Privacy Notice
Introduction
This Privacy Notice describes how Klearforce (“we,” “our,” or “us”) collects, uses, and protects your personal information in connection with our websites, applications, products, and services (together, “Klearforce Services”).
This Privacy Notice does not apply to the content processed or stored by our customers through Klearforce Services. Customers control their own content, and our use of that content is governed by the agreements we have with them.
Personal Information We Collect
- Information You Provide: Contact details (e.g., name, email, phone), account registration, billing/payment details, communications, and support inquiries. This also includes practice information (such as practice name, address, and contact details) and user information for practice staff (names, email addresses, and roles).
- Financial Information: Where you authorize it, bank account and related financial details for reconciliation, payment matching, and financial operations within Klearforce Services. In the United States, we may use Plaid Inc. (“Plaid”) to connect your bank account, verify account details, and retrieve account and transaction information needed to provide these features.
- Automatic Information: Log data, device/browser type, IP address, usage patterns, activity history, and cookies.
- EHR and Payer Portal Data: Information extracted from Electronic Health Records (EHR) systems and insurance payer portals to automate eligibility, claims, remittance, and related workflows, as authorized by you.
- Information from Other Sources: Partners, service providers, publicly available records, and connected third-party systems you authorize (including EHR systems, bank accounts, and payer portals).
How We Use Personal Information
We use your personal information to:
- Provide, operate, and support Klearforce Services.
- Automate insurance reimbursement reconciliation and payment posting.
- Streamline accounting and financial operations.
- Maintain and improve performance and functionality.
- Provide customer support and troubleshoot issues.
- Communicate with you about services, security, and updates.
- Personalize user experience and recommendations.
- Detect, prevent, and mitigate fraud or misuse.
- Comply with U.S. legal and regulatory obligations, including applicable healthcare privacy requirements.
Cookies and Tracking
Klearforce uses cookies and similar technologies for secure login, personalization, and analytics. You may disable cookies in your browser, though some features may not work as intended.
Bank Account Connections (Plaid)
We may use Plaid Inc. (“Plaid”) to connect your Klearforce account with your bank account, verify your bank account, and obtain account and transaction information needed for insurance payment reconciliation and related financial features. Klearforce does not store your bank login credentials; when you authenticate with your financial institution through Plaid Link, those credentials are provided to Plaid (or your institution), not to Klearforce.
Information shared with Plaid is treated by Plaid in accordance with Plaid's End User Privacy Policy. By connecting a bank account through Plaid in Klearforce Services, you acknowledge and agree that information will be treated in accordance with that policy.
How We Share Personal Information
We do not sell personal information. We may share with:
- Service Providers: Vendors for hosting, payments, analytics, data processing, or customer support.
- Integration Partners: Connected systems you authorize (such as EHR systems, bank accounts, and payer portals) to facilitate automation and related services. This includes Plaid when you choose to link a bank account through Klearforce.
- Plaid: If you connect a bank account using Plaid, information shared with Plaid is treated by Plaid in accordance with Plaid's End User Privacy Policy. By linking a bank account through Plaid in Klearforce Services, you acknowledge and agree that such information will be treated in accordance with that policy.
- Business Transfers: As part of a merger, acquisition, or sale of assets.
- Legal and Safety: When required by law, subpoena, or to protect rights and safety.
- With Consent: When you direct us to share your data.
Security
We use administrative, technical, and physical safeguards to protect personal information, including encryption in transit and at rest, role-based access controls to restrict unauthorized access, monitoring, and regular security reviews such as audits and penetration testing. Where protected health information (PHI) is involved, we maintain HIPAA-aligned controls intended to support the privacy, security, and integrity of that information, as further described in our customer agreements (including any Business Associate Agreement).
Your Rights (U.S. State Privacy Laws)
Depending on where you live (e.g., California, Virginia, Colorado, Connecticut, Utah), you may have rights such as:
- Access: Request the categories and specific pieces of personal information we hold.
- Correction/Deletion: Ask us to correct or delete certain personal information, subject to legal or contractual obligations.
- Revoke Consent: Withdraw consent for specific data uses, including certain third-party integrations, where consent is the basis for processing.
- Opt-Out of Sale/Sharing: We do not sell your personal information, but you may opt out of certain disclosures for targeted advertising if applicable.
- Non-Discrimination: We will not discriminate against you for exercising privacy rights.
To exercise your rights, contact us using the details below. We may need to verify your identity before processing your request.
Children's Privacy
Klearforce Services are intended for professional use by healthcare practices and are not directed to children under 18. If you are under 18, you may use our services only with parental or guardian involvement.
Data Retention
We retain information as long as necessary to provide services, meet legal obligations, resolve disputes, and enforce agreements. When information is no longer needed for these purposes, we securely delete or de-identify it in accordance with our retention practices.
Third-Party Links
Klearforce Services may include links to third-party websites or services. We are not responsible for the privacy practices or content of those external sites. We encourage you to review the privacy policies of any third-party services you access.
Updates
We may update this Privacy Notice from time to time. Changes will be posted with a new “Last Updated” date. We encourage you to review this Privacy Notice periodically.
Contact Us
For questions about this Privacy Notice or our privacy practices, contact:
Klearforce, Inc.
Email: info@klearforce.com
Notice at Collection of Personal Information
Klearforce collects personal information such as your name, email address, phone number, practice details, and account details when you sign up or use our services. Where authorized, we may also collect bank and other financial information for reconciliation (including through Plaid), as well as data from connected EHR systems and payer portals. We also collect usage information (like device, IP address, and activity logs) to operate, secure, and improve Klearforce.
We use this information to provide and support our services (including insurance reimbursement automation and payment posting), personalize your experience, communicate with you, and comply with legal obligations. We do not sell your personal information. Information shared with Plaid when you link a bank account is treated in accordance with Plaid's End User Privacy Policy.
For details about what we collect, how we use it, and your privacy rights under U.S. state laws, please see our full Privacy Notice.