Privacy Policy

March 18th, 2025
SCOPE AND PURPOSE:
This privacy policy (“Policy”) outlines how Cyclonex Solutions and its affiliated companies, subsidiaries, and parent companies (referred to as “Cyclonex Solutions,” “we,” “us,” “our,” and/or “CX”) collect, use, and disclose information obtained from you through various websites and applications, including www.Cxbilling.com, that link to this Policy (collectively referred to as the “Sites”). This Policy also governs the collection of information that occurs offline, such as when you visit our physical offices, attend Cyclonex Solutions events, or interact with our representatives at other events, or in any other circumstances where this Policy is made available to you.
The terms of this Policy are not applicable to Cyclonex Solutions product offerings that have separate privacy policies or to third-party websites that we may link to. We have no control over and cannot be held responsible for the privacy practices of third-party websites. Therefore, we advise you to review any relevant privacy policies of these third-party websites independently.
Cyclonex Solutions processes data on behalf of healthcare providers in accordance with the agreements we have with our customers. These agreements may require Business Associate Agreements as per the Health Insurance Portability and Accountability Act (“HIPAA”). Your healthcare provider may have its own policies and practices regarding the collection and use of your data. We are not responsible for how your healthcare provider handles your information, and it is advisable that you review their privacy policies.

WHAT ARE THE SERVICES OR FUNCTIONS PROVIDED BY CYCLONEX SOLUTIONS?

Cyclonex Solutions, headquartered in the United States, is a company that provides network-enabled services to healthcare, hospital, and ambulatory customers across the country. Our healthcare cloud-based solutions provide healthcare providers with various options such as electronic health records, patient engagement tools, and revenue cycle management. For further details regarding Cyclonex Solutions, kindly refer to the “About” section on www.Cxbilling.com.

Cyclonex Solutions Communications Policy

At Cyclonex Solutions, we prioritize transparency, compliance, and respect in all our communications. As a medical billing, medical coding, provider credentialing, and revenue cycle management (RCM) company, we ensure our practices align with the highest standards. Below, we outline how we communicate with our clients and staff, as well as our commitment to safeguarding your information and respecting your preferences.

➜ Communication Channels

1. Use Of Text messages

We strictly use SMS for:

• Communicating with contracted clients regarding work-related needs.
• Internal discussions among our staff.

Example:

A contracted healthcare provider may receive an SMS like: “Dear [Provider Name], your billing update for January is now available in your portal. Please let us know if you have any questions. —Cyclonex Solutions Team”

SMS among staff might look like: “Reminder: Team meeting tomorrow at 10 AM to discuss the credentialing process updates.”

Important Note:

We never send promotional or marketing messages to any individual or business.

2. Ring Central

We exclusively use RingCentral to communicate with:

• Our contracted healthcare providers.
• Our internal staff.
• Our potential clients that ask for call backs through forms

Example:

A contracted client may receive a RingCentral message or call like: “Hi Dr. Smith, we’ve successfully processed the claim batch you submitted yesterday. Please let us know if there’s anything else we can assist with.”

Internal staff messages may include: “The updated policy document for billing is now available in the shared folder. Please review it before the next team meeting.”

We use RingCentral only for work-related discussions—there is no promotional or marketing communication through this platform.

Important Clarification: While this consent is collected as an added precaution, we never send SMS to healthcare providers who simply fill out the contact form on our website. Our primary mode of communication in such cases is always via phone calls, ensuring a direct and professional approach.

Example: A provider who schedules a free demo may receive a call like: “Hello Dr. Lee, this is Sarah from Cyclonex Solutions. Thank you for scheduling a consultation with us to learn about our RCM services. How can we assist you?”

3. Client Communication

Once a healthcare provider becomes a contracted client, we use RingCentral and/or SMS to communicate about:

• Medical billing services.
• RCM-related queries and updates.
• Help and support for their contracted services.

Examples:

SMS to a contracted client: “Hi Dr. Martinez, we’ve resolved the coding issue you flagged yesterday. Please check your dashboard for updated claim details. —Cyclonex Solutions Team”

RingCentral chat with a client: “Good morning! Just a reminder that your quarterly report will be ready for review by the end of the week.”

Note: All communication is strictly work-related Clients can opt out of SMS communication at any time by replying STOP.

4. Consent & Opt Out Options

Before we send any SMS communication, clients explicitly provide their consent to receive messages. This consent is solely for messages related to work purposes or service-specific, work-relevant updates. These communications are directed exclusively to contracted healthcare providers (our clients).

Examples of SMS Communication with Consent:

“Hello Dr. Adams, your monthly billing summary has been updated in the portal. Please review and let us know if you need assistance. —Cyclonex Solutions Team”

“Hi Dr. Green, this is a reminder for tomorrow’s call regarding the RCM adjustments you requested. Let us know if you need to reschedule.”

Opt-Out Option:

Once a healthcare provider decides to discontinue our services or their medical billing contract with Cyclonex Solutions has ended, we automatically stop sending them messages. However, for their added peace of mind, we also provide an easy opt-out option for SMS communications.

Opt-Out Instructions:

Clients can reply STOP to any SMS received from Cyclonex Solutions at any time to stop receiving further messages.

Once a client opts out or their contract ends, we ensure no further communication is sent unless initiated by the client.

Example of an Opt-Out Message:

“You have successfully opted out of SMS communication from Cyclonex Solutions. Thank you for working with us. If you need assistance in the future, feel free to contact us directly.”

If you consent to receive SMS from Cyclonex Solutions, you agree to receive any changes in policies,reports, meetings & compliance SMS from us. Reply STOP to opt-out; Reply HELP for support; Message & data rates may apply; Messaging frequency may vary. Visit https://cxbilling.com/privacy-policy/ to see our privacy policy and terms and conditions.

Note: SMS consent and phone numbers are not shared with any third parties/affiliates for marketing purposes

➜ Commitment to Privacy and Security

1. HIPAA Compliance

We safeguard Protected Health Information (PHI) through:

• Encryption: All data (emails, SMS, calls) is encrypted in transit and at rest.
• Access Controls: PHI is accessible only to authorized personnel.
• Business Associate Agreements (BAAs): RingCentral and other vendors comply with HIPAA.
• Audits & Training: Regular security audits.
• Annual staff training on HIPAA updates.

2). Data Protection

Your information is protected with enterprise-grade measures:

• Secure Storage: Data is stored in HIPAA-compliant servers with multi-factor authentication.
• Strict Confidentiality: Client details are never shared with third parties without consent.
• Data is retained only as long as legally required.
• No Spam: We do not sell, rent, or trade contact information.

Example of Our Commitment:

When a client’s contract ends, all communication stops, and their information is securely archived as per HIPAA regulations.

3). Transparency in Communication

We believe in clear, honest, and respectful communication. Whether you are an existing client or a prospective one, our practices ensure that we communicate only for legitimate reasons and always with your consent.

If you have any questions about this policy or wish to learn more, please contact us via the form on our website or call our designated contact number.

WHAT KIND OF PERSONAL DATA DO WE GATHER?

Personal information is data that can be utilized to identify an individual. The specific types of personal information we gather depend on the nature of your interactions with us. In the last 12 months, we have obtained personal information that falls under the following broad categories:

• Identifiers, which includes details like your name, email address, or IP address.
• Information from our customer records, like your postal address or phone number.
• Commercial information, such as information regarding products or services that you have purchased.
• Electronic network activity information, such as your engagement with our website.
• Professional or employment-related information, such as your job title or employer.

Geolocation data, which may include general location information (such as city/state) derived from your IP address or precise location information obtained via GPS-based functionality. In cases where we require precise geolocation information, we will seek your permission to collect or use it, in accordance with relevant legal requirements, particularly if it is classified as “sensitive” information under applicable law.

THROUGH WHAT MEANS DO WE COLLECT YOUR PERSONAL DATA?

We may obtain your personal information in various ways, which include the following:

Information that you directly provide to us, such as when you voluntarily fill out fields on the Sites, request specific services or information, participate in surveys, or contact our customer service. Depending on how you interact with us, we may ask for details like your name, organization/practice name, email address, phone number, and user type (e.g., patient, provider, and partner). If you have an account with us, we may also collect login information like your username or Practice ID. If you attend our physical events or visit our offices, we may ask for information such as health and travel details to ensure the safety of our personnel, clients, guests, and the public.

Automatic data collection technologies, like those mentioned in the “Cookies and Automated Data Collection Technologies” section below, may be used to collect information about your device and your visit to our Sites. This data may include your IP address, geolocation, browser type, device type, mobile device identifiers, and activity reflecting your browsing history on our Sites (such as mouse movements, clicks, touches, scrolls, and keystrokes).

Information from other sources, such as lead generation companies, social networks, or business partners offering co-branded services or assisting with the sale or distribution of our products, may also be collected. We may also obtain information from other users of our services or publicly available sources.

IN WHAT WAYS DO WE UTILIZE YOUR PERSONAL DATA?

We utilize your personal information in the following ways:

In ways that are expected based on the reason for collecting it. For instance, if you contact us with a request for information, we will use your information to respond to your request. To provide, enhance, and improve our services, including optimizing our Sites’ functionality and identifying areas of interest for our visitors and users. Feedback from surveys, screeners, and other feedback mechanisms may be used to develop new products and services. To identify and authenticate you as an existing user or a prospective client. To enable cross-device/cross-context tracking for your account(s). To communicate with you through emails, newsletters, announcements, and other types of communication. To maintain the safety, security, and integrity of our Sites and services, and for legal compliance purposes. To ensure the safety of our personnel, clients, guests, and the public. For purposes explained at the time of collection or other business purposes consistent with the context of the collection.We may use non-identifiable information (such as aggregated, anonymized, or de-identified data) for any purpose that is not prohibited by applicable law.

HOW DO WE SAFEGUARD AND RETAIN DATA

We safeguard your information using various security measures, including encryption for sensitive information. However, we can’t guarantee that your information is completely secure. We keep information for different periods depending on why we collected it, and we won’t keep it longer than needed unless required by law. Sometimes we may be unable to delete or de-identify your information for technical or operational reasons, but we’ll take steps to prevent further processing.

DATA COLLECTIONS METHODS AND TECHNOLOGIES INCLUDING COOKIES

Our websites use various automated data collection technologies including cookies, pixels, ad tags, SDKs, clear GIFs, session replay scripts, and JavaScript to enhance user experience, gather statistical information on website usage, and maintain website security. Cookies, which are small text files stored on your device, are among these technologies and help the website to function effectively.

We use cookies and other similar technologies on our Sites to help us gather statistical information about how visitors use the Sites, maintain security, and improve your experience. Additionally, cookies enable us to deliver advertisements, some of which may be personalized based on your behavior on the Sites. To help us deliver these ads, we work with third-party partners who may collect information about you across our Sites and third-party sites over time to gain insights into the goods and services that may interest you. This information can also be used to associate different devices that you use.

To manage your cookie preferences, you can access the “cookie preferences” link located at the bottom of any of our websites.

RIGHTS FOR RESIDENTS OF APPLICABLE STATES

Residents of states with applicable consumer privacy laws may have the following rights: the right to know whether we process their personal information; the right to access their personal information; the right to correct inaccuracies in their personal information; the right to have their personal information deleted; the right to receive a portable and readily usable copy of their personal information; the right to opt out of the sale or sharing of their personal information; the right to opt out of the processing of their personal information for targeted advertising or automated decision-making purposes.

If you reside in a state that mandates prior consent for processing sensitive personal information for specific purposes, we will obtain such consent, and you may withdraw it at any time.

Residents of states with applicable privacy laws may exercise the aforementioned rights by:

• Calling 888-722-1357
• Contact Form

We may ask you to provide us with information necessary to reasonably verify your identity before responding to your request. We will consider all requests and provide our response within the time period required by applicable law. Please note, however, that certain information may be exempt from such requests. If we deny your request in whole or in part, you may have the right to appeal the decision. In such circumstances, we will provide you with information regarding the appeals process.

Before responding to your request, we may ask you to provide information to verify your identity. We will respond to your request within the time period required by law and consider all requests. However, some information may be exempt from requests. If we deny your request, you may have the right to appeal the decision and we will provide information about the appeals process.

We aim to respond to your request as a consumer within 45 days of receiving it. If we need more time (up to 90 days), we will notify you in writing or by email and explain the reason for the extension.

SITE IS INTENDED FOR ADULTS 18 OR OVER, NOT MINORS

The Sites are not intended for individuals under the age of eighteen. Cyclonex Solutions does not want to obtain any information from or about minors through the Sites. We do not knowingly collect personal information about children under the age of 13, as defined by the U.S. Children’s Privacy Protection Act (COPPA). If you are a parent or guardian and believe that we have collected information from your child in violation of the law, please contact us using the information provided in the “Contact” section below, and we will remove the data in compliance with applicable laws. We do not “sell” the personal information of California residents under the age of 16, as defined under the CCPA.

A INFORMATION WE COLLECT IS GOVERNED BY U.S. LAW REGARDLESS OF WHERE YOU ARE ACCESSING IT FROM

If you access our Sites from outside the U.S., please note that we are governed by U.S. law, and the information we collect may be processed, stored, and used in the U.S. and other locations. The data protection laws in the U.S. and other jurisdictions may differ from those in your country. By using our Sites or providing us with your information, you agree to the transfer, processing, usage, sharing, and storage of your information in the U.S. and other jurisdictions as described in this Policy.

PRIVACY POLICY UPDATES AND REVISIONS

We may update and modify this Policy at our discretion and at any time. Any changes will be posted on www.Cxbilling.com, along with the effective date, and will be considered effective as of that date. Your continued use of the Sites after the posting of changes indicates your acceptance of the revised Policy.

HOW TO CONTACT US

If you have inquiries, remarks, or wish to exercise your rights under an applicable state law concerning this Policy, the ways in which Cyclonex Solutions collects and uses your information as described here, or your choices and rights regarding such use, please contact us via:

• Calling 888-722-1357
• Contact Form
• Writing to: 

Cyclonex Solutions LLC
Attn: Chief Compliance Officer
30 N Gould St,
Sheridan WY 82801

If you have a disability and would like to access this Policy in an alternative format, please contact us at 888-722-1357