Privacy Policy

Who we are and what this covers

ZahaMed Solutions LLC ("we," "us," or "our") operates zahamedsolutions.com. This policy explains how we handle information connected with this website, its inquiry forms, and authorized administrator access.

Medical billing services provided to a practice may involve separate agreements, confidentiality obligations, data-processing terms, and, where applicable, business associate arrangements. Those arrangements govern information handled as part of the agreed services. This website policy does not replace them.

Information you choose to share

When you send a general inquiry or request an audit, we collect your name, practice name, and email address. You may also provide a phone number, specialty, and message. A privacy inquiry asks for your name, email address, and the details needed to understand your request.

We also keep information needed to manage the inquiry, such as the page it came from, the submission time, and its follow-up status. If you contact us again, your correspondence may become part of the inquiry record.

Authorized administrator accounts involve account details, a protected password representation, and sign-in and session records. Administrator information is used to manage access to the website's internal tools.

Technical and security information

We receive technical information needed to deliver and protect the website and its services. This can include an IP address, request time, requested page, browser or device information, and information recorded by our hosting and infrastructure providers.

Our contact service records the source page and submitting IP address. It also checks signals such as submission timing, automated-form traps, and request frequency to reduce spam and abuse. Security systems may retain session and request-limit records.

How we use information

We use information to:

• Respond to inquiries, audit requests, and privacy questions.
• Discuss the services or support you ask about and manage related follow-up.
• Operate the website and give authorized staff access to inquiry and publishing tools.
• Detect spam, prevent unauthorized access, investigate problems, and protect the service.
• Meet applicable legal obligations and address legitimate disputes or requests.

Sending an inquiry is not an automatic newsletter subscription. Information collected through these forms is not collected for sale or for building targeted-advertising profiles.

Who may receive information

Authorized team members may access information needed to respond to you and manage the website. We use service providers for website hosting, API processing, database storage, technical security, and, when enabled, email delivery. An inquiry notification may include the details you submitted.

We may disclose information when reasonably necessary to comply with applicable law, respond to a valid legal request, protect people or the service, or address fraud and abuse. If our business is reorganized or transferred, relevant records may be transferred subject to applicable legal requirements and appropriate confidentiality protections.

Service providers may process information in locations different from yours. The applicable arrangements depend on the services and processing locations involved. Contact us if you have questions about a particular provider or location.

Cookies and tracking

The application uses an essential session cookie for authorized administrator sign-in. An administrator session expires after 12 hours unless it ends sooner, including when the administrator signs out. Blocking necessary cookies can prevent administrator access; ordinary public pages can be read without an administrator account.

We have not added advertising pixels or visitor analytics scripts to this version of the website. Hosting and infrastructure providers may generate operational logs and metrics or apply necessary security controls.

You can manage cookies through your browser. If optional analytics or advertising tools are introduced, we will update the relevant notices and provide choices or consent controls where required.

How long information is kept

Inquiry and correspondence records are kept as needed to respond, manage an ongoing business relationship, maintain relevant records, protect the service, and meet applicable legal obligations. The appropriate period depends on the purpose of the record, the history of the inquiry, and any legal or dispute-related need to retain it.

Administrator sessions and short-lived security records use expiration controls. Records in email systems, logs, and backups may follow the relevant provider's retention and recovery arrangements. Contact us to ask about retention or to request deletion of information relating to you.

Protecting information

We use access controls and technical safeguards intended to protect website information, including protected administrator sign-in and validation of submitted requests. Access is limited to authorized accounts and the providers needed to operate the service.

No website, transmission method, or storage system can guarantee absolute security. Use the contact page to report a concern, and avoid including sensitive records or credentials in the initial message.

Patient information and sensitive records

Do not submit patient names, dates of birth, insurance or member IDs, medical records, treatment details, payment-card information, passwords, or other sensitive records through public inquiry or privacy forms.

If an agreed service requires access to protected health information, the appropriate agreements and secure exchange arrangements must be established separately. A general website inquiry does not establish those arrangements.

If you believe sensitive information was submitted by mistake, contact us promptly. Describe the issue without sending the information again.

Your choices and privacy requests

You can choose not to provide optional information. Without the details needed to respond, we may be unable to handle an inquiry. You may ask us to correct your contact details or stop nonessential follow-up.

Depending on the laws that apply to you and the processing involved, you may have rights to request access, correction, deletion, restriction, objection, or a copy of certain information. Where processing relies on consent, applicable law may also provide a right to withdraw that consent. These rights can be subject to lawful exceptions.

Use our privacy inquiry form to describe your request. We may ask for information reasonably necessary to confirm your identity or authority before acting. We will handle requests in accordance with applicable law. Do not send identity documents, patient records, or account passwords in the initial request.

Where applicable, you may also raise a concern with the privacy regulator responsible for your location.

Children and other websites

This website is intended for professional and business audiences. It is not directed to children. If you believe a child has provided personal information through the website, contact us so we can review the situation.

Our pages may link to payer, government, or other external resources. Their own privacy notices and terms apply when you visit those websites.

Updates and contact

We may update this policy as the website, services, or applicable requirements change. The effective date above identifies the current version. Where required, we will provide additional notice of material changes.

Questions about this policy or your information can be sent to ZahaMed Solutions LLC through the privacy inquiry form. For a general service question, use our contact page.