Privacy Policy | Factumsoft™

1. Introduction

Factumsoft Corp. (“Factumsoft,” “Factum,” “we,” “us,” or “our”) is committed to protecting personal information and handling it responsibly.
This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our healthcare revenue cycle management and reimbursement recovery software, including Factum RCM, Factum Recovery, related platform capabilities, integrations, websites, and applications (collectively, the “Software”).
Factumsoft Corp. is based in California, United States. By accessing or using the Software, you acknowledge the practices described in this Privacy Policy. For additional legal information, please review our Terms of Service.

2. Scope of Policy

This Policy applies to individuals who access or use the Software, visit our websites, communicate with us, or interact with us on behalf of an organization.
When we process information on behalf of a customer, the customer agreement, Business Associate Agreement, Data Processing Agreement, or other applicable contract may include additional privacy obligations. Those agreements may supplement or control over this Policy where applicable.

3. How We Collect Information

We collect information to provide, secure, support, and improve the Software, manage customer relationships, respond to requests, analyze Software performance, and comply with applicable legal obligations.
Information may be collected directly from you, automatically through your use of the Software, from customers and authorized third parties, or on behalf of our customers.

3.1 Information You Provide Directly

You may provide information when you request a demonstration, create or manage an account, configure the Software, submit claims or case information, use billing or reimbursement workflows, communicate with support, or otherwise interact with us.
This information may include your name, business contact details, account credentials, organization, job title, billing information, support communications, and other information you choose to provide.
The Software may also process claims, payment, denial, patient billing, healthcare reimbursement, case, and related operational information submitted by customers and authorized users.

3.2 Information Collected Automatically

When you use our websites or Software, we may automatically collect limited technical and usage information, including:

• •IP address,
• •browser and device information,
• •operating system,
• •login and authentication activity,
• •pages, features, and workflows accessed,
• •session dates, times, and duration,
• •error, performance, and security logs, and,
• •cookies or similar technologies used for essential functionality, analytics, or permitted marketing purposes.

We may use third-party analytics, hosting, security, customer-support, or marketing providers. The information collected depends on the services used, your settings, and the applicable deployment model.

3.3 Information from Third Parties

We may receive information from our customers, authorized users, integration partners, service providers, or connected systems.
For example, a customer may provide user contact information to create an account or may connect the Software to billing, claims, practice management, document management, payment, or other healthcare systems.
We process information received through integrations according to the customer’s instructions, the applicable agreement, and applicable law.

3.4 Information Processed on Behalf of Customers

When Factum processes personal information on behalf of a customer, the customer generally determines why and how that information is processed.
In those circumstances, Factum acts as a service provider, contractor, processor, or business associate, as applicable. The customer is responsible for providing required notices, obtaining necessary authorizations, and responding to requests concerning customer-controlled information.
Questions about information submitted by a customer should generally be directed to that customer. Factum will assist customers as required by applicable agreements and law.

4. Use of Information

We may use personal information to:

• •provide, configure, maintain, and support the Software,
• •authenticate users and manage accounts,
• •process authorized healthcare RCM and reimbursement workflows,
• •operate integrations and connected services,
• •protect against fraud, misuse, unauthorized access, and security threats,
• •monitor Software performance and resolve technical issues,
• •respond to inquiries, support requests, and customer communications,
• •manage billing, contracts, demonstrations, and customer relationships,
• •develop and improve features, subject to applicable agreements and law,
• •send service notices and permitted marketing communications, and,
• •comply with legal, regulatory, contractual, and recordkeeping obligations.

Where required, we rely on an appropriate legal basis, such as contractual necessity, legitimate interests, consent, or compliance with a legal obligation.
We do not use protected health information to train general-purpose artificial intelligence models unless expressly authorized by the applicable customer agreement and permitted by law.

5. Sharing of Information

We do not sell personal information for monetary payment.
We may disclose information to:

• •service providers and subcontractors that support hosting, security, analytics, communications, billing, or Software operations,
• •customers and authorized users responsible for the relevant account or data,
• •third parties connected through customer-authorized integrations,
• •professional advisers, auditors, insurers, or transaction partners subject to appropriate confidentiality obligations,
• •government authorities or other parties when required by law or reasonably necessary to protect rights, safety, and security, or
• •a successor organization in connection with a merger, acquisition, financing, restructuring, or sale of assets.

Where required, service providers and subcontractors are subject to contractual privacy, security, and confidentiality obligations.

6. Retention of Information

We retain personal information only for as long as reasonably necessary to provide the Software, fulfill the purposes described in this Policy, comply with contractual and legal obligations, resolve disputes, and enforce agreements.
Retention periods may vary based on the type of information, customer instructions, deployment model, applicable agreement, and legal requirements.
Customer-controlled information may be returned, deleted, or retained according to the applicable customer agreement, Business Associate Agreement, Data Processing Agreement, and applicable law. When immediate deletion is not technically possible, the information will be protected and restricted from further use where appropriate.

7. Your Choices

Depending on your relationship with Factum and applicable law, you may:

• •review or update your account information,
• •manage communication preferences,
• •opt out of non-essential marketing communications,
• •control cookies through available settings,
• •request closure of an account, or
• •withdraw consent where processing is based on consent.

Certain choices may affect Software functionality.
For information controlled by a Factum customer, requests should generally be submitted directly to that customer. You may contact us for assistance using the information in Section 11.

8. Rights under GDPR and CCPA

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

• •request access to personal information,
• •request correction or deletion,
• •request restriction of or object to certain processing,
• •obtain a portable copy of certain information,
• •withdraw consent where applicabler,
• •opt out of certain sales, sharing, or targeted advertising,
• •limit certain uses of sensitive personal information,
• •appeal or complain about the handling of a request, and
• •receive equal service without unlawful discrimination for exercising privacy rights.

These rights are subject to legal limitations and verification requirements.
When Factum processes information on behalf of a customer, we may direct your request to the relevant customer.
Personal information may be processed in the United States or other countries where Factum or its service providers operate. Where required, international transfers will be protected through appropriate safeguards, such as Standard Contractual Clauses or other legally recognized transfer mechanisms.

9. Protection of Information

We maintain reasonable technical, administrative, physical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.
Safeguards may include access controls, authentication, encryption, monitoring, activity logging, secure development practices, and incident-response procedures, depending on the deployment model and applicable agreement.
For on-premises or customer-controlled deployments, security responsibilities may be shared between Factum and the customer.
No system can guarantee absolute security. Customers and users are also responsible for protecting their credentials, systems, devices, integrations, and authorized access.

10. Changes to this Policy

We may update this Policy to reflect changes in applicable law, Software functionality, security practices, or data-processing activities.
When required, we will provide notice of material changes through our website, the Software, email, or another appropriate method.
The updated Policy will take effect on the date stated in the published version.

11. Contact Us

For questions, complaints, or requests regarding this Privacy Policy or our data practices, contact Factumsoft Corp. at privacy@factumsoft.com.