Privacy Policy

1Information We Collect

Depending on how you interact with ZechionMed, we may collect the following categories of information.

Contact Information

This may include:

• Name
• Business name
• Job title
• Email address
• Telephone number
• Business address
• State or country
• Other contact information you voluntarily provide

Business Information

When you contact us regarding our services, we may collect information such as:

• Organization type
• Number of providers
• Practice specialty
• Current billing or RCM requirements
• Service requirements
• Business needs
• Information included in proposals or service inquiries

Website and Technical Information

When you visit our website, certain technical information may be collected automatically, including:

• IP address
• Browser type
• Device type
• Operating system
• Website pages visited
• Date and time of access
• Referring website
• General geographic information
• Website interaction information
• Security and diagnostic information

Communications

If you contact ZechionMed by email, telephone, website form, or another authorized communication method, we may retain information contained in those communications.

2Information We Generally Do Not Request Through Public Website Forms

ZechionMed's public website is intended primarily for business inquiries and general communications.

Unless a secure, specifically designated method is provided, please do not submit:

If healthcare information is required to provide contracted Services, ZechionMed will use appropriate authorized systems and processes.

• Patient medical records
• Diagnoses
• Clinical notes
• Insurance identification numbers
• Social Security numbers
• Patient account information
• Payment card information
• Protected Health Information (PHI)
• Other sensitive patient information.

3How We Use Information

We may use information collected through our website and business interactions to:

We will use information for legitimate business purposes consistent with the purpose for which it was collected.

• Respond to inquiries
• Provide requested information
• Schedule business consultations
• Prepare proposals
• Communicate about our services
• Provide contracted services
• Manage client relationships
• Process payments
• Provide customer support
• Improve website functionality
• Improve our services
• Analyze website usage
• Maintain security
• Detect and prevent fraud or misuse
• Maintain business records
• Comply with applicable laws
• Enforce our agreements
• Protect our rights and property.

4Medical Billing and Coding Client Information

When ZechionMed provides medical billing, coding, RCM, claims management, or related services to healthcare organizations, we may process information on behalf of the Client.

Such information may include healthcare-related information and PHI.

Where applicable, ZechionMed acts as a Business Associate under HIPAA.

The use and disclosure of PHI in such circumstances are governed by:

This website Privacy Policy does not replace or modify a BAA.

• The applicable Business Associate Agreement
• Applicable HIPAA requirements
• The Client's instructions
• Applicable federal and state privacy requirements
• Other contractual obligations.

5HIPAA and Protected Health Information

ZechionMed understands that healthcare information requires appropriate safeguards.

Where HIPAA applies, ZechionMed will handle PHI in accordance with applicable HIPAA requirements and the terms of the applicable BAA.

The U.S. Department of Health and Human Services requires covered entities to establish appropriate contractual arrangements with business associates where applicable. HHS HIPAA for Professionals

Individuals seeking information regarding their healthcare rights should generally contact the applicable healthcare provider or covered entity responsible for their records.

6Information We May Receive From Clients

Healthcare-provider clients may provide information to ZechionMed as necessary to perform contracted Services.

This may include information relating to:

Such information will be handled according to the applicable service agreement, BAA, security requirements, and applicable law.

• Patients
• Providers
• Insurance coverage
• Claims
• Billing
• Coding
• Payments
• Denials
• Accounts receivable
• Credentialing
• Revenue cycle operations.

7Cookies and Similar Technologies

Our website may use cookies, pixels, tags, analytics tools, and similar technologies.

These technologies may help us:

You may be able to control cookies through your browser settings.

Disabling certain cookies may affect some website functionality.

Where required by applicable law, we may provide additional cookie choices or consent mechanisms.

• Operate the website
• Remember preferences
• Understand website traffic
• Measure website performance
• Improve user experience
• Detect security issues
• Understand how visitors interact with our website.

8Analytics

We may use analytics services to understand website usage and improve our online presence.

Analytics information may include:

Analytics providers may process information according to their own privacy policies and contractual arrangements.

• Pages viewed
• Visit duration
• Device information
• Browser information
• Approximate location
• Traffic sources
• Website interactions.

9Information Sharing

ZechionMed may disclose information when reasonably necessary to operate our business, provide Services, comply with legal obligations, or protect our rights.

Depending on the circumstances, information may be shared with:

We do not sell patient PHI for advertising purposes.

Where PHI is processed on behalf of a Client, disclosures will be governed by applicable HIPAA requirements, the BAA, Client instructions, and applicable law.

• Authorized employees
• Contractors
• Service providers
• Technology providers
• Cloud infrastructure providers
• Billing and payment service providers
• Website and hosting providers
• Security providers
• Professional advisors
• Legal or regulatory authorities where required
• Healthcare clients where authorized and applicable.

10Service Providers

We may use third-party companies to support our business operations.

These providers may assist with:

Where appropriate, we require service providers to maintain reasonable safeguards and use information only for authorized purposes.

• Website hosting
• Cloud infrastructure
• Cybersecurity
• Email
• Customer relationship management
• Business communications
• Analytics
• Payment processing
• Document management
• IT support
• Software systems
• Other operational functions.

11Legal and Regulatory Disclosures

We may disclose information where reasonably necessary to:

Where legally permitted, we will limit disclosures to information reasonably necessary for the applicable purpose.

• Comply with applicable law
• Respond to lawful governmental requests
• Respond to subpoenas or court orders
• Protect the safety of individuals
• Investigate fraud
• Prevent abuse or misuse
• Protect our systems
• Enforce contractual rights
• Defend legal claims.

12Business Transfers

If ZechionMed is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction, information may be transferred as part of that transaction where legally permitted.

Any transferred information will remain subject to applicable privacy and confidentiality obligations.

13Data Security

ZechionMed maintains reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, use, alteration, disclosure, or destruction.

Security measures may include:

No electronic system or method of transmission can be guaranteed to be completely secure.

• Access controls
• Authentication
• Role-based access
• System monitoring
• Secure transmission
• Encryption where appropriate
• Workforce security procedures
• Vendor controls
• Backup procedures
• Incident response processes.

14Data Breach and Security Incidents

If ZechionMed becomes aware of a security incident involving personal information or PHI, we will assess and respond to the incident according to applicable law, contractual obligations, and our security procedures.

Where HIPAA applies, breach notification obligations will be governed by applicable HIPAA requirements and the applicable BAA.

For website information that is not PHI, applicable federal and state breach-notification laws may apply depending on the circumstances.

15Data Retention

We retain information for as long as reasonably necessary to:

Retention periods may differ depending on the type of information and the purpose for which it is maintained.

When information is no longer required, we may securely delete, destroy, anonymize, or otherwise dispose of it in accordance with applicable requirements.

• Provide Services
• Maintain business records
• Fulfill contractual obligations
• Comply with legal and regulatory requirements
• Resolve disputes
• Enforce agreements
• Maintain security
• Protect our legitimate business interests.

16Your Privacy Choices

Depending on your location and applicable law, you may have certain rights regarding personal information.

These rights may include the ability to:

Certain information may be exempt from deletion or other requests because of legal, contractual, security, healthcare, or regulatory requirements.

• Request access to certain personal information
• Request correction of inaccurate information
• Request deletion of certain information
• Request information about how personal information is used
• Object to certain processing
• Request restriction of certain processing
• Withdraw consent where processing is based on consent
• Request information about disclosures where applicable.
• Not every right applies in every circumstance.

17U.S. State Privacy Rights

Certain U.S. states provide residents with specific privacy rights.

Depending on the applicable state law and whether the law applies to ZechionMed's processing activities, residents may have rights concerning access, correction, deletion, portability, or other forms of privacy control.

Healthcare information and information governed by HIPAA may be subject to specific exemptions or different requirements under applicable state privacy laws.

If you believe a state privacy law applies to your request, contact us using the information provided below.

We will evaluate requests according to applicable law.

18California Privacy Rights

If California privacy law applies to you and ZechionMed is subject to the applicable requirements, California residents may have additional privacy rights.

These may include rights relating to:

Certain healthcare-related information and PHI may be exempt from portions of California privacy laws depending on the circumstances.

Requests should be submitted using the contact information provided below.

• Access
• Correction
• Deletion
• Information about categories of personal information collected
• Information about certain disclosures or uses
• Limiting certain uses where applicable.

19Children's Privacy

Our website and Services are for business, healthcare organizations, professionals and adults.

We do not knowingly ask children under 13 to provide personal information directly to us.

If you think a child has given us personal information through the website, you should contact us to discuss how you can handle the information.

20International Visitors

ZechionMed primarily provides business services to organizations in the United States.

Your visit to our website may cause information to be processed in the United States, or any other country where our service providers are present.

Use of our website indicates that information may be processed across borders in accordance with the relevant legal conditions.

If applicable according to Law, ZechionMed will process requests in line with the aforementioned.

21Links to Other Websites

All links on our website to third party websites, platforms or services are provided for your convenience.

ZechionMed has no control over the privacy policies, practices, security or content of third-party web sites.

Users are encouraged to read the privacy policies of third party websites prior to providing personal information.

22Email and Business Communications

If you contact ZechionMed, we may use your contact information to respond to your inquiry and manage the business relationship.

Where legally permitted, we may also send information about:

You may opt out of non-essential marketing communications by using the unsubscribe mechanism included in the communication or contacting us directly.

Service-related and transactional communications may continue where necessary.

• Services
• Company updates
• Industry information
• Business announcements
• Relevant educational resources.

23Do Not Track

Some web browsers offer “Do Not Track” signals.

Because there is currently no universally consistent standard for responding to all such signals, our website may not respond to every browser-based Do Not Track preference.

Where applicable law requires recognition of a browser-based privacy signal, we will follow the applicable requirements.

24Automated and AI-Assisted Processing

ZechionMed may use automation, analytics, and AI-assisted technologies to support certain business and administrative processes.

Such technologies may be used for purposes such as:

Where PHI is involved, applicable HIPAA requirements, the BAA, Client instructions, and appropriate contractual safeguards govern the processing.

We do not use automated technology to provide medical diagnosis or treatment.

• Workflow automation
• Data organization
• Reporting
• Quality checks
• Operational analytics
• Revenue cycle analysis
• Administrative support.

25Accuracy of Information

We rely on users and Clients to provide accurate information.

If you are aware of information that is inaccurate that is related to your business relationship with ZechionMed you can contact us to request that it be corrected where appropriate.

Some records may be kept in their original format if necessary for legal, regulatory, audit, contractual and/or operational requirements.

26Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in:

When we make changes, we will update the “Last Updated” date at the top of this page.

Material changes may be communicated through appropriate website notices or other reasonable methods where required.

• Laws and regulations
• Privacy requirements
• Technology
• Security practices
• Business operations
• Services
• Data-processing activities.

27Contact Us About Privacy

If you have questions about this Privacy Policy or would like to submit a privacy request, please contact:

Privacy Contact: [Insert Privacy Email] General Email: [Insert Official Email] Phone: [Insert Official Phone Number] Website: [Insert Official Website URL]

When submitting a privacy request, please provide sufficient information for us to understand and process your request.

We may need to verify your identity before fulfilling certain requests.

• ZechionMed Medical Billing & Coding Services Wilmington, Delaware, USA

28Related Privacy and Compliance Documents

This Privacy Policy should be read together with other ZechionMed policies and agreements, where applicable:

The BAA governs PHI-related obligations when ZechionMed acts as a Business Associate for a healthcare-provider Client.

• Terms & Conditions
• Business Associate Agreement (BAA)
• Data Security & Privacy Policy
• Cookie Policy
• Refund & Cancellation Policy
• Service Level Agreement (SLA)
• Accessibility Statement

29Important Privacy Notice

ZechionMed is committed to protecting personal and healthcare-related information entrusted to us. Our website is primarily intended for business inquiries and healthcare-service information. Please do not submit Protected Health Information or other sensitive patient information through public website forms or unsecured communication channels. Where ZechionMed processes PHI on behalf of a healthcare-provider Client, applicable HIPAA requirements and the Business Associate Agreement govern that processing.

Last Updated: August 16, 2026

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