Privacy Policy

Welcome to White Glove Medical Billing. This policy explains how White Glove RCM LLC, a Texas limited liability company doing business as White Glove Medical Billing, collects, uses, shares, and protects information when you use our website or our medical billing services.

White Glove Medical Billing is a medical billing, coding, and revenue cycle company — not a healthcare provider and not a law firm. All coding is performed by certified coders from your providers' documentation; the clinical record and the certification of medical necessity remain the provider's.

Information We Collect

• Contact and account information: name, business name, email, phone, mailing address, entity type, and specialty.
• Protected health information: received from the practice that engaged us and used only to bill on its behalf — patient name and demographics, insurance and member identifiers, dates and place of service, diagnosis and procedure codes, and the clinical documentation supporting a claim.
• Practice financial records: remittance advice, payment and adjustment detail, accounts receivable aging, payer contracts and fee schedules, and the reporting we produce from them.
• Technical data: IP address, device and browser information, session analytics, and marketing campaign parameters.

We do handle protected health information. Billing a claim requires it — patient demographics, dates of service, diagnosis and procedure codes, and the clinical documentation supporting them. We receive that information as a business associateunder HIPAA, on behalf of the practice that engaged us, and we execute a Business Associate Agreement before any of it moves. We are not a covered entity, and we use PHI only to perform billing for the practice it belongs to.

How We Use Your Information

• To perform medical billing, cleanup, reconciliation, and reporting for the client who engaged us
• To post payments, work denials, and report on the revenue cycle
• To communicate with you, schedule consultations, and send invoices
• To improve our website and service offerings
• To comply with legal, security, and financial-record obligations

We access your accounting file only with your authorization, established through the platform's authorization flow and our engagement with you. You may withdraw that authorization at any time.

Information Sharing and Sale

We do not sell your personal or financial information, and we do not use client financial data to train third-party AI models.

We share information only with: (a) the accounting, payroll, and document platforms needed to deliver your service, under those platforms' API terms; (b) service providers and subprocessors who help us operate — including our email delivery provider, database host, payment processor, and analytics providers — under written confidentiality obligations limiting them to our instructions; (c) your own clearinghouse, payers, and practice management vendor, as required to bill on your behalf; and (d) authorities where required by law.

You may opt out of non-essential sharing using the cookie banner, a Global Privacy Control (GPC) browser signal, or our Contact form.

Your Rights

• Request access to the personal information we hold about you
• Request correction or deletion
• Opt out of sharing or processing
• Withdraw an accounting-platform authorization at any time
• Receive your records in a readily usable format

California residents have additional rights — see our CPRA notice. Because we are a Texas-based firm, we extend those protections to all clients and visitors.

Cookies and Tracking

We use cookies and third-party analytics and advertising tools to measure traffic and improve your experience. You can accept, decline, or customize these through the cookie banner, and we honor Global Privacy Control signals automatically.

You can also disable cookies in your browser, but some features may not work properly.

Data Security and Retention

We apply reasonable administrative, technical, and physical safeguards, including access controls, encryption in transit, and least-privilege access to client accounting files. Access credentials are stored on firm-controlled systems and are not shared. No system is completely immune to risk.

We retain client financial records for as long as needed to provide the service and to meet legal and financial-record obligations — generally the longer of the period required by your payer contracts and applicable record-retention rules, which is generally longer than the default in a practice management system. Website and marketing data is retained for up to 24 months. After that we delete or de-identify it.

Children's Privacy

Our services are directed to businesses and adults. We do not knowingly collect personal information from anyone under 16.

Changes to This Privacy Policy

We may update this policy periodically. Changes will be reflected on this page with an updated date.

This policy was last updated on August 8, 2026.

Contact Us

Questions? Reach out via our Contact form or email us at privacy@whiteglovemedicalbilling.com. White Glove RCM LLC d/b/a White Glove Medical Billing.