Privacy Policy

1. Who we are

ClearedBill.com is operated by Digital Edge Media Group, LLC, a North Carolina limited liability company ("ClearedBill," "we," "us"). This policy describes how we collect, use, share, and protect information when you use our website and our medical bill review and negotiation service.

The nature of our work means you entrust us with sensitive information, including documents that may reveal information about your health. We treat all of it under the protections described here, regardless of legal category.

2. Information we collect

Information you provide to us:

• Account information: your name, email address, phone number, and a password (stored only as a secure hash; we cannot read it).
• Case information: the legal name and date of birth of the signer and, where applicable, the patient; your mailing address; household size and annual household income (used solely to evaluate eligibility for hospital financial assistance programs); provider, facility, and service details; bill amounts, bill status, and insurance details.
• Documents you upload: bills, statements, insurance cards, and explanation of benefits documents. These may contain health information, member IDs, and account numbers.
• Your electronic signature and the consents you give when signing our service agreement.
• Messages you send through our contact form or by email.

Information collected automatically: when you use the site we collect standard technical data such as IP address, browser type, pages viewed, and interactions, using cookies and similar technologies (see Section 7). Our session cookie keeps you signed in.

Information from others: with your authorization, providers, facilities, insurers, and their billing agents share billing records, itemized statements, claim details, explanation of benefits documents, financial assistance decisions, and related records with us so we can work your case.

3. How we use information

• To review, dispute, and negotiate the bills you submit, including applying for financial assistance on your behalf.
• To create and maintain your account and case timeline.
• To process payments (deposits and success fees) through our payment processor.
• To communicate with you about your case: confirmations, receipts, status updates, and copies of documents you sign.
• To respond to your inquiries.
• To operate, secure, and improve the site, including aggregate analytics.
• To comply with legal obligations and enforce our agreements.

We do not use your case information or documents for advertising, and we do not sell your personal information.

4. Our HIPAA status

ClearedBill is a consumer-directed patient advocate. We work for you, not for your healthcare providers or insurers, and we are generally not a HIPAA covered entity or business associate. When your providers share records with us, they do so under the authorization you sign. Although HIPAA may not directly govern our copy of your records, we protect that information as described in this policy and as required by applicable state privacy laws, and we use it only to provide the service you hired us for.

5. When we share information

We share personal information only in these circumstances:

• With providers, facilities, insurers, and their billing agents, as needed to review and negotiate the account you submitted, under the authorization you sign.
• With service providers that host and operate our platform under contractual confidentiality obligations: Vercel (website hosting), Neon (database hosting), Vercel Blob (encrypted document storage), Mailgun (email delivery), Stripe (payment processing), and Google (site analytics via Google Tag Manager).
• To comply with law, legal process, or a governmental request, or to protect the rights, safety, and property of ClearedBill, our clients, or others.
• In connection with a merger, acquisition, or sale of assets, in which case this policy will continue to apply to your information.
• With your direction or consent.

We never sell personal information, and we do not share it with third parties for their own advertising.

6. Payment information

Card payments are processed by Stripe. Your full card number goes directly to Stripe and never touches our servers; we retain only transaction records (amount, date, status, and a payment reference). Stripe's handling of your data is described in its own privacy policy.

7. Cookies and analytics

We use a strictly necessary session cookie to keep you signed in. We use Google Tag Manager for aggregate site analytics, which may set cookies or similar identifiers. We do not run analytics or advertising tags on pages inside your case dashboard beyond basic page metrics, and we do not pass your case details to analytics tools. You can control cookies through your browser settings; blocking the session cookie will prevent sign-in.

8. How we protect information

• All traffic to and from the site is encrypted in transit (HTTPS).
• Uploaded documents are stored in private, access-controlled storage and are served only to the account that owns them and to authorized ClearedBill staff.
• Passwords are stored as salted hashes and are never readable by anyone, including us.
• Access to case data is limited to personnel who need it to work your case.

No system is perfectly secure. If a breach affecting your personal information occurs, we will notify you as required by applicable law.

9. Retention

We keep case records, signed agreements, and payment records for as long as needed to provide the service and to meet legal, accounting, and dispute-resolution obligations, generally up to seven years after a case closes, and then delete or de-identify them. Contact form messages are kept for up to two years. Account information is kept while your account is active; you may request deletion as described below.

10. Your choices and rights

• Email: every case update email includes an unsubscribe link. Payment receipts and copies of documents you sign are always delivered because they are part of the service.
• Access and correction: you can view your case information in your dashboard, and you may email us to request a copy or correction of your personal information.
• Deletion: you may request deletion of your account and personal information. We will honor the request except for records we are required to keep (for example, signed agreements, payment records, and case records within the retention period above).
• Depending on where you live, state law may give you additional rights, such as the right to know what personal information we have collected, to request deletion, and to be free from discrimination for exercising those rights. We honor verified requests as required by the law of your state.

To exercise any of these rights, email hello@clearedbill.com from the address on your account, or use the contact form. We may need to verify your identity before acting on a request.

11. Children

The site is not directed to children and we do not knowingly collect personal information from anyone under 18. A parent or guardian may submit a case concerning a minor patient's bill; in that circumstance, the account and communications belong to the adult.

12. Changes to this policy

We may update this policy from time to time. Material changes will be posted on this page with an updated effective date, and where required by law we will provide additional notice.

13. Contact us

Digital Edge Media Group, LLC (ClearedBill), North Carolina, USA. Email: hello@clearedbill.com, or use the contact form on the site.