Privacy Policy
Effective Date: August 13, 2025
Last Updated: August 13, 2025
Rapid Response (“we,” “our,” “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, interact with us online, or use our services. This policy is tailored for a medical billing and coding services provider and references applicable HIPAA obligations where relevant.
1. Information We Collect
- Personal Information You Provide: Name, email address, phone number, practice details, and other contact information submitted via forms or consultations.
- Billing & Service Information: Information required to provide medical billing and coding services, which may include Protected Health Information (“PHI”) as defined by HIPAA when we act as a Business Associate.
- Website & Usage Data: IP address, device identifiers, browser type, pages viewed, time on site, and referring URLs collected via cookies and similar technologies.
- Communications: Messages, notes from discovery calls, support interactions, and preferences.
2. How We Use Information
- Delivering, administering, and improving our medical billing and coding services.
- Responding to inquiries, scheduling consultations, and providing support.
- Processing payments and managing client accounts.
- Complying with laws and regulations, including HIPAA where applicable.
- Monitoring website performance, analytics, and fraud prevention.
3. HIPAA Compliance (When Applicable)
When our services involve PHI, we act as a HIPAA Business Associate and will execute a Business Associate Agreement (BAA) with covered entity clients. We implement administrative, physical, and technical safeguards; limit access to authorized personnel; and use or disclose PHI only as permitted by our agreements and applicable law.
4. How We Share Information
- Service Providers: Vendors that support our operations (e.g., secure hosting, payment processing, analytics) under appropriate confidentiality and, where required, HIPAA-aligned agreements.
- Legal & Compliance: When required by law, regulation, or legal process, or to protect our rights and the security of our services.
- No Sales of Personal Information: We do not sell or rent personal information.
5. Data Security
We use industry-standard measures designed to protect information against unauthorized access, disclosure, alteration, and destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. Your Rights
Depending on your location, you may have rights to access, correct, update, delete, or restrict certain uses of your personal information, and to receive a portable copy of certain data. You may also have the right to opt out of certain processing such as targeted advertising or sale/sharing of personal information (where applicable).
If you are a client with a BAA in place, requests related to PHI will be handled in accordance with HIPAA and our agreement.
7. Cookies & Tracking Technologies
We use cookies and similar technologies to operate our site, measure performance, and improve user experience. You can manage cookies through your browser settings; disabling cookies may affect site functionality.
8. Third-Party Links
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.
9. Data Retention
We retain information for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Retention for PHI follows HIPAA and contractual requirements.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted here with a revised Effective Date.