Privacy Policy

Effective Date: 6/15/25
HH Assist, LLC
1728 NE Miami Gardens Dr
#5006
North Miami Beach, FL 33179
For questions, email: privacy@hhassist.com

1. Introduction

HH Assist, LLC ("we," "us," or "our") is committed to protecting your privacy and safeguarding your information. This Privacy Policy describes how we collect, use, share, and protect information when you visit our website (hhassist.com) or use our services, including any software-as-a-service (SaaS) platforms provided to healthcare providers. We adhere to the requirements of the Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and other applicable regulations.

2. Information We Collect

We may collect the following types of information:

• Personal Information

  Names, email addresses, phone numbers, job titles, and organization information provided through contact forms, account registration, or service inquiries.

• Protected Health Information (PHI)

  Individually identifiable health information as defined under HIPAA, collected in connection with healthcare analytics and insurance authorization services.

• Usage Data and Technical Information

  IP addresses, browser type, device information, website usage data, activity logs, audit trails, and security monitoring data.

• Cookies and Tracking Technologies

  See Section 3 for detailed information.

Information may be collected directly from you, automatically via tracking technologies, from business partners or service providers, or from healthcare provider clients as necessary for service delivery.

3. Cookies, Web Beacons, and Analytics

3.1 Types of Cookies and Tracking Technologies

• Essential Cookies

  Required for HIPAA-compliant website operation, authentication, security, and session management.

• Analytics Cookies

  Collect data about website usage for performance and user experience improvements; may be provided by third-party services (e.g., Google Analytics).

• Marketing Cookies

  Used for advertising and campaign tracking with your explicit consent; may profile your interests for targeted marketing.

• Web Beacons (Pixel Tags)

  Track engagement with web pages and emails for analytics and marketing purposes.

3.2 Your Choices

• • On your first visit, a cookie consent banner allows you to accept or reject non-essential cookies (analytics and marketing).
• • You can also manage cookie preferences through your browser settings. Disabling some cookies may affect website functionality.
• • "Do Not Track" browser signals are not actively responded to. Use the cookie settings to control preferences.

Manage Your Cookie Preferences

4. How We Use Your Information

We may use your information for:

• • Providing, maintaining, and improving our website and services.
• • Fulfilling contractual and regulatory obligations under HIPAA and other laws.
• • Communicating with you about your account, updates, and support.
• • Monitoring and securing our systems against unauthorized access or threats.
• • Conducting internal analytics and performance monitoring.
• • Delivering relevant marketing communications (with your consent).
• • Meeting legal, regulatory, and business operation needs.

5. Legal Basis for Processing

Information is processed on the basis of:

• • Contractual necessity (fulfillment of business agreements).
• • Legal compliance (with HIPAA, state laws, regulations).
• • Legitimate interests (security, fraud prevention, website improvement).
• • Consent (where explicitly given, e.g., for marketing cookies).

6. Information Sharing and Disclosure

We may share information only in these circumstances:

• With Healthcare Providers

  PHI is shared only as necessary for service provision to healthcare clients.

• With Business Associates/Subcontractors

  Third-party vendors assist in providing services under enforcible Business Associate Agreements (BAAs).

• With Analytics and Marketing Partners

  Website usage data (never PHI) shared with partners if you provide consent.

• Legal and Regulatory Compliance

  Disclosures may occur when required by law, court order, or regulation.

• Security Incidents

  In the event of a breach, affected parties are notified as required by HIPAA and state law.

We do not sell your personal information or PHI to third parties.

7. Data Security

Administrative, technical, and physical safeguards are implemented:

• Technical Safeguards

  Role-based and least-privilege access controls; encryption of data at rest and in transit; audit logs and continuous monitoring; secure authentication, including multi-factor authentication.

• Administrative Safeguards

  Security management, workforce training, risk management, and systematic audits.

• Physical Safeguards

  Data stored exclusively in secure, HIPAA-compliant U.S.-based data centers (e.g., Google Cloud Platform, Microsoft Azure).

8. Data Retention

• PHI

  Maintained for the minimum period required by law (at least six years).

• Audit Logs

  Retained for at least six years for compliance and analysis.

• Business Records

  Retained per our document retention policy and as required by law.

9. Your Rights

Depending on your relationship and applicable law, you may:

• • Request access, amendments, or an accounting of disclosures of your information.
• • Request restrictions on use or disclosure of your PHI.
• • File a complaint regarding our privacy practices.

Requests may be submitted via the contact details below. Responses will be provided within required legal timeframes.

10. Children's Privacy

Our website and services are not directed to children under 13. We do not knowingly collect information from children without appropriate consent.

11. International Data Transfers

Data is stored and processed exclusively within secure, geographically defined U.S. regions. Access from outside the U.S. requires written authorization.

12. Breach Notification

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

• • Conduct immediate risk assessment and containment.
• • Notify affected clients within 7 days of discovery.
• • Provide incident reports, mitigation steps, and comply with all regulatory notification requirements.

13. Complaints and Dispute Resolution

To raise a concern or file a complaint, contact our Privacy Officer at privacy@hhassist.com or by mail at the address above. No retaliation will occur for good-faith complaints. Complaints may also be filed with the U.S. Department of Health and Human Services Office for Civil Rights or relevant state authorities.

14. Changes to This Privacy Policy

This policy may be updated periodically for changes in practices or legal requirements. Updated versions will be posted with a new effective date, and material changes will be communicated as required.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of information as described above.