Privacy Policy

Last Updated: September 12, 2026

CareSphere (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal and business information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website, use our web platforms, or engage our digital engineering, search optimization, and revenue cycle management (RCM) administrative services.

1. Scope of This Policy

This Privacy Policy applies to information collected through:

• Our public website and interactive contact portals.

• Consultation requests, practice audits, and email communications.

• Direct client engagements for custom web development, search engine optimization, and back-office practice operations.

This policy does not alter or replace specific terms set forth in separate, formally executed Master Service Agreements (MSAs) or Business Associate Agreements (BAAs).

2. Information We Collect

We collect information in three primary ways: directly from you, automatically through site interactions, and via authorized business communications.

• Directly Provided Information:

  • Contact information: Name, business email address, phone number, practice/company name, and job title.

  • Project specifications: Information submitted through our consultation forms regarding website architecture, technical requirements, practice volume, or operational workflows.

  • Client communication logs: Inquiries, meeting notes, and follow-up support requests.

• Automatically Collected Technical Data:

  • Device & Browser Information: IP address, browser type, operating system, and screen resolution.

  • Usage Analytics: Pages viewed, time spent per page, referring URLs, and user flow (collected via privacy-conscious analytics tools to optimize Core Web Vitals and site performance).

  • Technical Cookies: Essential session cookies required for core website security, form submission, and server load balancing.

• Business & Operational Data:

  • In the course of delivering custom software engineering or administrative RCM services, authorized clients may provide system access or structured data. Handling of operational data is governed strictly by the client contract and applicable regulatory guidelines.

3. Protected Health Information (PHI) & HIPAA Statement

CareSphere provides technology, digital growth, and back-office revenue operations for healthcare organizations.

• Website Visitors: Standard interactions with our public website do not require or solicit Protected Health Information (PHI). Please do not submit patient health records, diagnostic details, or medical charts through general website contact forms.

• Client Operations (BAA Coverage): When CareSphere handles administrative data, provider enrollment records, or Electronic Data Interchange (EDI) claim files on behalf of covered healthcare entities, we operate strictly under a formal Business Associate Agreement (BAA) in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and the HITECH Act. Such data is managed via encrypted channels and is never commingled with public marketing data.

4. How We Use Your Information

We use collected data solely for legitimate business and operational purposes, including:

• Service Delivery: Developing custom WordPress or Python platforms, executing SEO campaigns, and managing RCM/administrative workflows.

• Inquiry Response: Providing technical quotes, practice audits, and scheduling discovery consultations.

• System Optimization: Monitoring website uptime, debugging code errors, and improving page load speeds.

• Security & Fraud Prevention: Protecting our servers, client environments, and digital infrastructure against unauthorized access, spam, and cyber threats.

• Regulatory Compliance: Adhering to applicable state, federal, and international corporate data handling laws.

5. How We Share and Disclose Data

CareSphere does not sell, rent, or trade your personal information or business contacts to third-party data brokers or marketing agencies.

We may share information only under the following limited circumstances:

• Authorized Service Providers: Trusted third-party vendors who provide infrastructure support (e.g., secure cloud hosting providers, transactional email servers, and clearinghouse EDI networks) bound by strict confidentiality and data protection agreements.

• Legal & Regulatory Obligations: If required by law, court order, subpoena, or government authority to protect legal rights, practice safety, or prevent fraud.

• Corporate Transfers: In the event of a merger, acquisition, or asset reorganization, where customer and client records are transferred under equivalent privacy standards.

6. Data Security and Safeguards

We implement enterprise-grade technical and organizational safeguards to protect your information against unauthorized access, alteration, disclosure, or destruction:

• Encryption Protocols: End-to-end SSL/TLS (HTTPS) data encryption in transit (256-bit encryption) and secure database storage protocols.

• Access Governance: Role-based access controls limiting operational data strictly to personnel with a verified business need.

• Infrastructure Auditing: Routine code reviews, dependency vulnerability patching, and secure cloud server configurations.

While we take every reasonable measure to protect your data, no electronic transmission or cloud storage system can be guaranteed 100% immune from security events.

7. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, satisfy active client contracts, resolve disputes, and comply with mandatory legal, tax, or accounting retention schedules. Once the retention period expires, data is securely destroyed or anonymized.

8. Your Privacy Rights

Depending on your jurisdiction (such as California under CCPA/CPRA, other US states, or international visitors under GDPR), you have specific rights regarding your personal information:

• Right to Access: Request a copy of the personal data we hold about you.

• Right to Rectification: Request correction of inaccurate or incomplete records.

• Right to Erasure (Deletion): Request the permanent deletion of your personal contact data, subject to legal and contractual exceptions.

• Right to Opt-Out: Opt out of receiving promotional or marketing communications by clicking the unsubscribe link or contacting us directly.

To exercise any of these rights, submit your request to contact@healthsbridge.com (or privacy@caresphere.com). We will verify and process your request within the legally mandated timeframe.

9. Cookies and Tracking Policy

Our website uses minimal, functional cookies to ensure page stability and track aggregated performance metrics. We do not use third-party tracking networks to profile your browsing behavior across unrelated websites. You can disable or delete cookies at any time through your individual browser settings, though doing so may limit certain form functionalities.

10. Third-Party External Links

Our website or case studies may link to external third-party websites, clearinghouses, or SaaS platforms. We are not responsible for the privacy practices, content, or data management policies of external domains. We encourage you to review the privacy documentation of any external service you visit.

11. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect technical changes, service expansions, or regulatory revisions. Any updates will be posted directly to this page with an updated “Last Updated” timestamp. Continued use of our site after modifications signifies acceptance of the revised terms.

12. Contact Information

If you have questions, privacy concerns, or inquiries regarding our data handling standards, please contact our data compliance team:

• Company: CareSphere

• Email: info@caresphere.com

• Phone: +1 (858) 324-5888

• Business Hours: Monday – Friday, 9:00 AM – 6:00 PM EST