Privacy Policy – PhysiAssist Health LLC
Last Updated: November 20, 2025
This Privacy Policy describes how PhysiAssist Health LLC (“PhysiAssist,” “we,” “us,” or “our”) collects, uses, and protects information when you:
- Visit our website, including https://physiassist.com (the “Site”); or
- Interact with our revenue cycle management (RCM), clinical documentation improvement (CDI), oncology-related solutions, and other services and products (the “Services”).
Protecting your information is central to how we operate. We do not sell your personal information and we do not share it with third parties for their own promotional or marketing purposes.
Note: When we handle Protected Health Information (“PHI”) for healthcare providers, we act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). That PHI is governed by our Business Associate Agreements (BAAs), service contracts, and HIPAA, in addition to this Policy.
1. Who we are & how to contact us
PhysiAssist Health LLC
30 N Gould St, STE R
Sheridan, WY 82801
United States
Phone: (+1) 857-328-1485
Email: contact@physiassist.com
We are a US-based company with a dedicated backend team in India operating under the same confidentiality, privacy, and security standards as our US team.
2. Information we collect
We collect only the information we need to operate our business, respond to you, and provide and improve our Services.
2.1. Information you provide
This includes information you give us when you use the Site or communicate with us, such as:
- Contact details – name, work email, phone number, and other basic contact information.
- Professional details – organization/practice name, role, specialty, approximate size, and related business information you choose to share.
- Inquiry data – details you provide when you request a demo, sign up for a trial, request an assessment, download resources, or ask for a proposal.
- Account information – if we provide a portal or dashboard, we may collect usernames, passwords, and related profile information you create.
- Contract & billing details – business contact details used for contracts, invoicing, and payment records.
- Job applications – résumé/CV, professional history, and any other information you submit when applying for positions with us.
Please do not submit PHI (for example, patient names, MRNs, or full claim files) through general contact forms or regular email. When PHI is required, we will specify or provide secure channels and appropriate agreements.
2.2. Information collected automatically
When you visit the Site, we may automatically collect:
- Technical information – IP address, browser type, operating system, device type, and similar technical details.
- Usage data – pages viewed, time spent on pages, links clicked, referring pages, and general navigation patterns.
We may use reputable analytics tools to understand how visitors use our Site so we can improve performance and content. These tools are used to see overall trends, not to sell or rent your personal data.
3. How we use your information
We use the information we collect for the following purposes:
- To provide and support our Services
- Responding to demo, trial, and assessment requests;
- Communicating about onboarding, implementation, and support;
- Managing our relationship and contracts with you.
- To operate and improve our Site and products
- Maintaining and securing the Site;
- Understanding which pages and resources are most useful;
- Improving usability, performance, and reliability.
- To communicate with you
- Sending you requested information (for example, demos, proposals, case studies, and follow-up communications);
- Sharing updates, educational content, and invitations that are relevant to your role.
You can unsubscribe from marketing emails at any time by using the link in our emails or by contacting contact@physiassist.com. We may still send you non-marketing messages (for example, service or account notifications).
- To meet legal, regulatory, and security requirements
- Maintaining appropriate business records and audit trails;
- Detecting and addressing fraud, abuse, or security issues;
- Complying with applicable laws and enforcing our agreements.
- Product development, analytics, and quality assurance
- Designing, training, testing, and validating our analytics, RCM tools, and oncology-related decision support products;
- Using de-identified and/or aggregated data wherever feasible for product development and improvement;
- Aligning oncology-related functionality with recognized clinical practice frameworks and guidelines (for example, the NCCN Clinical Practice Guidelines in Oncology) where applicable.
When PHI is involved, our use of that data for product development or analytics is subject to HIPAA, applicable law, and the terms of our BAAs, and we use appropriate safeguards and de-identification practices where required and feasible.
We do not use your information for unrelated purposes without informing you and, where required, obtaining your consent.
4. How and when we share information
Our approach is to keep your information tightly controlled.
- We do not sell your information.
- We do not share your personal information with third parties for their own promotional or marketing purposes.
We may share information in the following limited situations:
- Within PhysiAssist and our controlled teams
Authorized team members in the United States and our backend team in India may access your information strictly on a need-to-know basis, under the same internal policies, confidentiality obligations, and technical controls. - Service providers acting on our behalf
We use carefully selected third-party vendors (for example, secure hosting, data storage, email delivery, data backup, CRM tools, communication platforms).- Our core infrastructure is hosted on Microsoft Azure, a leading cloud platform with strong security and compliance controls.
- Service providers may use your information only to provide services to PhysiAssist.
- They are bound by contracts requiring confidentiality and appropriate security.
- Legal and regulatory reasons
We may share limited information if required to do so by law, regulation, or a valid legal process (such as a court order or subpoena). When permitted, we review such requests carefully and seek to disclose only what is necessary. - Business transactions
In connection with a merger, acquisition, financing, or other corporate transaction, your information may be transferred under appropriate confidentiality obligations and in line with applicable law.
We do not grant unrelated third parties independent rights to use your information for their own purposes.
5. International access and transfers
Our primary operations and infrastructure are located in the United States.
We also have a dedicated backend team in India, which may access information in order to help us provide and support our Services. Where data is accessed from or processed in another country, we:
- Apply the same internal privacy and security standards;
- Limit access to authorized personnel with a legitimate business need;
- Use secure connections and technical safeguards for remote access.
Our goal is that your information is protected in a consistent way, regardless of where authorized team members are located.
6. Security
We treat security as a core responsibility.
We use a combination of technical, administrative, and physical safeguards, which may include:
- Encrypted connections (HTTPS/TLS) for data in transit;
- Role-based access control and “least privilege” principles;
- Strong authentication requirements and segregation of environments (e.g., production, testing, development) where appropriate;
- Hosting our systems on Microsoft Azure, which provides robust security features, logging, and access control tools that we configure in line with our policies and contractual obligations;
- Logging and monitoring of access to sensitive systems;
- Regular internal reviews and staff training on privacy, security, and secure product development practices.
No internet-based system can be guaranteed to be perfectly secure, but our goal is to meet or exceed recognized industry best practices and to continuously strengthen our safeguards.
If you believe your interaction with us may no longer be secure, please contact us immediately at contact@physiassist.com.
7. Data retention
We retain information only for as long as reasonably necessary to:
- Provide the Site and Services;
- Fulfill the purposes described in this Policy;
- Comply with legal, regulatory, and contractual obligations;
- Resolve disputes and enforce our agreements.
When information is no longer needed, we delete it or de-identify it consistent with our internal policies and applicable law.
8. Your choices and rights
You can:
- Update or correct your contact details by emailing us;
- Unsubscribe from marketing emails at any time via the link in the email or by contacting contact@physiassist.com;
- Ask for more details about how we handle your information and support product development in a privacy-protective way.
Depending on your location and applicable law, you may have additional rights (for example, to request access to or deletion of certain personal information). We will honor such requests to the extent required by law.
To exercise any privacy-related rights, please contact contact@physiassist.com with enough information to verify your identity and understand your request.
9. SMS Communications
If you provide your mobile number and consent to receive SMS messages from us (for example, via our contact or inquiry forms), the following applies:
- Brand name: Messages are sent by or on behalf of PhysiAssist Health LLC.
- Types of messages: Messages may include responses to your inquiries, onboarding and trial information, appointment or call scheduling, service updates, reminders, and other communications related to our revenue cycle management and healthcare services.
- Message frequency: Message frequency will vary based on your interactions with us but will generally not exceed 4 messages per month.
- Consent: By submitting your mobile number and agreeing to receive messages, you consent to receive SMS communications from us for the purposes described above.
- Opt-out / STOP: You may opt out of SMS communications at any time by texting STOP in reply to any message. After you send STOP, we may send a single confirmation message to verify that you have been unsubscribed.
- HELP / support: For help regarding SMS messages, you may text HELP in reply to any message or contact us at contact@physiassist.com.
- Data rates: Message and data rates may apply depending on your mobile carrier and plan.
- No sharing for promotional purposes: We do not sell or share mobile numbers or other personal information with third parties so they can send you their own promotional or marketing messages.
Your choice to receive or not receive SMS messages from us will not limit your ability to use our Site or access our Services, although certain updates may be easier to receive via text.
10. Clinical guidelines and content
Certain products and content, particularly our oncology-related tools, may reference or be designed in alignment with recognized clinical practice frameworks and guidelines, such as the NCCN Clinical Practice Guidelines in Oncology, along with other evidence-based sources.
- These tools and materials are intended to support professional judgment, not replace it.
- Final clinical decisions and patient care remain the responsibility of the treating healthcare providers.
- PhysiAssist is not endorsed by or formally affiliated with the National Comprehensive Cancer Network (NCCN); references to NCCN Guidelines reflect alignment with widely used clinical frameworks, not sponsorship or certification.
11. Children’s privacy
The Site and Services are intended for adult business and professional users. We do not knowingly collect personal information from children under 13. If you believe we may have collected information from a child, please contact us so we can address it promptly.
12. Third-party websites and services
Our Site may contain links to websites or services that we do not control. If you follow those links, their own terms and privacy policies will apply. We are not responsible for how those third parties handle your information.
13. Changes to this Privacy Policy
We may update this Privacy Policy as our business, products, services, or legal obligations change. When we do:
- We will update the “Last Updated” date at the top of this page; and
- Where appropriate, we may provide additional notice (for example, via the Site).
Your continued use of the Site after an update takes effect means you accept the revised Policy.
14. SMS Communications
By providing your phone number and opting in, you consent to receive SMS messages from PhysiAssist Health LLC (Registered Company Name) related to appointments, services, and important updates.
Message Frequency: Messages may be sent weekly or as needed based on your interaction with our services.
Message and Data Rates: Message and data rates may apply according to your mobile carrier’s plan.
Help: You may text HELP at any time for assistance.
Opt-Out: You may opt out of receiving SMS messages at any time by texting STOP. After opting out, you will no longer receive SMS communications from us.
15. Contact us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact:
PhysiAssist Health LLC
30 N Gould St, STE R
Sheridan, WY 82801, United States
Phone: (+1) 857-328-1485
Email: contact@physiassist.com