacy policy explains how we collect, use, share, and protect information in connection with our medical billing and revenue cycle management services.

Information We Collect

In providing medical billing services, we collect and process several types of information:

Practice Information

• Practice name and contact details
• Provider credentials and NPI numbers
• Tax identification numbers
• Payer contracts and fee schedules

Patient Information

• Patient demographics
• Insurance information
• Medical service details and diagnosis information
• Payment and billing information

Website Information

• Contact form submissions
• Email correspondence
• Website usage data (cookies, analytics)

How We Use Information

We use the information we collect for the following purposes:

• To provide medical billing and revenue cycle management services
• To submit claims to insurance payers
• To verify patient eligibility and benefits
• To post payments and manage accounts receivable
• To communicate with payers regarding claims
• To generate reports and analytics
• To comply with legal and regulatory requirements
• To respond to inquiries and provide customer support

HIPAA-Aware Processes

While ClaimVerse operates from the UK and is not directly subject to HIPAA regulations, we implement HIPAA-aware processes when handling protected health information (PHI) for US-based clients:

Administrative Safeguards

• Documented security policies and procedures
• Staff training on privacy and security practices
• Regular risk assessments
• Business associate agreements with service providers

Physical Safeguards

• Secure facility access controls
• Workstation security policies
• Device and media disposal procedures

Technical Safeguards

• Encrypted data transmission and storage
• Access controls and authentication
• Audit logging and monitoring
• Secure backup and disaster recovery

Important Note: HIPAA does not provide certification. Organizations claiming to be “HIPAA certified” are misrepresenting compliance requirements. We implement HIPAA-aware processes through documented policies and procedures.

GDPR Compliance

For clients and website visitors in the UK and European Economic Area, we comply with the General Data Protection Regulation (GDPR):

Legal Basis for Processing

• Contract: Processing necessary to perform our billing services
• Legitimate Interest: Operating our business and improving services
• Legal Obligation: Compliance with healthcare and financial regulations
• Consent: Marketing communications (where applicable)

Your Rights Under GDPR

• Right to Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests

To exercise any of these rights, please contact us at info@claimverse.co.uk

Data Security

We implement appropriate technical and organizational measures to protect personal information:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and updates
• Staff training on data protection
• Incident response and breach notification procedures
• Secure disposal of data when no longer needed

Data Sharing and Disclosure

We may share information with third parties only as necessary to provide our services:

Service Providers

We work with trusted service providers who assist in delivering our services (e.g., secure hosting, clearinghouses). These providers are contractually obligated to protect information and use it only for specified purposes.

Payers and Healthcare Partners

We share necessary information with insurance companies and healthcare partners to process claims and obtain payment.

Legal Requirements

We may disclose information when required by law, regulation, legal process, or government request.

We do not sell personal information to third parties.

Data Retention

We retain information for as long as necessary to provide services and comply with legal obligations:

• Billing records: Retained according to healthcare industry standards and regulatory requirements (typically 7 years)
• Contract information: Retained for the duration of the business relationship plus applicable limitation periods
• Website inquiries: Retained for up to 2 years unless you request earlier deletion

International Data Transfers

As a UK-based company serving international clients, we may transfer data across borders. When transferring data outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by the UK Information Commissioner’s Office
• Adequacy decisions recognizing equivalent data protection standards
• Additional security measures for high-risk transfers

Cookies and Website Analytics

Our website uses cookies and similar technologies to improve user experience and analyze website usage. We use:

• Essential cookies: Required for website functionality
• Analytics cookies: Help us understand how visitors use our site

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

Children’s Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children through our website. Patient information processed as part of billing services may include minors’ health information, which is handled with appropriate safeguards.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a revised “Last Updated” date. Continued use of our services after changes indicates acceptance of the updated policy.

Contact Us

If you have questions about this privacy policy or our data practices, please contact us:

Complaints

If you believe we have not handled your personal information properly, you have the right to lodge a complaint with the appropriate supervisory authority:

• UK residents: Information Commissioner’s Office (ICO) – www.ico.org.uk
• US clients (regarding PHI): US Department of Health and Human Services Office for Civil Rights