Privacy Policy

Effective Date: September 1, 2026

PRIMAX BILLING SOLUTIONS LLC (“Primax Billing Solutions,” “Primax,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the confidentiality, privacy, and security of information entrusted to us.

This Privacy Policy explains how we collect, use, retain, protect, and disclose information through our website, communications, and medical billing and Revenue Cycle Management (RCM) services.

1. Information We Collect

Depending on how you interact with Primax Billing Solutions, we may collect information that you voluntarily provide, including:

Name
Business or medical practice name
Email address
Telephone or mobile phone number
Professional or business information
Information submitted through website contact or inquiry forms
Information provided during telephone, email, or other business communications
Information necessary to provide medical billing, RCM, credentialing, scheduling, administrative, or related services

When providing services to healthcare practices, we may also receive or have authorized access to information necessary to perform our contracted services, including patient, insurance, billing, and healthcare-related information.

2. Website Contact and Inquiry Information

When you contact Primax Billing Solutions LLC through our website, contact forms, email, or other online communication methods regarding our services, we may collect and retain the information you voluntarily provide, such as your name, practice or business name, email address, telephone number, and information about your service inquiry.

We retain this information for legitimate business purposes, including responding to your inquiry, communicating with you, providing information about our services, following up on your request, maintaining business records, and establishing or managing a potential or existing business relationship.

We will not sell, rent, or otherwise disclose personal information submitted through our website to unrelated third parties for their own marketing or promotional purposes.

We may disclose information when reasonably necessary to provide our services, operate our website or business, comply with applicable law, respond to legal requests, protect our rights or security, or as otherwise described in this Privacy Policy.

Information submitted through our website will be retained only for as long as reasonably necessary for the purposes described in this Privacy Policy, subject to applicable legal, contractual, and business recordkeeping requirements.

If you subsequently become a client of Primax Billing Solutions LLC, information provided through the website may become subject to additional contractual confidentiality, privacy, security, and data-protection requirements applicable to our client relationship.

3. How We Use Information

We may use information we collect to:

Respond to inquiries and requests
Communicate with current and prospective clients
Provide medical billing and Revenue Cycle Management services
Perform charge entry, claims processing, payment posting, denial management, accounts receivable follow-up, credentialing, scheduling, and related administrative services
Communicate with insurance companies, clearinghouses, healthcare providers, and other authorized parties as instructed by our clients
Provide customer support
Schedule or coordinate communications
Improve our website, services, and customer experience
Send service-related communications
Send marketing, promotional, or sales communications where permitted and where appropriate consent has been obtained
Maintain business and contractual records
Comply with applicable legal, regulatory, contractual, and security requirements

4. Healthcare Client and Patient Information

Primax Billing Solutions provides medical billing and RCM services to healthcare practices. In performing these services, a healthcare client may provide or authorize Primax to access information relating to its patients.

Depending on the services requested, this information may include:

Patient names and demographic information
Patient contact information
Insurance and eligibility information
Insurance member and policy information
Claims and billing information
Payment and account information
Medical or clinical information when reasonably necessary for billing or related services
Provider and credentialing information
Information contained within electronic health records (EHR/EMR)
Practice-management and billing-system information
Information available through authorized payer portals and clearinghouse systems

Primax accesses and uses such information only as reasonably necessary to perform the services authorized by the healthcare client and in accordance with applicable contractual and legal requirements.

5. EHR, Billing Software, Payer Portals, and System Access

To perform medical billing and RCM services, healthcare clients may provide Primax with authorized access to systems that may include:

EHR/EMR systems
Practice-management and medical billing software
Clearinghouse platforms
Insurance payer portals
Provider credentialing systems
Scheduling and administrative systems
Other technology platforms required to perform contracted services

Primax will use such access only for authorized business purposes and will take reasonable measures to protect account credentials and information accessed through these systems.

Where technically and operationally feasible, clients should provide individual authorized user accounts rather than sharing personal administrator credentials.

Primax does not intentionally access systems or information beyond the scope necessary to perform the services authorized by the client.

6. Protected Health Information (PHI) and HIPAA

When Primax Billing Solutions handles Protected Health Information (PHI) on behalf of a healthcare provider or other covered entity, Primax will handle such information in accordance with applicable contractual obligations and applicable privacy and security requirements.

Where required, Primax may enter into a Business Associate Agreement (BAA) with the healthcare client.

The BAA and applicable agreements may establish additional requirements regarding the use, disclosure, protection, retention, and return or destruction of PHI.

Primax will use PHI only as permitted by the applicable agreement, the client’s instructions, and applicable law.

Primax does not use patient information obtained through its healthcare clients for unrelated marketing or promotional purposes.

Individuals should not submit sensitive medical or Protected Health Information through a general website contact form unless specifically instructed to do so through an appropriate secure method.

7. Confidentiality and Data Security

Primax Billing Solutions uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, use, disclosure, alteration, or destruction.

Depending on the nature of the information and services involved, safeguards may include:

Access controls
User authentication
Role-based access where available
Confidentiality obligations for personnel
Secure electronic systems
Reasonable safeguards for data transmission and storage
Limiting access to information to authorized personnel
Maintaining appropriate privacy and security procedures
Procedures designed to identify and respond to suspected security incidents

No method of electronic transmission or storage can be guaranteed to be completely secure. While we take reasonable measures to protect information, we cannot guarantee absolute security.

8. Client Responsibilities

Healthcare clients are responsible for providing Primax with appropriate authorization and access necessary to perform contracted services.

Clients should:

Provide only the access necessary for the services requested
Maintain appropriate administrator and user controls
Notify Primax when access should be changed or terminated
Avoid sharing unnecessary credentials
Notify Primax promptly of suspected unauthorized access or security incidents
Maintain their own required privacy, security, and compliance policies

Primax will cooperate with clients regarding reasonable security and privacy requirements applicable to the services provided.

9. SMS/Text Messaging

If you voluntarily provide your mobile phone number and expressly consent to receive text messages from Primax Billing Solutions LLC, you agree to receive SMS/text messages regarding our services, sales, offers, and related business communications.

SMS Consent

For marketing SMS communications, Primax will obtain express consent before sending marketing text messages.

Consent may be obtained through an appropriate website form or verbally during a telephone call where the recipient is informed that they may receive SMS messages from Primax Billing Solutions LLC and expressly agrees to receive them.

Consent to receive SMS messages is not a condition of purchasing any product or service.

Message Frequency

Message frequency varies depending on your interactions with Primax Billing Solutions LLC and the type of communication.

Opt-Out

You may opt out of future SMS messages at any time by replying STOP to any message.

After receiving an opt-out request, Primax will process the request and discontinue future SMS marketing communications, except where a message is necessary to confirm the opt-out or as otherwise permitted by applicable requirements.

Help

For assistance or more information, reply HELP to an SMS message or contact Primax Billing Solutions LLC through our website or other available contact methods.

Message and Data Rates

Message and data rates may apply depending on your mobile carrier and mobile plan.

Mobile Information Privacy

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with third parties.

10. Sharing and Disclosure of Information

Primax may disclose information when reasonably necessary to:

Provide contracted services
Process medical billing and claims
Communicate with authorized insurance companies, clearinghouses, healthcare providers, and other authorized parties
Use service providers necessary to operate our website and business
Comply with applicable laws, regulations, court orders, or legal processes
Protect the rights, safety, property, and security of Primax, our clients, patients, or others
Detect or prevent fraud, abuse, or security threats

Primax does not sell patient information.

Primax does not share mobile phone numbers or SMS opt-in/consent information with third parties or affiliates for their own marketing or promotional purposes.

11. Data Retention

Primax retains information for as long as reasonably necessary to provide services, maintain business and contractual records, satisfy legal or regulatory obligations, resolve disputes, enforce agreements, and protect our legitimate business interests.

For healthcare client information and PHI, retention and return or destruction requirements may also be governed by the applicable client agreement and Business Associate Agreement.

When information is no longer required and can be lawfully disposed of, Primax will use reasonable measures to securely delete, destroy, or otherwise dispose of the information.

12. Cookies and Website Technologies

Our website may use cookies and similar technologies to operate the website, remember preferences, understand website traffic, improve functionality, and analyze website usage.

You may control cookies through your browser settings. Disabling certain cookies may affect the functionality of portions of the website.

13. Third-Party Websites and Services

Our website may contain links to third-party websites or services.

Primax Billing Solutions is not responsible for the privacy practices, security, or content of third-party websites.

We encourage users to review the privacy policies and terms of third-party websites before providing personal information.

14. Children’s Privacy

Our website and services are intended primarily for businesses, healthcare professionals, and adults.

We do not knowingly collect personal information from children under the age of 13 through our website.

15. Your Privacy Choices

Depending on applicable law, you may have rights regarding certain personal information, including rights to request access, correction, or deletion of information.

You may also opt out of marketing communications by following the instructions provided in those communications.

For SMS communications, reply STOP to opt out or HELP for assistance.

16. Changes to This Privacy Policy

Primax Billing Solutions LLC may update this Privacy Policy periodically to reflect changes in our business practices, services, technology, legal requirements, or privacy practices.

When we make changes, we will update the Effective Date at the top of this Privacy Policy.