Privacy Policy

1. Information We Collect

Account Information

When you create a Superbill Studio account, we collect information necessary to create, authenticate, and maintain your account, such as:

• email address;
• authentication and account identifiers;
• email-verification status;
• sign-in and account-security information; and
• technical information associated with authentication, such as IP address, device or browser information, and sign-in timestamps where collected by our authentication infrastructure.

Passwords are handled through our authentication provider and stored in hashed form. We do not have access to your plaintext password.

Provider Profile Information

When you complete your Provider Profile, we may store information you provide, including:

• provider name;
• professional credentials;
• practice name;
• National Provider Identifier (NPI);
• professional license number;
• Employer Identification Number (EIN);
• practice address;
• phone number;
• email address;
• signature name;
• practice logo;
• document accent color; and
• other profile preferences.

This information allows Superbill Studio to populate your superbills and preserve your Provider Profile between sessions and devices.

Smart Defaults

If you use Smart Defaults, we store the practice-level preferences you choose, which may include:

• default CPT code;
• default diagnosis code;
• default fee;
• default Place of Service; and
• default modifier.

These are stored as provider/practice preferences used to prefill future superbills. They are not stored in association with an individual client.

Account Usage Information

We store limited information about your Superbill Studio account and product usage, including:

• whether your account is Free or Pro;
• the aggregate number of superbills downloaded;
• the date Pro access was granted, where applicable; and
• account creation and update timestamps.

We do not maintain a history of the superbills you create or download.

2. Client Information and Superbill Data

Superbill Studio is intentionally designed so that client-specific information entered into the superbill builder is processed locally in your web browser.

This may include:

• client name;
• client date of birth;
• diagnoses and ICD-10 codes;
• CPT codes and modifiers associated with a client;
• Place of Service;
• dates of service;
• fees and charges;
• amounts paid; and
• other information included on a superbill.

This client-specific information is not intentionally transmitted to or stored in Superbill Studio's backend database.

Superbill Studio does not maintain a client database or superbill history.

Generated PDFs

Superbill PDFs are generated in your browser and downloaded directly to your device.

Superbill Studio does not upload or retain copies of the generated PDF.

Once a PDF has been downloaded, you are responsible for its storage, handling, transmission, retention, and deletion, including any obligations that apply to your professional practice.

Because active superbill information exists only temporarily in browser memory, refreshing the page, closing the page, or navigating away may cause unsaved superbill information to be lost.

3. Payment Information

Purchases of Superbill Studio Pro are processed by Paddle, which acts as our online reseller and Merchant of Record.

Payment details such as your full credit or debit card number, CVV, and other raw payment credentials are entered directly into Paddle's checkout and are not received or stored by Superbill Studio.

Superbill Studio receives and retains limited information associated with a purchase, which may include:

• Paddle transaction identifier;
• Paddle customer identifier;
• purchase amount;
• currency;
• transaction status;
• purchase date;
• refund date, where applicable; and
• limited technical event information used to securely process and reconcile purchases.

We use this information to grant Pro access, process or reconcile refunds, prevent duplicate transaction processing, provide support, maintain financial records, and protect against fraud.

Paddle processes payment and billing information according to its own privacy practices.

4. How We Use Information

We may use information we collect to:

• create and maintain your account;
• authenticate you and keep your account secure;
• verify your email address;
• provide password-reset functionality;
• store and populate your Provider Profile;
• provide Smart Defaults;
• generate branded superbill documents in your browser;
• administer Free and Pro access;
• process and verify purchases;
• respond to support requests;
• send necessary account and transactional communications;
• maintain, secure, troubleshoot, and improve Superbill Studio;
• prevent fraud, abuse, and unauthorized access;
• maintain appropriate accounting and transaction records; and
• comply with applicable legal obligations.

We do not currently use your account email to send newsletters or promotional marketing emails.

5. How We Share Information

We do not sell your personal information.

We may provide limited information to service providers that help us operate Superbill Studio. These providers may process information only as necessary to provide their respective services or as otherwise permitted by their agreements and applicable law.

Service Providers

Services used in operating Superbill Studio may include:

Lovable and Lovable Cloud — for application hosting, infrastructure, authentication, database functionality, private file storage, and related technical services.

Transactional email infrastructure — for sending necessary account communications such as email verification and password-reset messages.

Paddle — for checkout, payment processing, receipts, applicable tax handling, refunds, fraud prevention, and other responsibilities associated with acting as Merchant of Record.

Other infrastructure providers may process limited technical information necessary to deliver, secure, or maintain the service.

Importantly, Superbill Studio's normal application architecture does not send the client-specific information you enter into the superbill builder to these providers.

6. Cookies and Browser Storage

Superbill Studio uses browser storage and may use cookies or similar technologies where necessary to operate the service.

Authentication

On the production Superbill Studio website, authentication information is stored in your browser to maintain your signed-in session. This may include authentication tokens and account identifiers.

This information is used to keep you logged in securely and is cleared or invalidated as appropriate when you sign out or when the session expires.

Other Browser Storage

Superbill Studio may store limited technical or preference information in your browser, such as:

• a marker used during account-data migration;
• temporary information indicating that you intended to upgrade to Pro; and
• limited interface preferences.

These items do not contain client-specific superbill information.

Paddle

When you open Paddle's checkout, Paddle may use cookies or similar technologies on Paddle-controlled services for checkout operation, fraud prevention, security, and transaction processing.

Paddle's use of these technologies is governed by its own privacy and cookie practices.

7. Analytics

Superbill Studio does not currently use Google Analytics, advertising pixels, session-recording software, or similar third-party analytics or advertising technologies.

Our hosting and infrastructure providers may collect standard technical information such as:

• IP address;
• browser or device information;
• requested page or URL;
• date and time of requests; and
• related server or security information.

This information may be used for website delivery, aggregate traffic measurement, troubleshooting, security, fraud prevention, and abuse detection.

If we introduce additional analytics technologies in the future, we will update this Privacy Policy as appropriate before or when those technologies are implemented.

8. Transactional Communications

We use your email address to send communications necessary to operate your account, such as:

• email-verification messages;
• password-reset messages;
• security or account-related notices; and
• other service communications where necessary.

Paddle may separately send purchase receipts, invoices, refund information, or other payment-related communications in its capacity as Merchant of Record.

We do not currently use your Superbill Studio account email for general promotional email marketing.

9. Practice Logos

If you upload a practice logo, the file is stored in private account-specific storage and is used to display your branding within Superbill Studio and on generated superbill PDFs.

Practice logos are not intentionally made publicly accessible through Superbill Studio.

When an account is permanently deleted pursuant to a valid deletion request, associated practice-logo files are also deleted as part of the account-deletion process.

10. Data Retention

We retain account and Provider Profile information for as long as reasonably necessary to provide your Superbill Studio account and operate the service.

If your account is deleted, we remove account-specific Provider Profile information in accordance with our deletion procedures.

We may retain limited transaction, payment, security, fraud-prevention, and audit information where reasonably necessary for:

• accounting and tax purposes;
• payment reconciliation;
• refunds;
• disputes and chargebacks;
• fraud prevention;
• security;
• enforcing our agreements; and
• complying with legal obligations.

Paddle may independently retain transaction and payment information in accordance with its obligations as Merchant of Record and its own policies.

Client-specific superbill information and generated superbill PDFs are not retained by Superbill Studio in the first place.

11. Account Deletion and Privacy Requests

You may request deletion of your Superbill Studio account and associated personal information by contacting support@superbillstudio.com.

Please submit your request from the email address associated with your Superbill Studio account so we can verify the request.

Following a valid deletion request, we will delete or de-identify personal information associated with your account except where retention is reasonably necessary or permitted for legitimate purposes such as accounting, taxes, transaction records, refunds, disputes, fraud prevention, security, enforcing agreements, or legal compliance.

Because Superbill Studio does not retain client-specific superbill data or generated PDFs, there is no server-side superbill history to delete.

12. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information maintained by Superbill Studio.

These measures include access controls, authentication protections, private storage for uploaded practice logos, restricted database access, and server-authoritative payment and account-entitlement controls.

However, no method of electronic transmission, storage, or security is completely risk-free, and we cannot guarantee absolute security.

You are responsible for maintaining the confidentiality of your account credentials and for securing superbill PDFs after they are downloaded to your device.

13. Healthcare and Client Information

Superbill Studio is designed to minimize our receipt and storage of client information.

Client-specific information entered while creating a superbill is processed locally in your browser and is not intentionally transmitted to or stored by Superbill Studio's backend systems.

This design does not eliminate your own responsibilities as a healthcare professional. You remain responsible for determining and complying with the privacy, security, confidentiality, recordkeeping, and professional obligations applicable to your practice and your handling of downloaded superbills.

14. Children's Privacy

Superbill Studio is intended for licensed or credentialed behavioral health providers who are at least 18 years old.

The service is not intended for use by children or minors as account holders, and we do not knowingly offer Superbill Studio accounts to individuals under 18.

This provision concerns Superbill Studio users/account holders. It does not prohibit a provider from creating a superbill concerning services appropriately provided to a minor client, since that client information is processed locally in the provider's browser.

15. United States Use

Superbill Studio is currently intended for providers located in and using the service within the United States.

We do not currently market Superbill Studio for use outside the United States.

16. Your Privacy Rights

Depending on where you reside, applicable law may provide rights concerning personal information we maintain about you, such as the right to request access, correction, or deletion.

To submit a privacy request, contact support@superbillstudio.com.

We may need to verify your identity before fulfilling a request.

We will respond to valid requests as required by applicable law.

17. Business Transfers

If Vertical Fold LLC is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information associated with Superbill Studio may be transferred as part of that transaction where permitted by law.

Any successor would remain subject to applicable obligations concerning the information transferred.

18. Legal Requirements and Protection of Rights

We may use, preserve, or disclose information where reasonably necessary to:

• comply with applicable law, legal process, or governmental requests;
• enforce our agreements;
• investigate fraud, abuse, or security incidents;
• protect the rights, property, or safety of Vertical Fold LLC, Superbill Studio, our users, or others; or
• establish, exercise, or defend legal claims.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to Superbill Studio, our data practices, service providers, or applicable law.

When we make changes, we will update the “Last Updated” date above.

If we make a material change to how we handle personal information, we may provide additional notice where appropriate or required.

20. Contact Us

If you have questions about this Privacy Policy or want to submit a privacy request, contact:

Email: support@superbillstudio.com

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