Orlando, FL, USA+1 (407) 714-1616hello@billmatters.com
Bill MattersBill Matters is an AI-powered denial management and appeal generation platform operated by Biz4Group LLC, a Florida limited liability company located at 7380 W Sand Lake Rd, #500, Orlando, FL 32819, USA.
This Privacy Policy applies to all users of billmatters.com and app.billmatters.com. References to "Bill Matters," "we," "us," and "our" mean Biz4Group LLC operating the Bill Matters platform.
We collect only what is necessary to provide the Bill Matters service.
| Data Type | What It Is | Why We Collect It |
|---|---|---|
| Account data | Full name, work email, organization name, role | To create and manage your account and send service communications |
| Uploaded documents | EOBs, denial letters, clinical notes, fee schedules, and other supporting documents you upload | To analyze your denial and generate your appeal. Deleted at session end. |
| Extracted case metadata | Payer name, claim ID, denial code, billed amount, service date, provider name - extracted from uploaded documents | To populate your case history and enable appeal tracking |
| Generated appeal letters | AI-drafted appeal letter text created using your case data | To display and export your appeal. Retained for 30 days then deleted. |
| Audit log data | Record of every user action, AI output, and edit with timestamp and user ID | HIPAA compliance, security monitoring, and dispute resolution |
| Optional knowledge base | Payer policies, past appeals, and templates you voluntarily upload | To strengthen appeal generation for your practice. Retained until you delete it. |
| Usage data | Pages visited, features used, session duration on billmatters.com only | To understand how the marketing site performs. Collected via GA4. Never on app.billmatters.com. |
| Data Type | Retention Period |
|---|---|
| Uploaded documents (EOBs, clinical notes, etc.) | Deleted at session end. Never retained beyond the active session. |
| Generated appeal letters | 30 days from generation, then permanently deleted. |
| Extracted case metadata | Retained in your case history for as long as your account is active. |
| Audit log entries | Retained permanently for compliance. Cannot be deleted. |
| Account data | Retained for the life of your account plus 30 days after closure. |
| Optional knowledge base | Retained until you delete it from your account settings. |
| Marketing email consent records | Retained permanently as evidence of consent, even after unsubscription. |
The platform is hosted on Amazon Web Services (AWS). All data is stored and processed on AWS infrastructure within the United States. AWS is covered by a signed Business Associate Agreement (BAA).
We use third-party large language model (LLM) services to analyze uploaded documents and generate appeal letters. These services process your data solely for the purpose of generating your appeal. They are bound by data processing agreements and BAAs that prohibit use of your data for any other purpose, including training their own models.
We use Google Analytics 4 and LinkedIn Insight Tag on billmatters.com only. These tools collect anonymized usage data about how visitors interact with our marketing website. They are never loaded on app.billmatters.com.
We use AWS Simple Email Service to send account verification, service notifications, and marketing emails to opted-in users.
We do not sell, rent, or license your data to any third party under any circumstances.
We send marketing emails only to users who have given explicit opt-in consent.
At registration, a separate, unchecked checkbox reads: "I agree to receive updates, product news, and educational content from Bill Matters by email. You can unsubscribe at any time." Checking this box constitutes your express marketing consent. The checkbox is not pre-checked. Consent is voluntary and separate from the main terms agreement.
You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any marketing email, or by emailing privacy@billmatters.com. Unsubscribing from marketing emails does not affect service communications such as account verification or important notices.
We maintain a record of your marketing consent (date, time, and method of opt-in) in accordance with CAN-SPAM Act requirements. This record is retained permanently even after unsubscription as evidence of consent.
Bill Matters operates under HIPAA-aligned safeguards. We treat all uploaded documents and extracted case data as potentially containing Protected Health Information (PHI) and apply appropriate safeguards throughout.
A signed Business Associate Agreement is in place with every vendor whose infrastructure processes PHI on our behalf, including our cloud infrastructure provider and our AI processing vendor.
We apply the HIPAA minimum necessary standard throughout. Every user role sees only the data their role requires. No employee or system accesses more PHI than is necessary to perform a specific function.
You are responsible for ensuring that your use of Bill Matters complies with HIPAA requirements applicable to your organization, including obtaining any necessary patient authorizations before uploading records that contain PHI.
In the event of a data breach that affects your protected health information, we will notify you in accordance with HIPAA breach notification requirements and applicable state law.
You have the following rights with respect to your personal data:
To exercise any of these rights, email privacy@billmatters.com. We will respond within 30 days.
If you are a California resident, the California Consumer Privacy Act (CCPA) gives you specific rights regarding your personal information.
Bill Matters does not sell personal information as defined under the CCPA. We do not share personal information with third parties for cross-context behavioral advertising.
To exercise your CCPA rights, email privacy@billmatters.com with the subject line "CCPA Request."
Bill Matters is intended for use by healthcare professionals and organizations. The platform is not directed at individuals under the age of 18 and we do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us at privacy@billmatters.com and we will delete it promptly.
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (using the address on your account) and post the updated policy on this page with a new effective date.
If you do not agree to the updated policy, you must stop using the platform and may close your account by contacting privacy@billmatters.com.
For any privacy-related questions, data requests, or concerns, please contact our privacy team:
| Entity | Biz4Group LLC (operating Bill Matters) |
|---|---|
| Address | 7380 W Sand Lake Rd, #500, Orlando, FL 32819, USA |
| Privacy Email | privacy@billmatters.com |
| General Email | hello@billmatters.com |
| Website | www.billmatters.com |
| Response Time | Within 30 days of receipt |