Privacy Policy

Last Updated: April 17, 2024

1. General Statement

This Privacy Policy of SystemsTX, LLC (hereinafter “we,” “us,” “SystemsTX,” or “our”) applies to the personal information we collect from individuals who visit our websites (“Visitors”) and individuals acting on behalf of a business entity (“Customer Representatives”) who visit or utilize SystemsTX’s websites and VerifyTX™ software applications (collectively, the “Services”). “You” is used generally in this Privacy Policy and can refer to a “Visitor” or “Customer Representative” as the context requires.

This Privacy Policy does not address: (1) personal information that is collected by Customers (either with or without the use of the Services) regarding their prospective or current patients (“Patients”) or (2) the privacy practices of SystemsTX’s Customers who authorize SystemsTX to collect and process personal information of Patients. If you are a Patient: (1) please understand that SystemsTX and Customers (i.e., health care providers) are independent parties, and SystemsTX has no control over its Customers’ privacy practices; (2) the processing by SystemsTX of any Patient data is governed by Business Associate Agreements between SystemsTX and its Customers; (3) please review the privacy policy of the Customer (i.e., your health care provider) to understand the Customer’s practices; and (4) please direct any questions, concerns, or data rights requests to your health care provider.

This Privacy Policy explains:

• What personal information is collected through your use of the Services;
• How we use the information;
• Use of Cookies and similar technologies;
• How we share the information;
• The choices available to you regarding your information;
• How you can access and control your information;
• The security measures we use to reduce the risk of loss, misuse, unauthorized access, disclosure, and alteration of your information;
• Privacy policies of third party links;
• Retention of the information;
• How to contact us; and
• Changes to this Privacy Policy.

By using the VerifyTX™ software applications and services, you agree to the terms of this Privacy Policy.

2. Information We Collect From You

As used in this Privacy Policy, “personally identifiable information” or “personal information” is information that can be associated with a Visitor or Customer Representative, whether from the information alone or from a combination of other information that SystemsTX has or is likely to have access to. SystemsTX does not consider personal information to be information that is anonymous or aggregated so that it could no longer be used to identify a particular person.

We collect personal information from you that you provide to us directly and voluntarily, such as when you contact us through the “Contact Us” link on our website, request a demonstration, and register for and use our Services. Such personal information that you provide to us voluntarily may include, but is not limited to your name, physical address, email, telephone number, and payment card information.

For each health insurance verification request Customers submit to us for processing, our Services may store in our databases your user authentication information, your identity information, the Patient data you submit, and a date and time the request was submitted to us. This verification request information is used for providing you with health insurance verification information and may be used for improving our Services. For example, some of the verification request information may be used, in accordance with Section 4 of this Statement, to determine the amount of traffic through our Services and to perform other analytics.

If a verification request generates an error, we may also store information about the request for the purpose of diagnosing the potential problem and implementing a solution.

We may use your information to generate a healthcare insurance verification request using our Services, to determine usage of our Services, for compliance with HIPAA, for providing customer support, or for any of the Purposes identified in this section and in Section 4 of this Privacy Policy. Personally identifying information associated with the creation of a verification request will only be available on an as needed basis to SystemsTX or you. Any other data, such as aggregate totals of verification requests or non-personally-identifiable data, may be used by SystemsTX and disclosed to others, but will not identify you or the Individual.

We may automatically collect information about your use of our Services, including information from the electronic device that you use to access and use the Services, such as, device identifiers, MAC address, the type/model of the device, the device service provider and operating system, location information, computer and connection information, Internet Protocol (IP) address, browsing history, and web log information.

When you ask for customer support assistance or customer support assistance is reasonably necessary for your continued use of our Services, we may collect and store contact information that you provide, information about the customer support issue, and your user account information. We may also store any correspondence associated with the customer support assistance.

We may also supplement the information we collect from you with information from third-party sources, such as health insurance clearinghouses, in order to perform or improve the Services.

We collect other information, non-personally identifiable information, from users of our Services. This means that we do not track these items on an individual basis that identifies the users of our Services, but rather gather and collect this information on an aggregate basis that includes all such users. Non-personal information includes tracking web pages associated with our Services that are visited or the amount of time spent using our Services. Our primary goal in collecting aggregate information from you is to be able to perform metrics that allow us to improve the functionality of our Services. We collect aggregate information in order to track page visits and peak usage times for our Services, and to perform click-through analysis and web page layout re-design.

We may use session and persistent “cookies,” session logs, spotlight ads/web beacons/GIF/pixel tags, and third-party click tracking analytics tools to collect information about users of our Services, verify login credentials and track login utilization, and place cookies for targeted advertising purposes. An explanation for each of these items and how they work is included in Section 4 – How We Collect Information.

We operate social media pages on third party networks and have social media icons on our website. When you visit or link to our social media pages, data is processed both by us and the applicable social media provider. Social media providers are unaffiliated with us, and we are not responsible for the content or privacy practices of social media providers. Social media providers have their own terms of use and privacy policies, and we encourage you to review those policies whenever you visit their websites or interact with their platforms.

3. How We Use the Information We Collect

We collect, store, and use your information for the following purposes (“Purposes”):

1. To create your account and allow your use of our Services;
2. To provide you with the information and verifications that you request, and for any other purposes related to our Services and consistent with this Privacy Policy and any applicable laws;
3. To troubleshoot our Services, diagnose any technical issues, implementing solutions thereto, and provide other technical and customer support or respond to user inquiries;
4. To prevent fraud, security breaches, or other illegal activities or enforce our Website Terms of Use, Terms of Service, and other applicable agreements and policies;
5. To notify you of service updates or updates to our policies and terms;
6. For accounting, legal and compliance purposes and resolving disputes with you or third-parties;
7. To measure our Services and monitor traffic through our Services;
8. To customize the user experience;
9. To send you marketing communications and inform you about promotional activities or supplemental products and services;
10. To solicit input or feedback about our products and services;
11. To authenticate users and verify your personal information for accuracy, as may be necessary;
12. To generate analytics that improve our Services, content, and product offerings and services;
13. To track your usage of our Services;
14. To comply with legal requirements and our policies and/or use procedures reflected in the Terms of Use and Terms of Service;
15. To process fee payment for use of our Services or notify you of the status of your account; and
16. and for any other purposes related to our Services and consistent with this Privacy Policy and any applicable laws.

We use your mobile number to send you a confirmation text for authentication purposes when you register with us. By providing your mobile number, you are consenting to receive mobile messages at the phone number you provide to us. Message and data rates may apply. You must have a wireless device of your own, capable of two-way messaging, be using a participating wireless carrier, and be a wireless service subscriber with text messaging service. Check your phone capabilities for specific text messaging instructions. You consent to receive messages sent using an autodialer; however, the foregoing shall not be interpreted to suggest or imply that any or all of our mobile messages are sent using an automatic telephone dialing system. Please consult your mobile service carrier’s pricing plan to determine the charges for browsing data and sending and receiving mobile messages. Under no circumstances will we be responsible for any messaging or wireless charges incurred by you or by a person that has access to your wireless device or telephone number.

4. Use of Cookies and Similar Technologies

Information may be collected in connection with certain software and Internet-based tools, which are explained in more detail herein below.

A “cookie” is a small text file that helps us in many ways to make your use of our websites more enjoyable and meaningful to you. For example, cookies avoid you having to log in every time you come back to use our Services. They also allow us to tailor our Services or advertisements to better match your interests and preferences. There are a couple different types of cookies.

A “session” cookie is stored only in your computer’s working memory (RAM) and only lasts for your browsing session. When you close all your browser’s windows, or when you shut down your computer, the session cookie disappears forever.

A “persistent” cookie is stored on your computer’s hard drive until a specified date, which could be tomorrow, next week, or 10 years from now. Persistent cookies stay on your computer until either (a) they expire, (b) they are overwritten with newer cookies, or (c) you manually remove them. Most browsers can be configured not to accept cookies; however, this may prevent you from having access to some of our Services’ functions or features.

A “hash identifier” may be used for the purposes of cross-device tracking for targeted advertising.”

Our Services may use third-party click tracking analytics tools, among them Google Analytics, to capture click-through statistics.

You can deactivate Google Analytics using a browser add-on if you do not wish the analysis to take place. You can download the add-on here: https://tools.google.com/dlpage/gaoptout?hl=en.

Our Services may use spotlight ads/web beacons/GIF/pixel tags which are instrumentation tools that help us to determine, for instance, whether a page has been viewed or not and, if so, how many times. Emails or electronic newsletters we send may use tools (e.g., pixel tags or web beacons) to gather email metrics and information to improve the reader’s experience, such as how many of the emails are opened, if they were printed or forwarded, the type of device (e.g., mobile or PC) from which they were opened, and the city, state, and county associated with the applicable IP address. In general, any electronic image viewed as part of a webpage, including an ad banner, can act as a web beacon.

When you use our Services the server housing the pages may automatically generate a “session log.” We use session logs to help us determine how people travel through our Services. In this way, we can structure our pages so that the information most frequently visited is easier to find. By tracking page visits, we can also determine if the information we’re providing is being used. The data gathered may include the IP address from which you came, the website or software application that referred you, the pages you visited and the date and time of those visits.

Do Not Track Disclosure: We do not respond to Do Not Track browser settings.

5. How We Share Information

We may disclose your information to third-party service providers to perform services associated with our business, payment processing, bill collection, website operations, data analysis, e-mail delivery, hosting services, customer service, and to assist us in our marketing efforts.

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

We may disclose aggregate information (information about you and other users and your/their use of our Services collectively, but not personally identifiable) to our affiliates, partners, subsidiaries, subscribers, and other third parties for their benefit.

We may share your data with a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer, liquidation or other disposition of all or any portion of our business, assets or stock with such third party.

We may, at our discretion, disclose your information to our affiliates, partners, subsidiaries, or commonly owned or controlled companies. We may share such information as a normal part of conducting business and offering products and services to our customers.

We may disclose your personal information, without notice, if (1) we have a good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on SystemsTX, its affiliates or our Services; (b) protect and defend the rights or property of SystemsTX its affiliates or our Services; or (c) act under exigent circumstances to protect the personal safety of SystemsTX or affiliate personnel, users of the Services, or the public; or (2) if required to do so by law.

6. Your Choices

You have a choice about how we use some or all of your personal information to communicate with you, send you marketing information, provide you with a customized experience, and contact others for your benefit. You may withdraw your consent to use your personal information for such purposes by notifying us by email at support@verifytx.com, so that we may comply with your request. If you withdraw such consent, we may not be able to provide all of our Services to you.

If you no longer want SystemsTX to make active use of your information, you may inform us by contacting us at the email and/or physical address provided above. We will respond to your request within a reasonable time period. Please note that certain records, for example those pertaining to payments or customer service matters, may be retained for legal or accounting purposes.

On ads served, look for an AdChoices logo (the blue triangle) in the corner of the ad. Click the logo to learn who served the ad, and manage your ad options. You can also opt out of seeing personalized ads using the NAI opt out tool here. Please note you will still see ads even if you opt out, but they will not be personalized.

7. Access To and Control Over the Use of Your Information

We are committed to facilitate the exercise of your rights granted by the laws of your jurisdiction, which may include the right to request the correction, modification or deletion of your personal information and the right to opt out of the sale or sharing of your personal information (as applicable). We will do our best to honor your requests subject to any legal and contractual obligations.

To correct or update your personal information, contact us by email at support@verifytx.com, so that we may process your request. We will use reasonable efforts to correct any factual inaccuracies in your information.

The scope of access available for this request is for information stored in the database that holds the data for our Services. Any personal information that has been collected from you on other databases will not be accessible or changeable through the processing of this request.

Information that is collected by or sent to us may be stored and processed in the United States or any other country in which we or our affiliates, subsidiaries, or service providers maintain facilities. In this regard, or for purposes of sharing or disclosing data in accordance with this Privacy Policy, we reserve the right to transfer information outside of your country. By using our Services you consent to any such transfer of information outside of your country.

8. Security of Your Information

Safeguarding information of users of our Services is important to us. We use reasonable safeguards, systems, policies and procedures designed to maintain accuracy of information and to protect information from loss, misuse or alteration.

When you provide personal information, such as email address or telephone numbers, to us through our Services, we use “Secure Socket Layers” or SSL to protect your data. SSL is encryption technology that helps safeguard your personal information against misuse by unauthorized individuals.

All usernames and passwords that we store in our databases are encrypted.

Although we have taken measures to safeguard your personal information, we cannot guarantee or ensure the absolute privacy of your personally identifiable information. For example, we may be required by law to disclose information to government or law enforcement agencies. We may also be required to disclose personal information to legal authorities in the event of a complaint or legal action arising from your use of our Services. In addition, third parties may gain unlawful access to your information. Accordingly, although it is our practice to safeguard your personal information, we cannot guarantee that your personal information will remain private.

9. Privacy Policies of Third Party Links

Our Services may contain advertisements from companies other than SystemsTX or links to other websites, applications, or services. We encourage you to review the privacy policies of all services, applications or websites that you visit, including those whose links are provided so that you can understand how your information may be collected, used and shared by them. We are not responsible for the data collection and privacy statements, content or data handling practices on other applications or websites.

10. How Long is Your Information or Data Kept by SystemsTX, LLC

We will retain your information for as long as is necessary to: (1) fulfill any of the Purposes (as defined in Section 5 of this Privacy Policy), (2) comply with applicable legislation, regulatory requests and relevant orders from competent courts, or (3) as necessary to bring and defend claims.

11. Contacting Us

If you have any questions, comments or concerns about this Privacy Policy for our Services, our data collection and privacy practices, or have any questions regarding the content of our Services, please contact us by email at support@verifytx.com.

12. Changes to this Privacy Policy

Occasionally we may update this Privacy Policy for our Services in order to reflect any changes to our Services or our privacy practices. When we post changes to the Privacy Policy, whether at registration for our Services, within the interface for our Services, or by email or other communication method, we will update the “last updated” date at the top of this Privacy Policy. If there are material changes to this Privacy Policy or in how we will use your personal information, we will notify you either by prominently posting a notice of such changes or by directly sending you a notification. You agree that your continued use of our Services or associated websites or products after notice shall constitute your acceptance of the revised Privacy Policy. We encourage you to periodically review the Privacy Policy to be informed of how SystemsTX is collecting, using, and protecting your information.