Privacy Policy
Effective May 1, 2026 · Mindbill, Inc.
Information we collect
Account data (email, name, role), billing data (Customer's bills, patients, injuries — including PHI), usage analytics (anonymized: page views, feature usage, response times), and IP / browser metadata for security logging.
How we use it
Solely to provide the Services: route bills to clearinghouses, ingest payer responses, surface analytics back to the Customer's biller workspace, and protect against fraud. We never sell Customer Data or PHI. We never train AI models on Customer Data.
Who we share it with
Only the sub-processors listed at /security (each BAA-covered). Mindbill never shares PHI with marketing tools, ad networks, or analytics platforms. We may disclose data when required by law (subpoena, search warrant) but only with notice to Customer unless a court order forbids disclosure.
Data residency & retention
US-only (AWS us-west-2). Customer Data retained while the Customer's account is active + 60 days after termination for export. Audit logs retained 7 years per HIPAA. Backups encrypted at rest with 35-day retention.
Your rights (CCPA + CMIA)
California Customers have the right to access, correct, or delete personal information. PHI follows the HIPAA-mandated 30-day request fulfillment window. Email security@mindbill.org to exercise these rights. Customer's downstream patients can request via Customer (Mindbill is a Business Associate, not Covered Entity).
Cookies & telemetry
We use first-party session cookies (auth + CSRF protection). No third-party tracking cookies. No advertising cookies. Telemetry (page latency, error rates) is sampled and anonymized — no PHI ever included.
Children's data
Mindbill is intended for business use by licensed providers. We do not knowingly collect data from individuals under 18 outside of injured-worker patient records routed by our Customers.
Changes to this policy
Material changes will be emailed to account admins ≥30 days before effective date. Minor changes (typos, clarifications) take effect immediately.
Related: Terms of Service · Security posture · Business Associate Agreement (template)
Questions? Email privacy@mindbill.org or security@mindbill.org.