Last Updated: December 8 2025
Company: Careflow Solutions

Careflow Solutions (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of all personal, medical, and business information we receive. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, services, and related platforms.

By accessing our website or using our services, you acknowledge and agree to the practices described in this Privacy Policy.

1. Introduction

We provide billing, administrative, credentialing, and support services to physical therapy clinics across the United States. As part of these services, we may receive or process personal and medical information. We handle all such information in accordance with applicable federal and state privacy laws.

2. Information We Collect

2.1 Information You Provide Directly

We may collect the following information when you contact us, request a quote, or use our services:

  • Name and contact information
  • Clinic or business details
  • Email address and phone number
  • Documents submitted through forms
  • Billing-related information
  • Credentialing documents
  • Any other information voluntarily provided

2.2 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address
  • Browser type and version
  • Device information
  • Pages visited and time spent
  • Cookies and tracking data (see Section 9)

2.3 Protected Health Information (PHI)

If you are a clinic or provider and submit PHI, we handle this information in accordance with applicable privacy regulations, including HIPAA-related requirements when applicable through Business Associate Agreements (BAAs).

3. How We Use Information

We use collected information to:

  • Provide billing, credentialing, and administrative services
  • Respond to inquiries and provide customer support
  • Improve our website and services
  • Process claims and maintain accurate records
  • Verify credentials and compliance
  • Communicate important updates
  • Maintain security and prevent fraud
  • Comply with federal and state laws

We do not sell personal or medical information under any circumstances.

4. Legal Basis for Processing

Where applicable, we process information under the following legal bases:

  • Consent
  • Performance of a contract (e.g., service agreements)
  • Compliance with legal obligations
  • Legitimate business interests

5. Information Sharing and Disclosure

We may share information only as needed for service delivery or legal compliance, such as:

  • With your explicit permission
  • With trusted service providers (e.g., billing processors, credentialing partners)
  • With regulatory bodies as required by law
  • As part of a Business Associate Agreement (for PHI)
  • In response to legal processes such as subpoenas

Third parties are required to protect your information and may only use it for the specific purpose contracted.

We never share or sell PHI or personal data for marketing.

6. Data Security

Careflow Solutions employs industry-standard administrative, technical, and physical safeguards to protect all personal and medical information, including:

  • Encryption of sensitive data
  • Secure access controls
  • Protected data storage
  • Employee confidentiality agreements
  • Regular system monitoring

However, no method of data transmission is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain information only as long as necessary to:

  • Provide services,
  • Comply with legal and contract requirements,
  • Resolve disputes, or
  • Maintain accurate business records.

Retention periods vary based on the type of data and applicable regulations.

8. Your Rights

Depending on your jurisdiction, you may have rights to:

  • Access your information
  • Request corrections
  • Request deletion (unless restricted by law)
  • Request limits on data use
  • Request copies of your records
  • Withdraw consent

You may contact us anytime at [insert company email] to exercise your rights.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Improve website performance
  • Analyze visitor activity
  • Enhance user experience

You may disable cookies through your browser settings, but some features may not function properly.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for their privacy practices. We encourage reviewing the privacy policies of any third-party site before providing personal information.

11. Children’s Privacy

Our services are not directed to children under 13. We do not knowingly collect information from minors. If such information is discovered, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated “Last Updated” date. Continued use of our website or services constitutes acceptance of the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or need to request access, corrections, or other privacy-related rights, please contact us.