Privacy Policy

Quantum Solutions LLC (“Quantum Solutions,” “Quantum,” “we,” “us,” or “our”) respects the privacy and security of the information entrusted to us.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when individuals visit our website, communicate with us, request information or demonstrations, use our products and services, or otherwise interact with Quantum Solutions.

Quantum Solutions provides healthcare technology and revenue-cycle solutions to healthcare organizations and professionals. Certain information that we process on behalf of our healthcare customers may be subject to separate contractual requirements, including Business Associate Agreements (“BAAs”), the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), and other applicable healthcare privacy and security laws.

1. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected through:

• Quantum Solutions websites and webpages;
• sales and demonstration requests;
• contact and partner inquiry forms;
• customer onboarding and account administration;
• communications with Quantum Solutions;
• customer support interactions;
• Quantum Solutions applications and services, where this Privacy Policy is referenced;
• events, marketing communications, and other business interactions.

This Privacy Policy does not replace or modify the terms of any customer agreement, BAA, data-processing agreement, or other contractual commitment between Quantum Solutions and a customer.

Where there is a conflict between this Privacy Policy and a BAA or other agreement governing protected health information or customer data, the applicable agreement will control with respect to that information.

2. Healthcare Data and Protected Health Information

Quantum Solutions provides technology and services to healthcare providers, medical practices, dental practices, healthcare organizations, revenue-cycle organizations, and other healthcare-related businesses.

In providing certain services, Quantum Solutions may create, receive, maintain, process, or transmit protected health information (“PHI”) on behalf of customers that are covered entities or business associates under HIPAA.

When Quantum Solutions acts as a business associate:

• PHI is processed in accordance with the applicable BAA, customer agreement, HIPAA, and applicable law;
• Quantum uses and discloses PHI only as permitted by the applicable agreements or as required by law;
• appropriate administrative, technical, and physical safeguards are maintained to protect PHI;
• access to PHI is limited based on role, business purpose, and authorization;
• applicable subcontractors or service providers that handle PHI are subject to appropriate contractual protections; and
• PHI is not treated as ordinary website marketing data.

Our public website forms are not intended for the submission of PHI unless Quantum Solutions has specifically instructed you to provide such information through an authorized and appropriately protected channel.

Please do not submit medical records, patient information, Social Security numbers, or other sensitive healthcare information through general website contact forms.

3. Information We Collect

The information we collect depends on how you interact with Quantum Solutions.

Information You Provide to Us

We may collect information such as:

• name;
• business email address;
• telephone number;
• company or organization name;
• professional title or role;
• specialty or type of healthcare organization;
• number of providers or locations;
• products or services in which you are interested;
• information provided through contact, demonstration, or partner inquiry forms;
• account registration information;
• customer-support requests;
• communications with our sales, onboarding, implementation, support, or technical teams;
• billing and business-administration information;
• feedback and survey responses; and
• other information that you voluntarily provide.

Information Collected Automatically

When you visit our website or use certain online services, we may automatically collect technical and usage information such as:

• Internet Protocol (“IP”) address;
• browser type;
• operating system;
• device type;
• referring and exit pages;
• pages viewed;
• date and time of access;
• website interaction and navigation information;
• approximate geographic information derived from an IP address;
• session and diagnostic information; and
• cookie or similar technology identifiers.

We may use cookies and similar technologies for website functionality, security, analytics, performance measurement, and user experience.

4. Customer Data

Our customers and their authorized users may provide information to Quantum Solutions through our products and services.

“Customer Data” means information submitted to or processed through Quantum Solutions products and services on behalf of a customer.

Customers generally determine the purposes for which Customer Data is collected and processed. In those circumstances, Quantum Solutions acts as a service provider, processor, contractor, or business associate on behalf of the customer.

If you are an individual seeking to exercise rights regarding information maintained by one of our healthcare customers, you may need to contact that healthcare organization directly.

Quantum Solutions will assist customers with legally required privacy requests where appropriate and consistent with applicable contracts and law.

5. How We Use Information

Quantum Solutions may use personal information to:

• provide, operate, maintain, and improve our products and services;
• create and administer customer and user accounts;
• respond to inquiries and demonstration requests;
• provide onboarding, implementation, training, and customer support;
• communicate with customers and prospective customers;
• process transactions and administer commercial relationships;
• authenticate users and manage access;
• monitor product and website performance;
• detect, investigate, and prevent fraud, abuse, security incidents, and unauthorized activity;
• troubleshoot technical issues;
• analyze product usage and operational performance;
• develop new features and improve existing functionality;
• maintain records and audit trails;
• comply with legal, regulatory, contractual, and compliance obligations;
• protect Quantum Solutions, our customers, users, and others;
• manage partnerships, vendors, and business relationships;
• provide relevant business and product communications; and
• perform other activities disclosed at the time information is collected.

Where required by law, Quantum Solutions will rely on an appropriate legal basis for processing personal information.

6. Artificial Intelligence and Automated Technologies

Quantum Solutions incorporates artificial intelligence, machine learning, automation, and rules-based technologies into certain products and workflows.

Depending on the product, these technologies may assist with activities such as:

• clinical documentation intelligence;
• coding recommendations;
• claim validation;
• revenue-integrity analysis;
• eligibility and benefit interpretation;
• prior-authorization workflows;
• workflow prioritization;
• error detection;
• analytics; and
• other healthcare administrative functions.

Quantum Solutions does not represent AI-generated output as a substitute for professional medical judgment, payer determinations, coding judgment, compliance review, or other professional decision-making where human review is appropriate.

Customer Data and AI Model Training

Quantum Solutions does not use Customer Data or PHI to train publicly available or shared general-purpose AI models.

Where third-party AI or technology providers process Customer Data or PHI on behalf of Quantum Solutions, those providers are required to process such information in accordance with applicable contractual, privacy, security, and healthcare-data requirements.

Quantum Solutions evaluates its technology providers and implements contractual and technical controls appropriate to the type of information being processed.

7. How We Disclose Information

Quantum Solutions does not disclose personal information except as described in this Privacy Policy, permitted by contract, authorized by the customer or individual, or required by law.

We may disclose information to the following categories of recipients.

Service Providers and Subprocessors

We may use third parties to support services such as:

• cloud hosting and infrastructure;
• secure data storage;
• communications;
• scheduling;
• form processing;
• identity and authentication;
• analytics;
• customer support;
• payment and billing administration;
• cybersecurity;
• software development and monitoring;
• healthcare connectivity;
• clearinghouse services;
• AI processing; and
• other operational functions.

These providers receive only the information reasonably necessary to perform their services and are subject to appropriate contractual obligations.

Where a provider creates, receives, maintains, or transmits PHI on our behalf and is acting as a business associate or subcontractor, Quantum Solutions uses appropriate contractual safeguards, including BAAs where required.

Customer-Directed Integrations

Quantum Solutions products may integrate with third-party systems selected or authorized by customers, including electronic health record systems, practice management systems, payer networks, clearinghouses, pharmacy networks, and other healthcare technology platforms.

Information exchanged with those systems is governed by the applicable customer configuration, agreement, and third-party terms.

Legal and Compliance Purposes

We may disclose information when we reasonably believe disclosure is necessary to:

• comply with applicable law, regulation, legal process, or governmental request;
• enforce agreements or policies;
• investigate fraud or security incidents;
• protect the rights, safety, property, or security of Quantum Solutions, customers, users, or others; or
• satisfy legal or regulatory obligations.

Business Transactions

Information may be disclosed in connection with an actual or proposed merger, acquisition, financing, reorganization, sale of assets, investment, bankruptcy, or similar corporate transaction, subject to applicable legal and contractual requirements.

8. Sale and Sharing of Personal Information

Quantum Solutions does not sell personal information for monetary consideration.

Quantum Solutions does not sell PHI.

We do not use PHI for third-party advertising.

If our future website practices involve activities that constitute a “sale,” “sharing,” targeted advertising, or similar regulated activity under applicable privacy law, Quantum Solutions will provide the notices and choices required by applicable law.

9. Cookies and Similar Technologies

Quantum Solutions may use cookies and similar technologies to:

• maintain website functionality;
• remember preferences;
• support security;
• understand website traffic;
• measure website performance;
• identify technical issues; and
• improve website usability.

Some cookies may be set by third-party service providers that provide analytics, scheduling, forms, hosting, or other website functionality.

Where required by applicable law, Quantum Solutions will provide appropriate cookie notices or consent mechanisms.

Users may also be able to manage cookies through their browser settings. Disabling certain cookies may affect website functionality.

10. Marketing Communications

Quantum Solutions may send business or marketing communications to individuals who have requested information, interacted with us, or where otherwise permitted by law.

You may opt out of promotional email communications by using the unsubscribe mechanism included in the communication or by contacting us.

Transactional, security, service, account, or customer-support communications may continue even if you opt out of marketing communications.

11. Data Retention

Quantum Solutions retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including to:

• provide products and services;
• support customers;
• satisfy contractual requirements;
• maintain business and financial records;
• meet legal and regulatory obligations;
• resolve disputes;
• enforce agreements;
• support security and fraud prevention; and
• maintain appropriate audit records.

Retention periods vary depending on the type of information, contractual requirements, customer instructions, applicable law, and the nature of the service.

PHI and Customer Data are retained and deleted in accordance with applicable customer agreements, BAAs, legal requirements, and documented data-retention practices.

When information is no longer required, Quantum Solutions takes reasonable steps to delete, destroy, de-identify, or otherwise appropriately dispose of it.

12. Information Security

Quantum Solutions maintains administrative, technical, and organizational safeguards designed to protect personal information and Customer Data against unauthorized access, use, disclosure, alteration, or destruction.

Depending on the system and information involved, safeguards may include:

• encryption in transit;
• encryption at rest;
• identity and access controls;
• role-based permissions;
• authentication controls;
• logging and monitoring;
• secure cloud infrastructure;
• vulnerability management;
• vendor and subprocessor review;
• backup and business-continuity measures;
• workforce security and confidentiality requirements;
• incident-response procedures; and
• other security controls appropriate to the sensitivity of the information.

No method of electronic transmission or storage is completely secure. Accordingly, while Quantum Solutions maintains safeguards designed to protect information, we cannot guarantee absolute security.

Additional information regarding Quantum Solutions security practices is available through our Security & Trust resources.

13. Data Breach and Incident Response

Quantum Solutions maintains processes designed to identify, investigate, contain, remediate, and respond to suspected security incidents.

Where an incident involves Customer Data or PHI, Quantum Solutions will comply with applicable contractual notification requirements, BAAs, and applicable breach-notification laws.

14. Your Privacy Rights

Depending on where you reside and applicable law, you may have certain rights regarding your personal information.

These rights may include the ability to:

• request access to personal information;
• request information about categories of personal information collected;
• request correction of inaccurate information;
• request deletion of certain personal information;
• obtain a portable copy of certain information;
• object to or restrict certain processing;
• opt out of certain sales, sharing, profiling, or targeted advertising activities where applicable;
• limit certain uses of sensitive personal information where applicable; and
• appeal certain privacy-request decisions.

These rights are not absolute and may be subject to legal exceptions.

For example, information may need to be retained to comply with contractual, healthcare, security, financial, or legal obligations.

Quantum Solutions will not unlawfully discriminate against individuals for exercising applicable privacy rights.

15. California Privacy Rights

To the extent the California Consumer Privacy Act, as amended (“CCPA”), applies to Quantum Solutions or a particular processing activity, California residents may have rights that include:

• the right to know what categories and specific pieces of personal information are collected;
• the right to know the categories of sources from which information is collected;
• the right to know the business or commercial purposes for collecting, using, selling, or sharing information;
• the right to know the categories of third parties to whom information is disclosed;
• the right to request deletion, subject to applicable exceptions;
• the right to request correction of inaccurate information;
• the right to opt out of the sale or sharing of personal information where applicable;
• the right to limit certain uses and disclosures of sensitive personal information where applicable; and
• the right to non-discriminatory treatment for exercising applicable privacy rights.

Certain information and processing activities may be exempt from or outside the scope of the CCPA, including certain healthcare information regulated by other laws.

Quantum Solutions will honor applicable rights to the extent required by law.

16. Exercising Your Privacy Rights

To submit an applicable privacy request, contact:

Quantum Solutions LLC
Email: support@quantumsolutionsus.com
Telephone: 888.897.8268

Please include enough information for us to understand and respond to your request.

We may need to verify your identity before completing certain requests.

Where permitted by law, an authorized agent may submit a request on your behalf. We may request evidence that the agent is authorized to act for you.

If the information at issue is controlled by one of our healthcare customers, we may direct you to submit your request to that organization.

17. Third-Party Websites and Services

Our website and services may contain links to, integrate with, or allow access to third-party websites or services.

Quantum Solutions is not responsible for the privacy practices of third parties acting independently of Quantum Solutions.

We encourage users to review the privacy policies and terms of third-party services before providing personal information.

18. Children's Privacy

Quantum Solutions products and websites are intended for businesses and healthcare professionals and are not directed to children.

We do not knowingly collect personal information directly from children through our public website for marketing purposes.

If you believe that a child has provided personal information to Quantum Solutions through our website without appropriate authorization, please contact us.

This provision does not limit the processing of pediatric patient information on behalf of healthcare customers where such processing is authorized, contractually governed, and conducted in accordance with applicable healthcare privacy requirements.

19. International Users

Quantum Solutions is based in the United States.

If individuals access our website or services from outside the United States, their information may be transferred to, stored in, or processed in the United States or other jurisdictions in which our service providers operate, subject to applicable contractual and legal protections.

Where required, Quantum Solutions will implement appropriate mechanisms for international data transfers.

20. De-Identified and Aggregated Information

Quantum Solutions may create or use information that has been de-identified, aggregated, or otherwise processed so that it cannot reasonably be used to identify an individual.

We may use appropriately de-identified or aggregated information for activities such as:

• product improvement;
• analytics;
• performance measurement;
• operational reporting;
• security;
• research and development; and
• business planning.

Where applicable law requires information to remain de-identified, Quantum Solutions will maintain and use the information in de-identified form and will not attempt to re-identify it except as permitted by law.

21. Changes to This Privacy Policy

Quantum Solutions may update this Privacy Policy from time to time to reflect changes in our products, services, technology, legal requirements, or privacy practices.

When we make material changes, we will update the effective date and provide additional notice where required by applicable law.

We will not use material changes to this Privacy Policy to retroactively authorize materially different uses of personal information where additional notice or consent is legally required.

22. Contact Us

Questions about this Privacy Policy or Quantum Solutions privacy practices may be directed to:

Quantum Solutions LLC
Email: support@quantumsolutionsus.com
Telephone: 888.897.8268
Website: quantumsolutionsus.com

For privacy-rights requests, please include “Privacy Request” in the subject line of your email.