Privacy Policy
Privacy Policy last updated April 17, 2024
About Us
Self Bill Pro (collectively (“SBP” or “us” or “we” or “our”) helps employers by providing an automated self-billing process for employee benefits (“Services”).
To promote and provide our Services to you and other customers online, we own and manage the website https://www.selfbillpro.com/ (“Site”).
Our contact details are included at the bottom of our Privacy Policy as well as here.
Purpose
The purpose of this Self Bill Pro privacy policy (“Policy”) is to provide you with information on:
(1) who and what this Policy applies to;
(2) how and where we collect, use, disclose, store, and protect (“process”) information that can directly or indirectly be used to identify you or your household (“personal data”) when you or your employees use the Services, visit our Site, or otherwise interact with us; and
(3) How you can make a privacy related request or otherwise contact us;
Policy Scope
Who Does this Policy Apply To?
This Policy only applies to the processing of personal data of adults over the age of 18 years old. Our Services and the Site are intended for individuals who reside in the United States and are 18 years of age or older (“Covered Person”). If you are not a Covered Person, you are NOT permitted to access or use the Services or the Site. If you learn that anyone who is not a Covered Person provided us with personal data, please contact us, and we will take steps to delete such information.
What Does this Policy Apply To?
This Policy only applies to personal data that we or our service providers collect from you or your employees directly or through use of the Services or the Site.
Please note that we may link to third-party services (including social media services), external websites and/or external mobile applications (“Third Parties”) on our Site. However, we do not own nor control these Third Parties, and we are not responsible for the content or privacy practices of such Third Parties on their sites or applications, including their level of data sharing with other third parties. Additionally, we are not responsible for the data processing practices of the internet browser servicer you choose to use when accessing our Site. Such Third Parties and internet browser servicers may have their own privacy policies, and you should consult those policies accordingly before using or going to their websites or apps.
Our Data Processing Activities
Our data processing activities may vary based on the particular Services you use. To learn more about how your personal data is handled, please see the tables below.
Personal Data We Collect About You
|
Personal Data Type |
Source |
Purpose |
|
Name & business contact information (address, phone, email, etc.) |
From you directly |
· To contact you in response to your inquiries · To offer our services to you |
|
ID & log in details to our client portal |
From you or your employees directly |
· To create your online account |
|
Benefits related information about your employees and their dependents including name, social security number, email, phone number, address, date of birth, date of hire, salary, smoking status, gender, and benefit elections |
From you or your employees directly |
· To provide Services to you and your employees |
|
Your activity while on our Site or associated communications |
From you and your employees’ interaction with the Site |
Sensitive Personal Data We Collect About You
To provide the Services, we may need to collect sensitive personal data about you.
|
Personal Data Type |
Source |
Purpose |
|
Social Security Number and financial / payment information of your employees |
From you or your employees directly |
· To provide Services to you and your employees |
We will not ask for any sensitive personal data other than the information described in the above table. However, if you choose to voluntarily provide sensitive personal data to us, you hereby consent to us processing this sensitive personal data in accordance with our Policy.
General Purposes
Any personal data and/or sensitive personal data described in the tables above may also be processed for the following “General Purposes”:
• To provide customer / IT support;
• To maintain our Site;
• To comply with legal, law enforcement, and/or regulatory requirements or requests;
• To ensure the safety of our customers;
• To monitor for fraud or illegal activity;
• To exercise our legal rights;
• To run our day-to-day business and facilitate corporate or other business transactions; and
• For our document retention/data storage purposes.
Who We Share Your Personal Data With and Why We Share It
|
Recipient Type |
Personal Data Type |
Purpose |
|
Data storage providers |
All personal data and sensitive personal data described above |
Document retention / data storage |
General Recipients
The following third parties may receive any personal data or sensitive personal data described above in certain instances:
• Our affiliates - to assist us with any purpose described in the tables above;
• Law enforcement, regulatory authorities, and judicial bodies – in the event of a legal requirement, inquiry, or investigation; and
• Potential purchasers of Self Bill Pro – in the event there could be a change in our ownership status.
How Long Do We Keep Your Personal Data?
|
Personal Data Type |
Retention Period |
|
Payment / financial information, and employment information |
Seven (7) years |
|
All other personal data and sensitive personal data described above |
Seven (7) years |
How to Submit a Privacy Request
If you wish to access, correct, or delete your personal data (“Privacy Request”) we will use reasonable efforts to accommodate your Privacy Request within commercially reasonable timeframes, provided that we can verify your identity. To verify your identity, we may ask for you to provide certain information about yourself and, in some cases, we may follow up with you to obtain additional information as necessary to authenticate your request. We will not fulfill your Privacy Request if we are not able to verify your identity.
Please note that, with respect to deletion requests, we may not be able to ensure or guarantee complete and comprehensive removal of your personal data in all places and for all purposes. Your personal data may have been shared or reposted by other parties who act outside of any business relationship with us or may not cooperate with our request for them to delete your personal data. Additionally, we may not be able to fulfill your request due to federal or state laws or our internal policies may require maintenance of your personal data in our records. Please note that if the deletion request relates to personal data that we need to provide Services to you, you may not be able to use those Services properly moving forward.
If you wish to submit a Privacy Request, please contact us using the contact details at the bottom of our Privacy Policy as well as here.
Data Retention
We retain personal data as needed to complete the Services or for other legitimate purposes such as ensuring security of our data and systems, complying with our legal obligations, complying with tax, audit, or other books and record policies, resolving disputes, and conducting internal investigations, and enforcing our agreements or other legal rights. Due to the different purposes for retaining your personal data, the actual retention timeframes may vary depending on the type of personal data we collect from you and the purposes for which we use your personal data. For more information on our data retention timeframes for different categories of personal data, please see the above section titled “Our Data Processing Activities.”
If we determine that your personal data is no longer needed for the purposes described above, it will be deleted or anonymized so that it can no longer be attributed to you. Our collection times will be consistent with applicable law. Please note that residual copies of your personal data may be removed from backup systems subject to our backup data retention schedule.
Data Security
We have implemented technical and organizational measures to address the risk of loss, misuse, alteration, or unauthorized disclosure of personal data under our control. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a need to know such information to provide the Services or in instances where disclosure is necessary in special cases, such as a physical threat to you or others, as permitted by applicable law. We require that such third parties only process your personal data to provide services to us and to implement security measures keep your information confidential and secure.
While we have employed security technologies and procedures to assist safeguarding your personal data, no system or network can be guaranteed to be 100% secure, and we cannot guarantee that the information you send over the internet is fully secure. You should exercise discretion in what information you disclose and/or transmit through our Site. The transmitted information may be intercepted by others before it reaches us. If you are concerned about sending information to the we over the Internet, please send the information by mail or call us to make other arrangements. We are not responsible for the security of information transmitted online. Likewise, when you click on Third Party links from our Site, we cannot control the security measures used on such Third Party sites or applications. If you have an account with us, you are responsible for maintaining the secrecy of your log in credentials and account information, and for controlling access to your email account and any electronic communications from us.
Changes To Our Policy
We reserve the right to change this Policy at any time. Since this Policy may change as we modify or expand our Services or to comply with changes in applicable laws, we suggest you check back from time to stay informed of such changes. Any changes will be immediately incorporated into this Policy and will be prospective only. We will not make any changes that have retroactive effect unless legally required to do so. Your continued use of the Services after any changes are made to this Policy constitutes your acceptance of the changes. If any changes are unacceptable to you, you should cease all use of the Services. We will not collect new types of personal data or use personal data beyond what is disclosed in this Policy without providing you notice prior to the collection of that personal data, and, to the extent required under law, obtaining your consent.
Terms and Conditions
THIS POLICY IS INCORPORATED INTO AND GOVERNED BY OUR TERMS AND CONDITIONS.
IF YOU DO NOT AGREE WITH ANY ASPECT OF THIS POLICY, THEN PLEASE DO NOT ACCESS OR USE THE SERVICES OR OTHERWISE PROVIDE US WITH YOUR PERSONAL DATA. YOUR CONTINUED USE OF OUR SERVICES SIGNIFIES YOUR ACCEPTANCE OF THIS PRIVACY POLICY.
IF YOU LEARN OF A POTENTIAL VIOLATION OF THIS POLICY BY US OR AN OUTSIDE PARTY, PLEASE CONTACT US.
How to Contact Us
If you have any questions regarding this Policy, please contact us at:
Email: legalnotices@selfbillpro.com
Phone: 610-761-9427
Mail: 17011 SR 50, Clermont, FL 34711
Contact Instructions: You may also contact us by clicking the Contact Us tab on our Site.