Privacy Notice

Information we collect

Practice submissions include business contact information and operational requirements such as practice size, state, EHR, payer mix, desired services, timing, and approximate collection range. Vendor submissions include business contact details, capabilities, service areas, pricing model, and verification status.

We also maintain matching decisions, accept-or-decline responses, email-delivery events, communication preferences, and limited technical records needed to secure and operate the service.

No patient or clinical information

Do not submit patient names, diagnoses, treatment information, dates of birth, claim identifiers, medical records, or other patient-level information. BillerFit is not designed to receive protected health information and does not use patient data to make matches.

If patient or clinical information is discovered, we will restrict access, assess deletion and any notification obligations, and contact the submitting business when appropriate. Do not use BillerFit as a clinical, billing-record, or claims system.

How information is used

• Validate business submissions and prevent misuse.
• Score compatibility using the published matching factors.
• Send a redacted opportunity to compatible, participating vendors.
• Introduce the parties only after a vendor accepts the opportunity.
• Operate, secure, troubleshoot, and evaluate the public pilot.
• Honor email pauses, removal requests, and delivery suppressions.

Sharing and service providers

A vendor initially receives only a redacted practice summary. The practice name and business contact details are disclosed to that vendor only after it accepts. The vendor's business contact details are then disclosed to the practice.

Operational providers may process information for infrastructure, database hosting, domain and email forwarding, inbox services, and email delivery. Current providers include Cloudflare, OpenAI Sites, Namecheap, Google, and Resend. They may process limited technical data under their own service terms.

BillerFit does not sell personal information, use it for targeted advertising, or let payment change compatibility scoring.

Retention

• Unverified vendor profiles are scheduled for deletion after 30 days if verification is not completed.
• Practice requests, match decisions, and response records are retained for up to 12 months after submission or closure.
• Active vendor profiles are retained while the vendor participates. Eligible removal requests are completed within 30 days after review.
• Minimal suppression and opt-out records may be kept as long as necessary to avoid sending unwanted or unsafe email.

A record may be retained longer when reasonably necessary for security, fraud prevention, dispute resolution, or legal obligations.

Your choices

Vendors can use the preference link in an opportunity email to pause future opportunities or request profile removal. Anyone may request access, correction, or deletion of eligible business contact information by emailing support@billerfit.com. We may verify the requester's authority before acting.

Security and changes

We use access controls, data minimization, signed action links, authenticated email delivery, and delivery suppression controls. No system can guarantee absolute security.

Material changes will be reflected by a new effective date. Contact support@billerfit.com with privacy questions, or write to BillerFit at 32E Babcock St #1134, Bozeman MT 59715.