Privacy Policy

This Privacy Policy describes how Healthcare Utilization Consultants LLC, doing business as AiFax ("AiFax," "we," "us"), handles information when you visit www.aifax.net (the "Site") and when you use the AiFax fax and document services (the "Service"). By using the Site or the Service you agree to this policy.

1. Protected health information

The Service is designed for healthcare organizations and may transmit, store, and process protected health information ("PHI") as defined by HIPAA. When we handle PHI on behalf of a customer we act as a Business Associate, and our use of that PHI is governed by the Business Associate Agreement ("BAA") the customer signs at signup, not by this policy. Where this policy and a BAA conflict, the BAA controls for PHI.

Do not submit PHI through the Site's contact form, chat, or email to sales. Those channels are not intended for patient information.

2. Information we collect on the Site

• Information you give us. When you request a workflow review, contact us, or sign up, we collect what you enter: name, practice or organization, email, phone, EHR platform, current fax provider and number, monthly volume, and anything you add in a notes field.
• Usage and device information. Pages visited, referring page, IP address and the approximate location derived from it, browser and device type, and campaign identifiers from links you clicked (for example UTM parameters or advertising click IDs). We use this to understand which organizations are interested in our services and to measure our advertising.
• Cookies and similar technologies. We use a first-party cookie to remember how you arrived at the Site, and analytics and advertising tags described in section 5.

3. Information we collect in the Service

To provide the Service we process account information (contact details, login credentials, billing information handled by our payment processor), fax metadata (numbers, timestamps, page counts, delivery status), fax content and the AI-generated summaries, extracted identifiers, and patient list data a customer chooses to load for patient matching. Fax content and patient data are customer data processed under the BAA and the Terms of Service.

4. How we use information

• To provide, operate, secure, and support the Service and the Site.
• To respond to your requests and send service, billing, and account messages.
• To send marketing email about AiFax when you have requested information from us. Every marketing email includes an unsubscribe link, and we honor opt-outs promptly.
• To measure and improve the Site, our advertising, and the Service.
• To comply with law, enforce our agreements, and protect rights, safety, and property.

We do not sell personal information, and we do not sell or share PHI.

5. Analytics and advertising

The Site uses Google Analytics to understand traffic and Meta (Facebook) tools to measure the results of our advertising. These providers may set cookies or receive hashed identifiers, and their use of information is governed by their own policies. You can limit this collection with browser settings, Google's Analytics opt-out add-on, and your Meta ad preferences. We do not run analytics or advertising tags inside the Service where PHI is handled.

6. Service providers

We share information with vendors who process it for us under contract and, where PHI is involved, under a BAA: cloud hosting and storage, telecommunications carriers that deliver faxes, transactional and marketing email delivery, payment processing, AI model providers used to read and summarize documents, and customer support tools. Vendors may use information only to perform services for us.

7. Other disclosures

We may disclose information to comply with law or legal process, to protect the rights and safety of AiFax, our customers, or others, in connection with a merger, acquisition, or sale of assets (with notice to affected customers), or with your direction or consent.

8. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest, access controls, audit logging, and role-based access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Retention

We keep Site lead information for as long as it is useful for the purposes above or as required by law. Service data is retained for the life of the customer account and for a limited period after closure to allow export, then deleted or de-identified, subject to the BAA, legal holds, and backup cycles.

10. Your choices and rights

• Unsubscribe from marketing email using the link in any message, or by emailing us.
• Ask us to access, correct, or delete the personal information we hold about you.
• California residents may have additional rights under the CCPA, including the right to know, delete, and correct personal information and to opt out of sale or sharing. We do not sell or share personal information as those terms are defined by California law.
• Requests about PHI held on behalf of a healthcare provider should be directed to that provider; we will assist the provider as the BAA requires.

11. Children

The Site and the Service are for businesses and are not directed to children under 13. We do not knowingly collect personal information from children.

12. Changes

We may update this policy. We will post the new version on this page with a new effective date and, for material changes affecting Service customers, notify the account email on file.

13. Contact

Healthcare Utilization Consultants LLC d/b/a AiFax
info@aifax.net
954-872-1918