This policy covers truecyclebilling.com and explains what we collect when you visit this website or contact us. It also explains, separately, how we handle patient data when a practice hires us, because those are two different things with two different rules.
Please do not send patient information through this website. The contact form, email and WhatsApp chat are for business enquiries only. Do not include patient names, dates of birth, member IDs, claim details or any other protected health information (PHI) in them. If you want us to look at real claims, we will sign a Business Associate Agreement first and work inside your own system.
Who we are
TrueCycle RCM provides medical billing and revenue cycle management services to US medical practices and billing companies. You can reach us at [email protected].
What this website collects
When you submit the contact form
We collect what you type: your name, your practice or company name, your email address, your specialty, your billing software and your message. We use it only to reply to you and to discuss working together. We do not sell it, rent it, or add it to any marketing list you did not ask for.
The form is delivered by Web3Forms, a third-party form service that passes your submission on to our inbox. Your submission therefore passes through their systems on the way to us.
When you use the chat box
The chat assistant on this site answers from a fixed set of answers written by us. It runs in your own browser and we do not receive what you type into it. If you choose to continue the conversation on WhatsApp, that conversation happens on WhatsApp and is subject to WhatsApp's own terms and privacy policy.
When you just read a page
Our site is hosted on Cloudflare Pages. Cloudflare records standard technical information needed to serve and protect the site, such as IP address, browser type and the page requested. We also use Cloudflare Web Analytics, which is aggregated and does not use cookies to follow you across websites.
Fonts are loaded from Google Fonts, which means Google receives your IP address when a page loads.
We do not use advertising trackers, retargeting pixels or social media tracking pixels on this site.
Cookies
This site does not set cookies for advertising or cross-site tracking. Cloudflare may set strictly necessary cookies for security and performance.
| What | Why | Who else sees it |
|---|---|---|
| Contact form details | To reply to your enquiry | Web3Forms (delivery), our email provider |
| IP address, browser, page requested | To serve and protect the site | Cloudflare |
| Aggregated page views | To see which pages are useful | Cloudflare Web Analytics |
| IP address when fonts load | To render the page typefaces | Google Fonts |
Patient data, when you are a client
When a practice or billing company engages us, we act as a business associate under HIPAA. That relationship is governed by a signed Business Associate Agreement, not by this web page. In practice:
- We sign a BAA before anyone on our team is given access to your system.
- We work inside your practice management system or EHR. Patient data is not copied, exported or downloaded to our own machines.
- Access is limited to the staff assigned to your account, on a need-to-know basis, and activity remains visible in your system's own audit log.
- We use PHI only to perform the billing services you asked for, and for no other purpose.
- If we become aware of a breach involving your data, we notify you as required by the BAA and by HIPAA.
- When our engagement ends, access is revoked and anything we hold is returned or destroyed as the BAA specifies.
If you are a patient of a practice we work with and you have a question about your own records, please contact that practice directly. They are the covered entity and they hold your records.
How long we keep things
Business enquiries are kept while we are in contact with you and for a reasonable period afterwards in case you come back to us. You can ask us to delete your enquiry at any time and we will. Client records are kept for the period set out in the service agreement and BAA.
Your choices
Write to [email protected] and you can ask us to send you a copy of the information we hold about you, correct it, or delete it. We will respond within 30 days. If you are in a place with specific data protection rights, such as the EU/UK under GDPR or California under the CCPA, tell us and we will handle your request under those rules.
Children
This website is aimed at businesses. We do not knowingly collect information from anyone under 18 through it.
Where your information goes
Our team and the service providers named above operate internationally. If you contact us, your information will be handled outside your own country. Client engagements and any handling of PHI are governed by the signed BAA and service agreement.
Changes to this policy
If we change this policy we will update the date at the top of this page. If a change is significant and affects current clients, we will tell them directly rather than relying on this page.
Contact
Questions about this policy, or about anything on this page:
Email: [email protected]
Phone / WhatsApp: +92 370 0142427