Phoenix Business Solutions (“we,” “us,” or “our”) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and protect your data when you visit phoenixbusinessolutions.com.

1. Information We Collect

When you visit our website or submit a form, we may collect:

• Your full name, email address, and phone number
• Healthcare practice name and service of interest
• Messages or notes submitted via contact forms
• Call recordings and transcripts from our AI calling system
• Browser, device, and general location data collected automatically

2. How We Use Your Information

We use your information to respond to inquiries, provide consultations, follow up on form submissions, maintain call and communication records, improve our services, and comply with legal requirements.

3. Automated Calling System

When you submit a form on our website, you may receive an automated outbound phone call from our AI-powered calling system (Retell AI). This call is only to discuss your healthcare business needs. By submitting your phone number, you consent to receiving this call. To opt out, call us at (800) 479-1744.

4. Email Communications

All emails submitted through our forms are stored securely in our internal system. Our team can view and reply to your messages directly. We do not sell your email address to third parties. You can unsubscribe at any time by replying “Unsubscribe.”

5. Data Storage & Record Keeping

We store contact form data, call records, transcripts, and email correspondence in our secure internal systems. Data is retained for up to 5 years unless otherwise required by law.

6. Cookies

Our website uses essential, analytics, and functional cookies to improve your experience. You can control cookies through your browser settings.

7. Sharing Your Information

We do not sell or rent your data. We may share information only with service providers who help us operate our systems (such as Retell AI and n8n), or when required by law.

8. HIPAA Notice

Our website forms are not designed to collect Protected Health Information (PHI). Please do not submit patient health data through our website. If PHI is required for a service engagement, we will provide a secure, HIPAA-compliant method and execute a Business Associate Agreement (BAA) as required.

9. Your Rights

You have the right to access, correct, or delete your personal data, opt out of calls or emails, and request a copy of your data. To make a request, contact us. We will respond within 30 business days.

10. Data Security

We use SSL encryption, access controls, and secure storage to protect your information. No system is 100% secure, but we take every reasonable precaution.

11. Children’s Privacy

Our services are for healthcare professionals and business entities only. We do not knowingly collect data from anyone under 18.

12. Policy Updates

We may update this policy from time to time. The updated date will always be shown at the top of this page. Continued use of our website means you accept the updated policy.

13. Contact Us

Phoenix Business Solutions 100 Challenger Road, Ridgefield Park, NJ 07660 Phone: (800) 479-1744 Website: phoenixbusinessolutions.com Hours: Monday – Friday, 10:00 AM – 9:00 PM EST