Effective Date: 27-10-2025
Last Updated: 27-10-2025
1. Introduction
Welcome to Spectra Billing Solutions (“we,” “our,” or “us”).
We are committed to protecting the privacy and security of the personal information of our clients, visitors, and users of our website — www.spectrabilling.com (the “Site”).
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site or use our services. By accessing our website, you agree to this Privacy Policy.
2. Information We Collect
We may collect the following types of information:
a. Personal Information
When you contact us, sign up for a demo, or request information, we may collect:
- Name
- Email address
- Phone number
- Practice name
- Job title or role
- Other information you voluntarily provide through contact forms
b. Automatically Collected Information
When you visit our Site, certain data may be automatically collected:
- IP address
- Browser type and version
- Pages visited and time spent on site
- Device type and operating system
- Referring website
We use cookies and similar technologies to improve site functionality and user experience.
c. Protected Health Information (PHI)
Spectra Billing Solutions is HIPAA-compliant.
When performing billing or RCM services, we may receive and process Protected Health Information (PHI) on behalf of dental practices. Such information is used strictly for providing contracted billing services and is protected under a Business Associate Agreement (BAA) with each client.
3. How We Use Information
We use collected information to:
- Provide and manage our billing and RCM services
- Communicate with you about inquiries, services, or support
- Improve website performance and customer experience
- Send newsletters, updates, or marketing communications (only if you opt in)
- Comply with applicable laws and regulations
We do not sell, rent, or trade your personal information.
4. Data Security
We employ administrative, technical, and physical safeguards to protect information from unauthorized access, disclosure, or misuse.
All PHI is encrypted and stored in secure, access-controlled environments.
5. Information Sharing
We may share your information only in the following cases:
- With your consent
- With service providers and contractors who assist us in operations (under strict confidentiality agreements)
- When required by law, subpoena, or regulatory obligation
- To protect our rights, privacy, or safety, and that of our clients
6. Cookies and Tracking
We use cookies and similar technologies for analytics and performance optimization. You can manage or disable cookies through your browser settings; however, doing so may affect certain website functions.
7. Your Rights
Depending on your location, you may have the right to:
- Access, correct, or delete your personal data
- Withdraw consent to communications
- Request details of data collected about you
To exercise these rights, please contact us at privacy@spectrabilling.com.
8. Data Retention
We retain client and billing-related information only as long as necessary to fulfill contractual or legal obligations. PHI is securely destroyed according to HIPAA retention policies once no longer required.
9. Third-Party Links
Our website may include links to third-party sites. We are not responsible for their privacy practices. Please review their policies before sharing any personal information.
10. HIPAA Compliance
Spectra Billing Solutions complies fully with the Health Insurance Portability and Accountability Act (HIPAA).
We execute Business Associate Agreements (BAAs) with all clients and follow strict administrative, technical, and physical safeguards to ensure PHI confidentiality and integrity.
11. Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. Updates will be posted on this page with a new effective date.
12. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact:
Spectra Billing Solutions
Email: privacy@spectrabilling.com
Phone: +1(806)541 0043
Address: 5900, Balcones Drive, STE 100, Austin, TX. 78731