Privacy Policy

Effective Date: May 1, 2025  ·  Last Updated: May 1, 2025

1. Introduction

ExpertSigned ("Company," "we," "us," or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.expertsigned.com and use our document preparation services. Please read this policy carefully. If you disagree with its terms, please discontinue use of our site.

2. Information We Collect

We collect information you provide directly to us, information we collect automatically when you use our services, and information from third parties. This includes:

• Personal Identifiers: Name, email address, phone number, mailing address, and account credentials.
• Professional Information: NPI numbers, professional license numbers, brokerage information, and other details necessary to prepare your documents.
• Protected Health Information (PHI): For medical prior authorization services, we may collect patient names, dates of birth, diagnosis codes, and treatment information solely as needed to prepare your documents.
• Financial Information: Payment card details processed securely through our third-party payment processor (Stripe). We do not store full card numbers on our servers.
• Usage Data: IP address, browser type, pages visited, time spent on pages, and referring URLs, collected automatically through cookies and similar technologies.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our document preparation services.
• Process transactions and send related information, including purchase confirmations and invoices.
• Send administrative information such as updates, security alerts, and support messages.
• Send marketing and promotional communications, where you have opted in to receive such communications.
• Respond to your comments, questions, and requests.
• Maintain compliance with applicable legal and regulatory obligations, including HIPAA for healthcare-related documents.
• Detect, prevent, and address technical issues and fraudulent activity.

4. Sharing Your Information

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

• Licensed Reviewers: The licensed professional assigned to review and sign your document will have access to the information necessary to complete that review.
• Service Providers: Third-party vendors who assist us in operating our website and delivering our services (e.g., cloud hosting, payment processing, email delivery). These parties are contractually obligated to keep your information confidential.
• Legal Requirements: When required by law, subpoena, or other legal process, or when we believe disclosure is necessary to protect our rights or the safety of others.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets.

5. HIPAA Compliance

For clients using our medical prior authorization services, ExpertSigned acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We maintain a signed Business Associate Agreement (BAA) with all healthcare clients and implement administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of Protected Health Information (PHI). PHI is used solely for the purpose of preparing the requested document and is not disclosed for any other purpose without your authorization.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods are:

• Medical records and PHI: Six (6) years from the date of creation or last use, in accordance with HIPAA requirements.
• Immigration documents: Three (3) to five (5) years, depending on the form type.
• Financial planning documents: Seven (7) years, in accordance with SEC and FINRA recordkeeping rules.
• General account data: For the duration of your account, plus two (2) years after account closure.

7. Data Security

We implement industry-standard security measures to protect your information, including AES-256 encryption for data at rest and TLS 1.3 for data in transit. Access to personal information is restricted to authorized personnel on a need-to-know basis. Despite these measures, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our website may not function properly.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• The right to access and receive a copy of your personal information.
• The right to correct inaccurate or incomplete information.
• The right to request deletion of your personal information, subject to certain legal exceptions.
• The right to opt out of marketing communications at any time by clicking "unsubscribe" in any email or contacting us directly.
• California residents may have additional rights under the California Consumer Privacy Act (CCPA).

To exercise any of these rights, please contact us at expertsigned@gmail.com.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us and we will take steps to delete such information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after any changes constitutes your acceptance of the new policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

ExpertSigned
Email: expertsigned@gmail.com
Website: www.expertsigned.com