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Privacy Policy

Effective Date: May 25, 2025

At DearBill Inc. (“DearBill”, “we”, “us”, or “our”), protecting your privacy is our highest priority. This Privacy Policy explains how we collect, use, and protect your personal information — especially any health-related or billing data — when you use our website, mobile application, and associated services (together, the “Services”).

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We understand that your medical and financial information is sensitive. That’s why we design our systems to be secure, transparent, and compliant with applicable privacy regulations, including the Health Insurance Portability and Accountability Act (HIPAA) where applicable.

1. Information We Collect

We collect information that may directly or indirectly identify you (“Personal Data”), including health-related information, in the following ways:

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A. Information You Provide

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  • Uploaded Documents: Medical bills, insurance policy documents, Explanation of Benefits (EOBs), or other files you submit for analysis.

  • AI Chat/Appeal Inputs: Information you enter through our chat interface, including case details, questions, and data used to generate appeal letters.

  • Contact Details: Your email address, name, and any other identifying details you provide when creating an account, purchasing a service, or contacting us.

  • Payment Information: When you pay for our services (e.g., downloading a custom appeal report), payment data is securely processed by our third-party payment processors. We do not store full credit card numbers on our servers.

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B. Information We Collect Automatically

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  • Usage Data: Interactions within the app, including clickstream data, timestamps, and user navigation patterns.

  • Technical Data: Your IP address, browser type, operating system, device identifiers, and error logs.

  • Cookies and Tracking: We use cookies and similar technologies for functionality, session continuity, and analytics. You may adjust cookie preferences via your browser settings.

2. How We Use Your Information

We use your Personal Data to:

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  • Analyze medical bills and insurance documentation;

  • Identify potential billing errors or coverage mismatches;

  • Generate appeal letters or cost-saving recommendations;

  • Respond to your support inquiries and requests;

  • Improve and personalize our services and AI models;

  • Maintain system integrity and user security;

  • Comply with legal obligations and enforce our Terms of Use.

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We may aggregate or anonymize data for product development, internal research, and AI model training. Aggregated or anonymized data does not identify you personally.

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3. Data Protection & Security

We apply rigorous safeguards to protect your data:

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  • Encryption: All uploaded documents, messages, and files are encrypted in transit and at rest using protocols such as TLS 1.2+ and AES-256.

  • Access Controls: Access to your data is strictly limited to authorized systems and personnel, only when necessary to operate or support the Services.

  • Anonymization & Minimization: When used for internal research or AI model improvement, all data is stripped of personally identifying details. We collect only what is needed to provide the service.

  • Data Deletion: You may request the deletion of your uploaded data and account at any time by contacting support. We will delete your files from our systems within a reasonable timeframe, typically within 72 hours.

 

⚠️ Important: While we take every precaution to protect your data, no system is 100% immune to risk. Please avoid uploading unnecessary sensitive data such as Social Security Numbers or unrelated personal files.

4. HIPAA Compliance

DearBill follows HIPAA-compliant data handling practices, including:

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  • End-to-end encryption

  • Business Associate Agreements (BAAs) with infrastructure partners

  • Data minimization and anonymization

  • Regular access monitoring and audit logging

 

While DearBill is not a healthcare provider, we treat all uploaded billing and insurance data with the same level of protection required under HIPAA to ensure your privacy and peace of mind.

5. Your Rights & Choices

You have the right to:

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  • Access the data we store about you

  • Correct inaccurate information

  • Request deletion of your data

  • Withdraw consent for data processing (where applicable)

  • Contact us with any concerns about data use or privacy

 

To exercise your rights, please email us at [privacy@dearbill.app].

6. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. When we do, we will revise the "Effective Date" at the top. For significant changes, we may notify you by email or in-app message.

7. Contact Us

If you have any questions about this policy or how we protect your data, please contact:

https://www.dearbill.app/

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