Privacy Policy

1. Introduction

Valiant Lifecare Medical Solutions ("VLMS," "we," "us," or "our") is committed to protecting the privacy and security of personal and protected health information (PHI) that we process in the course of providing revenue cycle management, coding, and analytics services to healthcare providers, payers, and business partners.

This Privacy Policy describes how we collect, use, disclose, and protect information when you interact with our website, request our services, or when we process information on behalf of our clients as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA).

2. Information We Collect

2.1 Information You Provide Directly

• Contact details (name, email, phone, employer, job title) submitted via web forms, sales inquiries, or email.
• Business information shared during sales, onboarding, or support conversations.
• Documents or files you upload as part of a secure engagement.

2.2 Information Collected Automatically

• IP address, browser type, device identifiers, operating system, referring URL.
• Pages visited, time on site, and interactions recorded by analytics cookies (see Section 8).

2.3 Protected Health Information (PHI)

When engaged as a Business Associate, VLMS processes PHI strictly under the terms of a signed Business Associate Agreement (BAA). PHI is never collected, used, or disclosed for purposes outside the scope of the services described in that agreement.

3. How We Use Your Information

• To respond to inquiries, deliver proposals, and provision our services.
• To perform the revenue cycle, coding, analytics, or consulting services agreed with our clients.
• To improve our website, service quality, and customer experience.
• To comply with legal, regulatory, and contractual obligations — including HIPAA, ISO/IEC 27001, and applicable state privacy laws.
• To send operational communications, service updates, and (where permitted) relevant marketing material you can opt out of at any time.

4. Data Sharing & Disclosure

VLMS does not sell personal information. We share information only in the following circumstances:

• Service providers and subcontractors bound by written confidentiality, security, and HIPAA obligations.
• Clients and their authorized representatives, as required to perform the contracted service.
• Legal and regulatory authorities, when disclosure is required by law, subpoena, or court order.
• Successors in interest, in the event of a merger, acquisition, or sale of assets, subject to equivalent privacy protections.

5. Data Security

We maintain administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of information we process. These controls are aligned with HIPAA Security Rule requirements and the ISO/IEC 27001:2022 Information Security Management System standard, and include:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Role-based access controls, least-privilege provisioning, and multi-factor authentication.
• Continuous monitoring, vulnerability scanning, and annual third-party penetration testing.
• Documented incident response, breach notification, and business continuity procedures.
• Workforce security awareness and HIPAA training, refreshed annually.

6. Data Retention

We retain personal information and PHI only for as long as necessary to fulfill the purposes described in this policy, meet our contractual commitments, or comply with legal and regulatory retention requirements. Upon expiration of the applicable retention period, data is securely deleted or returned to the client in accordance with the governing BAA or service agreement.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or port personal information we hold about you, and to withdraw consent where processing is based on consent. To exercise any of these rights, contact us using the details in Section 11. We will respond within the timelines required by applicable law.

8. Cookies & Tracking Technologies

Our website uses first- and third-party cookies for essential operation, analytics, and (where enabled) marketing attribution. You can control cookie preferences through your browser settings. For details on categories, providers, and opt-outs, see our Cookie Policy.

9. Third-Party Links

Our website may link to third-party sites. VLMS is not responsible for the privacy practices of those sites, and we encourage you to read their privacy notices before providing information.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. The "Effective date" above reflects the most recent revision. Material changes will be communicated through our website or direct notice where appropriate.

11. Contact & Complaints

For privacy questions, access requests, or to report a concern, contact our Privacy Officer at privacy@valiantlifecare.com or through our contact page. If you believe your privacy rights have been violated, you may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights.