Privacy Policy & SMS Messaging Terms

01

Scope

This Privacy Policy applies to information collected through the Executive Hawks RCM website, contact and intake forms, email, telephone calls, business text messages, and our delivery of medical billing, credentialing, front office support, and related revenue cycle services.

This website and our ordinary business SMS program are not intended for exchanging patient records or other protected health information. Please do not submit patient names, medical records, insurance identifiers, or clinical details through a general website form or standard text message.

02

Information we collect

Information you provide

• Name, professional title, organization, specialty, practice location, email address, and telephone number.
• Information about the services you request and the administrative issues you want us to review.
• Communications you send by form, email, telephone, or text message.
• Mobile number, SMS opt-in status, consent date and method, opt-out status, and related messaging records.

Information collected automatically

When you use our website, we or our service providers may collect limited technical information such as IP address, browser type, device type, pages visited, referring page, and security or diagnostic logs.

03

How we use information

• Respond to inquiries and prepare requested practice reviews or consultations.
• Provide, administer, support, and improve our revenue cycle services.
• Schedule meetings and provide requested reminders, service updates, account coordination, and customer support.
• Send conversational and informational text messages when you have provided the appropriate consent.
• Send promotional text messages only when you have separately provided prior express written consent where required.
• Maintain consent and opt-out records, prevent fraud or misuse, secure our systems, and comply with applicable law.

04

How we disclose information

We may use service providers to host our website, secure our systems, support business operations, and transmit communications. RingCentral and Nextiva may process limited telephone and message-routing information on our behalf when those platforms are used to deliver business communications. These providers are permitted to process information only for the services they provide to us and not for their own marketing.

We may disclose information when required by law, legal process, or a valid government request; to protect rights, safety, and security; or as part of a merger, acquisition, or sale of business assets, subject to appropriate confidentiality protections. SMS consent is not transferred for unrelated marketing.

05

SMS Messaging Terms and Conditions

Program description

By voluntarily opting in, you agree to receive conversational and informational SMS messages from Executive Hawks RCM. Messages may relate to your inquiry, requested follow-up, meeting or appointment coordination, service updates, credentialing or billing support, account coordination, and customer support. Promotional messages will be sent only under a consent process appropriate for that use.

Consent

Providing a mobile number does not automatically enroll you in text messaging. SMS consent is optional, must be given through a clear opt-in method, and is not a condition of purchasing any goods or services. We maintain records of opt-ins and opt-outs. Consent applies only to the message types and sending number associated with the opt-in.

Frequency and charges

Message frequency varies based on your interaction with us. Message and data rates may apply according to your wireless plan. Mobile carriers are not liable for delayed or undelivered messages.

Opt out and support

You may opt out at any time by replying STOP to a message. You may also use recognized opt-out keywords such as END, CANCEL, UNSUBSCRIBE, or QUIT. After an opt-out request, you may receive one final confirmation message and then no further messages from that program unless you opt in again. Reply HELP for support or email crm@executivehawks.com.

Acceptable messaging

We do not use purchased contact lists for SMS campaigns. We do not send messages that are unlawful, deceptive, abusive, or outside the purpose for which consent was provided. If your mobile number changes or is reassigned, please notify us so the number can be removed from our records.

06

Security and retention

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. No internet or telecommunications system is completely secure, and we cannot guarantee absolute security.

We retain information only for as long as reasonably necessary to provide services, maintain business and consent records, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information and the purpose for which it was collected.

07

Your privacy choices

You may request access to, correction of, or deletion of personal information, subject to applicable law and legitimate retention requirements. You may withdraw SMS consent at any time by replying STOP. You may unsubscribe from promotional email using the instructions in the message.

To make a privacy request, email crm@executivehawks.com. We may need to verify your identity before completing a request.

08

Changes and contact

We may update this policy as our practices or legal requirements change. The effective date at the top shows when the policy was last revised. Material changes will be posted on this page.

This policy is intended to describe our privacy and messaging practices. It is not legal advice. Businesses should have counsel review their final messaging program, campaign registration, consent records, and state-specific obligations.