Privacy Policy
Introduction
WhiteAce Healthcare Solutions LLC (“WHS,” “we,” “us,” or “our”) respects your privacy. This policy explains what personal information we collect through our website, whs-rcm.com, and our business communications, how we use and share it, and the choices you have.
WHS is a Wyoming limited liability company that provides medical billing and revenue cycle management services to healthcare providers in the United States. WHS is the trading name of WhiteAce Healthcare Solutions LLC.
This policy covers personal information about:
- Visitors to our website
- Prospective clients and their staff who contact us, book an appointment, or receive our outreach
- Business contacts, vendors, and partners
This policy does not cover protected health information (PHI) we process on behalf of client healthcare providers. That information is governed by HIPAA and by the Business Associate Agreement we sign with each client, as described in the Protected health information section below.
By using our website or communicating with us, you acknowledge the practices described in this policy.
Information we collect
We collect only the information we need to respond to you, provide our services, and run our business.
Information you give us
- Contact and booking forms: name, practice or company name, job title, email address, phone number, specialty, number of providers, and any message you send.
- Newsletter sign-ups: your email address.
- Calls, emails, and text messages: what you share when you communicate with our team.
- Client onboarding: business details such as legal name, tax ID, NPI numbers, billing contacts, and payment details for our invoices.
Information collected automatically
- Device and usage data: IP address, browser and device type, pages visited, the website that referred you, and time spent on pages.
- Cookies and similar technologies: see the Cookies and analytics section below.
Information from other sources
- Business contact information about healthcare practices and their staff, such as names, job titles, work email addresses, and business phone numbers. We obtain this from public sources, including practice websites, professional directories, and public provider registries, and from business contact data providers. We use it to identify and contact practices that may benefit from our services.
How we use information
We use personal information to run our business and serve our clients, never to sell it. Specifically, we use it to:
- Respond to inquiries and schedule consultations and free billing audits
- Provide, manage, and improve our services, onboard new clients, and send invoices
- Contact healthcare practices about our services by phone, email, and text message, with an option to opt out at any time
- Send newsletters to people who have subscribed
- Operate, secure, and improve our website and understand how visitors use it
- Train and supervise our team and review call quality
- Comply with legal obligations, enforce our agreements, and prevent fraud or misuse
Protected health information
We handle patient information only under a signed Business Associate Agreement with each client healthcare provider. When we provide billing services, providers share patient information with us that is protected health information (PHI) under HIPAA, and WHS acts as their business associate.
- We use PHI only to perform the services each client has engaged us for.
- We never sell PHI or use it for marketing.
- We apply the administrative, physical, and technical safeguards required by the HIPAA Security Rule.
- Patients with questions about their health information should contact their healthcare provider, whose Notice of Privacy Practices explains their rights.
Our website does not collect PHI. Please do not submit patient information through our contact forms, newsletter sign-up, email, or text messages.
Phone calls, call recording, and text messages
We never share your mobile number or text-message consent with anyone for marketing.
Call recording. Calls with our team may be recorded for quality assurance, training, and record-keeping. We tell you at the start of a call when it is being recorded.
Text messages. If you give us your mobile number and agree to receive text messages, we may send messages about consultations, appointments, and our services. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Agreeing to receive text messages is not a condition of any purchase.
No sharing of mobile information. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from all information sharing described in this policy and will not be shared with any third parties.
No patient information by text. Text messages are not a secure channel for protected health information. Please do not send patient details to us by text.
How we share information
We do not sell personal information, and we do not share it with third parties for their own marketing. We share it only in these situations:
- Service providers that help us run our business, such as website hosting, email, phone and text-messaging platforms, scheduling, customer relationship management, and accounting. Our contracts limit their use of the information to the services they provide to us.
- Our clients, when needed to perform the services they have engaged us for.
- Legal and safety reasons, when required by law, subpoena, or court order, or to protect the rights, property, or safety of WHS, our clients, or others.
- Business transfers, if WHS is involved in a merger, acquisition, financing, or sale of assets. The information would remain subject to this policy.
- With your consent, or at your direction.
International processing
WHS works with team members and service providers located both inside and outside the United States. Your information may be accessed, stored, or processed in countries other than the one where you live, which may have different data protection laws.
Wherever information is processed, we protect it as described in this policy. Team members who may access PHI are bound by written confidentiality obligations and by the same HIPAA requirements that apply to WHS under our Business Associate Agreements.
Cookies and analytics
Our website uses cookies and similar technologies to make the site work and to understand how visitors use it.
- Essential cookies keep the site and its forms working. They cannot be switched off.
- Analytics cookies show us which pages are visited and how people find the site, so we can improve it. We may use third-party analytics services for this.
You can block or delete cookies in your browser settings, though some parts of the site may then not work properly. Some browsers send “Do Not Track” signals. Because there is no common standard for these signals, our website does not currently respond to them.
Data security and retention
Security. We use administrative, technical, and physical safeguards designed to protect personal information. These include encryption in transit, unique user accounts, access limited to team members who need the information, and regular staff training. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
Retention. We keep personal information only as long as we need it for the purposes in this policy:
- Inquiries and prospect records: while we are in contact with you and for a reasonable period afterward, unless you ask us to delete them.
- Client business records: for the length of our engagement and as long as tax, accounting, and legal requirements demand.
- PHI: returned or destroyed at the end of a client engagement, as set out in the Business Associate Agreement.
Your choices and rights
You can stop our marketing at any time and ask what we hold about you.
- Email: use the unsubscribe link in any marketing email, or contact us.
- Text messages: reply STOP to any message from us.
- Phone calls: ask any team member to stop calling, and we will add your number to our internal do-not-call list.
- Cookies: adjust your browser settings.
Access, correction, and deletion. You may ask us what personal information we hold about you, and ask us to correct or delete it. Depending on the state where you live, you may have additional rights under state privacy laws, such as the right to appeal our decision on your request. We will not discriminate against you for exercising your rights.
To make a request, email info@whs-rcm.com with the subject line “Privacy Request.” We will verify your identity before acting and respond within the time required by applicable law. We may keep information where the law requires it.
For questions about PHI, please contact your healthcare provider. We will help them respond as our Business Associate Agreement requires.
Children, third-party links, and changes
Children’s privacy. Our website and services are for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.
Third-party links. Our website may link to other sites, such as LinkedIn. We are not responsible for their privacy practices, so please review their policies.
Changes to this policy. We may update this policy from time to time. We will post the updated version on this page with a new effective date and highlight significant changes on our website.
Contact us
For questions or requests about this policy, contact:
WhiteAce Healthcare Solutions LLCRegistered office: 30 N Gould St Ste N, Sheridan, WY 82801, United States
Email: info@whs-rcm.com
Phone: +1 (307) 364-6089