Privacy Policy

Effective Date: January, 2026

Billgenix, Inc. (“Billgenix,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, platform, and services (collectively, the “Services”), and your rights in relation to that data.

This Policy applies to personal information collected through our website [www.billgenix.com], applications, and communications, and covers both online and offline interactions with Billgenix where this Policy is made available.

1. Scope of Our Services

Billgenix is a centralized workers’ compensation platform designed for California-based medical providers, supporting billing, EDI submissions, reimbursement, compliance, and lien recovery workflows. Our software works in tandem with your existing billing systems and is used to streamline the complete California workers’ compensation billing lifecycle.

2. Information We Collect

We may collect the following types of personal information:

A. Identifiers

Name, title, and contact details (email address, phone number)
IP address or device identifiers

B. Professional or Organizational Information

Job title, department, organization or provider group
Employer and provider credentialing data

C. System Usage & Activity

Login credentials (e.g., username)
Session data, usage logs, and support interactions
EDI transmission records, lien actions, and billing status

D. Device & Network Data

Browser type, device type, operating system
Access times, referring website addresses, usage paths

E. Communications & Interactions

Messages, support tickets, demo requests, and onboarding forms

3. How We Collect Your Information

We collect data through the following means:

Directly from you: via demo requests, consultations, onboarding forms, or when you use the platform.
Automatically: through cookies and similar technologies when you browse our site or access the platform.
From your organization: if your employer or billing partner adds you to the Billgenix system.
From third-party integrations: such as payer directories or regulatory data sources related to EAMS or the DWC Exchange.

4. Use of Your Information

We use your information for the following purposes:

To deliver and support Billgenix services
To process and track workers’ compensation billing and EDI activity
To monitor, audit, and optimize platform performance
To support provider compliance, lien tracking, and settlement workflows
To respond to inquiries and provide customer support
To improve the functionality, reliability, and security of our platform
To meet legal, regulatory, or audit obligations

5. Communications

A. Demo & Contact Forms

When you fill out a form on our website, we may contact you via phone or email to schedule a consultation or respond to your inquiry. We do not send promotional messages unless you specifically opt in.

B. Contracted Clients

Once you become a contracted client, we may contact you for:

Work-related updates
Billing status or EDI submissions
Collections, follow-up, or escalation notices
Regulatory deadlines or case-specific actions

We may contact you through email, phone, or SMS (only with consent). You can opt out of SMS at any time by replying “STOP.”

6. Cookies and Tracking

We use cookies and similar technologies to:

Improve user experience and platform performance
Track visitor behavior and identify technical issues
Analyze traffic and optimize our website

You can manage your cookie preferences through your browser settings.

7. Data Sharing & Disclosure

We do not sell or rent your personal information. We may share your data only in the following cases:

With service providers that support our platform infrastructure (e.g., hosting, analytics, support tools)
With your employer or authorized billing partners, as applicable
With regulators or legal authorities, as required by California law
In the event of a business acquisition, merger, or transfer
With your explicit consent, or as part of standard platform functionality

We only share data necessary to perform services or meet legal and compliance obligations.

8. Security

We implement administrative, physical, and technical safeguards to protect your data, including:

Encrypted transmission and storage of sensitive data
Access controls and role-based permissions
Regular system monitoring and security reviews

Despite these measures, no system is completely secure. You are responsible for maintaining the confidentiality of your login credentials.

9. Data Retention

We retain data only for as long as needed to:

Fulfill the purpose it was collected for
Comply with legal, regulatory, or contractual obligations
Support platform functionality, audits, and historical records

Data may be archived in compliance with HIPAA or California-specific requirements for medical billing and lien documentation.

10. Your Rights and Choices

If you are a California resident, you may have rights under the California Consumer Privacy Act (CCPA) or California Privacy Rights Act (CPRA), including:

The right to know what personal information we collect
The right to request deletion of your information
The right to correct inaccurate data
The right to opt out of data sharing or targeted communications
The right to access your personal information

To submit a request or exercise your rights, contact us at:

📞 Phone (909) 698-8120 Available Monday–Friday, 9:00 AM to 5:00 PM PST

📩 Email Sales & Product Inquiries [email protected]

Client Support [email protected]

We may ask you to verify your identity before completing your request.

11. Children’s Privacy

Billgenix services are intended for use by adults (18+). We do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us and we will delete the information.

12. International Access

If you access our services from outside the U.S., please be aware your information may be transferred to and processed in the United States. By using our Services, you consent to this transfer and processing in accordance with U.S. laws.

13. Changes to This Policy

We may update this Privacy Policy periodically. The updated version will be posted on [www.billgenix.com] with a new “Effective Date.” Continued use of our Services after changes are posted constitutes your acceptance.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

📞 Phone (909) 698-8120 Available Monday–Friday, 9:00 AM to 5:00 PM PST

📩 Email Sales & Product Inquiries [email protected]

Client Support [email protected]