Privacy Policy

1 Information We Collect

When you interact with VLMS — through our website, contact forms, service inquiries, or as a client or business partner — we may collect the following types of information:

• Name, job title, and organization
• Email address, telephone number(s), and mailing address
• Information provided through contact or inquiry forms
• Technical data: IP address, browser type, device information, and usage data collected via cookies and analytics tools
• Any other information you voluntarily provide to us

For enterprise clients, we may also process Protected Health Information (PHI) and other sensitive data governed by our Data Processing Addendum (DPA).

2 How We Collect Information

We collect information in the following ways:

• Directly from you — when you fill out a contact form, request a consultation, subscribe to communications, or engage our services.
• Automatically — through cookies, log files, and analytics tools when you visit our website.
• From third parties — only when you have given those parties permission to share your information with us.

3 How We Use Your Information

VLMS uses the information collected for the following purposes:

• To respond to inquiries and provide requested services
• To communicate with you about our services, updates, or relevant information
• To fulfill contractual obligations and deliver healthcare revenue cycle services
• To improve the performance, usability, and content of our website
• To comply with applicable legal and regulatory requirements
• To detect, prevent, or investigate security incidents or fraud

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4 Data Sharing & Disclosure

VLMS does not disclose your personal information to third parties except in the following circumstances:

• Service providers — vetted vendors who assist in delivering our services (e.g., cloud hosting, analytics), bound by confidentiality obligations.
• Legal requirements — when required to comply with applicable law, court orders, or government requests.
• Business transfers — in the event of a merger, acquisition, or sale of assets, subject to equivalent privacy protections.
• With your consent — when you have explicitly authorized disclosure.

All third-party sub-processors are vetted and contractually required to maintain data protection standards consistent with this policy and our DPA.

5 Data Security

VLMS maintains an enterprise-grade Information Security Management System certified under ISO/IEC 27001:2022 and ISO 9001:2015. We apply the following safeguards:

• Encryption of data in transit and at rest
• Role-based access controls and multi-factor authentication
• Regular penetration testing and vulnerability assessments
• Activity logging and audit trails
• Secure, PHI-compliant infrastructure hosting

While we take every reasonable precaution, no method of data transmission over the internet is 100% secure. We encourage you to contact us immediately if you suspect any unauthorized activity.

6 Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law, contract, or regulatory obligations. When data is no longer required, we securely delete or anonymize it.

Enterprise client data is governed by the retention terms in the applicable service agreement and our Data Processing Addendum.

7 Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your experience and analyze usage patterns. These may include:

• Essential cookies — required for basic website functionality
• Analytics cookies — such as Google Analytics, to understand how visitors use our site
• Preference cookies — to remember your settings and choices

You can control or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of our website.

8 Your Rights

Depending on your location, you may have rights regarding your personal data, including:

• The right to access the personal information we hold about you
• The right to request correction of inaccurate data
• The right to request deletion of your data (subject to legal obligations)
• The right to object to or restrict certain processing activities
• The right to data portability
• The right to withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us at privacy@vlms-global.com. We will respond within the timeframes required by applicable law.

9 Third-Party Links

Our website may contain links to third-party websites. VLMS is not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party sites you visit.

10 Policy Updates

VLMS may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Updates will be posted on this page with a revised effective date. We encourage you to review this policy periodically.

Continued use of our website or services after updates constitutes acceptance of the revised policy.

11 Contact & Complaints

For any questions, requests, or concerns regarding this Privacy Policy, or to file a complaint, please contact us. We will acknowledge receipt promptly and aim to resolve all matters within 15 working days.