Privacy Policy
Effective date: [October 21st, 2025]
This Privacy Policy describes how [Avika Billing Solutions, LLC] (“Avika,” “we,” “us”) collects, uses, and shares personal information in connection with our websites, applications, and services (the “Services”).
1. Information We Collect
| Category | Examples | Source |
|---|---|---|
| Account & Contact | Name, email, phone, address, practice name | You or your provider |
| Payment | Masked card/ACH details, transaction IDs, billing amount/metadata | Payment processor (e.g., Authorize.Net) and you |
| Technical | IP, device/browser, cookies, usage logs | Automatically via your device |
| Support/Communications | Messages, attachments, form submissions | You |
2. How We Use Information
- Provide, secure, and maintain the Services (including payment processing and fraud prevention).
- Respond to inquiries and provide support.
- Comply with legal, regulatory, and contractual obligations.
- Improve and analyze the Services (usage analytics, quality, performance).
- Communicate important notices (e.g., receipts).
3. Payment Processing
We use third-party processors (e.g., Authorize.Net) to handle payment transactions. We do not store full card numbers or full bank account numbers on Avika servers. Processor privacy and security practices apply in addition to this Policy.
4. Cookies & Analytics
We may use cookies or similar technologies to analyze usage. You can control cookies via your browser settings.
5. Sharing of Information
- Service Providers: Hosting, payment processing, email delivery, analytics, and security vendors.
- Providers/Practices: When facilitating medical billing on their behalf.
- Legal/Compliance: To comply with law, enforce terms, or protect rights, property, or safety.
- Business Transfers: In connection with a merger, acquisition, or asset sale.
6. PHI & HIPAA
To the extent our Services involve protected health information (“PHI”) in connection with participating practices, we implement safeguards consistent with our role and applicable agreements. We process PHI as a service provider/business associate where required by contract, and access is limited to authorized personnel with a need to know.
7. Data Security
We employ administrative, technical, and physical safeguards (e.g., encryption in transit via TLS, access controls, logging). No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
8. Data Retention
We retain information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods may vary by record type.
9. Your Choices & Rights
- Access/Update: Request a copy or correction of your information.
- Delete: Request deletion where applicable law permits.
- Opt-Out: Manage non-essential communications.
To make a request, contact us at [billing@avika-bs.com]. We may need to verify your identity.
10. Children’s Privacy
Our Services are not directed to children under 13, and we do not knowingly collect personal information from them.
11. Changes to This Policy
We may update this Policy from time to time. We will post changes here with a new effective date.
12. Contact Us
Questions or requests about this Policy? Email [billing@avika-bs.com] or submit a contact form.
This Privacy Policy is for general informational purposes and does not constitute legal advice.