Privacy Policy

Effective September 2026

1. Scope

This policy applies to information collected through arcsbilling.com and its pages, forms, and email links (the “Site”). It does not apply to:

• Protected health information (PHI). ARCS provides billing and revenue cycle services to healthcare providers as a business associate under the Health Insurance Portability and Accountability Act (HIPAA). PHI we receive in that role is used and disclosed only as permitted by HIPAA, applicable state law, and our business associate agreements with our clients. Patients with questions about their health information should contact their healthcare provider.
• Patient billing and payment services. Online patient statements and payments are handled through a separate payment portal, which is governed by its own terms and privacy notice. Card payments are processed by our third-party payment processor; ARCS does not receive or store full card numbers.
• Third-party websites that the Site links to.

2. Information we collect

Information you give us

• Revenue report requests. If you ask us to email a revenue estimate, we collect your email address and the values you entered in the calculator (monthly cases, average charge, and collection rates), along with the calculated estimate.
• Contact and demo requests. Your name, practice or organization, title, email, phone number, and anything you write in your message.
• Email and phone. Whatever you choose to include when you email or call us.

Please do not submit patient names, dates of service, account numbers, or other patient health information through the Site’s forms or by general email.

Information collected automatically

• Device and usage data: IP address, browser and device type, operating system, referring page, pages viewed, time on page, and general location derived from IP address.
• Session interaction data: through Microsoft Clarity, mouse movements, clicks, scrolling, and page interactions, which may be assembled into session recordings and heatmaps. Clarity is configured to mask text typed into form fields, so it is not captured in recordings.
• Cookies and similar technologies: small files and browser storage described in Section 4.

3. How we use information

• To respond to your inquiries, schedule demos, prepare quotes, and send revenue reports you request.
• To follow up with you about ARCS services. You can opt out of marketing emails at any time.
• To understand how the Site is used, fix problems, and improve content and design.
• To protect the Site against fraud, spam, and abuse.
• To comply with law and enforce our legal rights.

4. Cookies and analytics

The Site also loads fonts and code from third-party content delivery providers, which receive your IP address when your browser requests those files.

When you first visit the Site, we ask for your consent before enabling analytics and session recording. You can change your choice at any time using the Cookie Settings link on the Site. You can also block or delete cookies through your browser settings. Blocking cookies will not prevent you from using the Site. The Site does not currently respond to “Do Not Track” browser signals.

5. How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share information only:

• With service providers that operate the Site and our business on our behalf, including website hosting, form processing, content delivery, analytics (Google and Microsoft), email, and customer relationship management providers. They may use the information only to provide services to us.
• Within our organization and with our professional advisors, such as attorneys and accountants, under duties of confidentiality.
• For legal reasons: to comply with law, subpoena, or court order; to protect the rights, property, or safety of ARCS, our clients, or others; or to investigate fraud or security incidents.
• In a business transaction such as a merger, acquisition, financing, or sale of assets, subject to confidentiality obligations.

6. How long we keep information

We keep inquiry and contact information for as long as needed to respond and to maintain a business relationship, and afterward as long as reasonably needed for recordkeeping, legal, or dispute purposes. Analytics data is kept for as long as needed for the purposes described in this policy, then deleted or anonymized.

7. Security

We use reasonable administrative, technical, and physical safeguards to protect information. No website or transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. Your choices and requests

You may ask us to tell you what personal information we hold about you from the Site, to correct it, or to delete it, and you may opt out of marketing email at any time using the unsubscribe link or by contacting us. We will respond within the time required by applicable law. We may need to verify your identity, and we may keep information where the law requires or permits it.

If you believe we have not responded properly to a request, you may contact us again at the address below.

9. Children

The Site is intended for healthcare professionals and businesses. It is not directed to children under 13, and we do not knowingly collect personal information from them.

10. Visitors outside the United States

ARCS is based in Texas, and the Site is intended for users in the United States. Information is stored and processed in the United States.

11. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last revised. Material changes will be highlighted on the Site.

12. Contact us