Legals

Privacy Policy

Privacy & Cookie Policy

Effective Date: 08-12-2024

ZaiMD (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting any information you share with us. This Privacy and Cookie Policy explains how we collect, use, store, and safeguard your information when you visit our website or use our services.

1. Information We Collect

a. Personal Information

When you fill out forms, schedule a consultation, or contact us, you may provide:

• • Name
  • Email address
  • Phone number
  • Practice name and specialty
  • Any information submitted via contact or intake forms

b. Automatically Collected Information

We may automatically collect certain technical data when you use our site, including:

• • IP address
  • Browser type and device
  • Pages visited and time spent
  • Referring websites

This data is collected via cookies and analytics tools (see Section 5).

2. How We Use Your Information

We use your information to:

• Provide and manage our services
• Respond to inquiries or quote requests
• Improve website functionality and content
• Send administrative or promotional communications (if opted in)
• Comply with legal obligations

We do not sell or rent your personal data to third parties.

3. HIPAA Compliance

If you are a client or a covered entity, any patient health information (PHI) shared with us is governed under the Health Insurance Portability and Accountability Act (HIPAA).

• We only collect and process PHI under a valid Business Associate Agreement (BAA).
• All PHI is stored and transmitted securely using HIPAA-compliant systems.
• Our team is trained in HIPAA privacy and security rules, and access to PHI is strictly controlled.

We do not use PHI for marketing or any unrelated purpose.

4. Data Security

We implement appropriate administrative, technical, and physical safeguards to protect your data, including:

• Encrypted transmission (TLS/SSL)
• Secure cloud-based storage
• Access control and user authentication
• Regular data audits and compliance reviews

5. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to:

• Analyze site traffic and usage
• Improve performance and functionality
• Remember your preferences

You can control or disable cookies through your browser settings. Please note that some features of the site may not work properly if cookies are disabled.

6. Sharing of Information

We may share your information with:

• Trusted service providers (e.g., hosting, analytics, CRM systems) under strict confidentiality agreements
• Legal authorities or government agencies, when required by law

We do not sell or trade your information with third parties for marketing purposes.

7. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the content or privacy practices of those sites. Please review their policies before submitting any personal information.

8. Data Retention

We retain personal and business data only as long as necessary to:

• Fulfill the purpose for which it was collected
• Comply with legal, regulatory, or contractual obligations
• Support billing, audits, and operational documentation

9. Your Rights & Choices

You have the right to:

• Request access to or correction of your personal data
• Withdraw consent or opt out of marketing communications
• Request deletion of your personal information (subject to legal exceptions)

To make a request, contact us using the details below.

10. Contact Us

If you have any questions about this policy or how we handle your data, please contact:

[Your Company Name]
Email: billing@zaimd.com
Phone: 959-247-2939
Mailing Address: 7 Talcott Rd. West Hartford. CT 06110.

This policy may be updated from time to time. We will post any changes on this page with a revised effective date.

HIPAA Compliance Policy

HIPAA Compliance Policy

Full compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all related regulations is a core commitment behind every aspect of our operations. Protecting the privacy and security of Protected Health Information (PHI) is not just a legal obligation — it’s a fundamental responsibility we take seriously.

As a medical billing service provider, handling sensitive patient data is part of our daily work. This policy outlines the safeguards, processes, and accountability measures we maintain to ensure HIPAA compliance across all systems, personnel, and services.

1. Our Role as a Business Associate

We serve as a Business Associate to healthcare providers and Covered Entities. As such, we enter into Business Associate Agreements (BAAs) with all clients before handling any PHI. These agreements define our responsibilities under HIPAA and ensure mutual compliance.

2. Data Privacy & Security Practices

We implement physical, administrative, and technical safeguards to ensure the confidentiality, integrity, and availability of PHI:

• Secure Data Transmission: All data exchanged between clients, and our team is encrypted using industry-standard protocols (e.g., TLS, SFTP).
• Access Controls: Only authorized personnel can access PHI, using role-based access, multi-factor authentication, and audit trails.
• Data Storage: PHI is stored only on HIPAA-compliant cloud platforms with continuous monitoring and backup redundancy.
• Staff Training: All employees receive initial and ongoing HIPAA training, including privacy rules, security best practices, and breach protocols.

3. Business Associate Agreements (BAAs)

We provide signed BAAs to every healthcare provider we work with. These agreements outline our obligations, including:

Permitted uses and disclosures of PHI

• Safeguards against unauthorized access
• Reporting of breaches or security incidents
• Subcontractor compliance where applicable

4. Breach Notification Policy

In the unlikely event of a breach involving PHI, we will:

• Investigate and document the incident immediately.
• Notify the affected client(s) without unreasonable delay.
• Assist in breach containment, mitigation, and regulatory reporting in accordance with 45 CFR §164.400–414.

5. Ongoing Monitoring & Compliance

HIPAA compliance is not a one-time task — it’s an ongoing effort. We regularly:

Audit our security controls and access logs

• Review internal policies for legal alignment
• Update our software and infrastructure
• Conduct annual HIPAA risk assessments

6. Questions or Concerns

If you are a client or covered entity with questions about our HIPAA compliance program, please contact:

Email: billing@zaimd.com
Phone: 959-247-2939
Address: 7 Talcott Rd. West Hartford. CT 06110.

Terms of Service

At ZaiMD, we implement strict technical and administrative safeguards to protect all client and operational data — beyond just HIPAA compliance.

Our security measures include:

• Encrypted data transmission and storage using industry-standard protocols (TLS, SFTP, AES-256).
• Role-based access control to ensure only authorized personnel can access sensitive information.
• Secure cloud infrastructure with regular backups and disaster recovery systems in place.
• Firewall protection and endpoint security on all devices and networks.
• Audit logs and real-time monitoring to detect and respond to unusual activity.
• Ongoing security training for all staff and routine internal security reviews.

These safeguards help us ensure the confidentiality, integrity, and availability of your data at all times.