Privacy Policy

1.1 Information We Collect

Account registration details (name, email, organization, login credentials)
Call recordings, transcripts, SMS messages, and AI-generated call analytics
Insurance eligibility, claims, and revenue cycle management data
Usage and technical data (IP address, browser, session activity)
Billing information (last four digits only; full card data is never stored on our servers)
Cookies and tracking technologies for site analytics and user experience

1.2 How We Use Your Information

To provide, operate, and improve the Vortex Platform and its features
To process insurance verifications, claims, and call analytics
To send appointment reminders, follow-ups, and service notifications via SMS
To train AI models using only de-identified, aggregated data (never raw PHI)
To monitor security, prevent fraud, and comply with legal obligations

1.4 Data Retention

Call recordings and transcripts: up to 7 years (HIPAA audit support)
Insurance and claims records: up to 7 years (CMS/HIPAA guidance)
Billing records: up to 7 years (tax/financial compliance)
SMS consent records: minimum 5 years (TCPA compliance)
Account data deleted or anonymized within 90 days of termination

1.5 Data Security

Encryption at rest and in transit using industry-standard protocols
Role-based access control and multi-factor authentication
Regular penetration testing and vulnerability assessments
Automated intrusion detection and 24/7 monitoring
Annual employee security training

1.6 Your Rights

Access, correct, delete, or port your personal data
Object to marketing or request processing restrictions
Contact: contact@buildwicksolutions.com (response within 30 days)

1.7 California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). These may include: the right to know what personal information is collected, used, and disclosed; the right to request deletion of personal information; the right to opt out of the sale or sharing of personal information (Buildwick does not sell personal data); the right to non-discrimination for exercising privacy rights; and the right to correct inaccurate personal information. To submit a request, contact us at contact@buildwicksolutions.com.

1.8 International Data Transfers

Vortex is operated in the United States. If you access the Platform from outside the United States, your information may be transferred to, stored, and processed in the United States. By using the Platform, you acknowledge this transfer. We implement safeguards as appropriate for any international data transfers in accordance with applicable data protection laws.

1.9 Children’s Privacy

Vortex is a B2B enterprise platform not directed at children under 13 (or under 16 in certain jurisdictions). We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete it. If you believe a child has provided personal information through the Platform, please contact us.

1.10 Changes to This Policy

We may update this Privacy Policy from time to time. We will endeavor to notify you of material changes by email or by posting a notice within the Platform at least 30 days before the effective date of the change. Your continued use of the Platform after the effective date constitutes your acknowledgment of the revised Policy.

1.11 Contact

For privacy-related inquiries, data subject requests, or to report a potential privacy concern:

Email: contact@buildwicksolutions.com
Mailing Address: Oakridge, North Carolina, US
For HIPAA-specific inquiries, include "HIPAA" in your subject line.