Privacy Policy for Aspen Health System

1. Introduction

Aspen Health System (“Aspen Health,” “we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of our patients, clients, legal partners, and website visitors.

We provide healthcare coordination, medical billing support, and related services, and we handle sensitive information with the highest level of care in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable data protection laws.

2. Information We Collect

We may collect the following types of information:

• Personal information such as name, email address, and phone number
• Attorney, healthcare provider, or case-related details
• Patient medical and billing information (only when authorized)
• Communication preferences
• Technical data such as IP address, browser type, device information, and website usage
• Information submitted through intake forms, contact forms, or SMS opt-ins

3. How We Use Your Information

We use collected information to:

• Coordinate medical care and facilitate treatment for personal injury cases
• Provide medical billing, documentation, and case management support
• Communicate with patients, attorneys, and providers via phone, email, or SMS (with consent)
• Improve our services, operations, and website functionality
• Comply with legal, regulatory, and contractual obligations
• Send appointment updates, billing notifications, or case-related communications (opt-in only)

4. HIPAA Compliance

Aspen Health Systems complies fully with HIPAA regulations.

Any Protected Health Information (PHI) we manage is:

• Used solely for authorized healthcare coordination and billing purposes
• Stored securely with strict access controls
• Never sold, shared, or used for unrelated purposes

We enter into Business Associate Agreements (BAAs) where required and ensure all staff are trained in HIPAA privacy and security standards.

5. SMS and Text Message Communications

By providing your phone number, you consent to receive SMS communications from Aspen Health System related to your care, billing, or case updates.

• Message and data rates may apply
• You can opt out at any time by replying “STOP”
• We comply with all applicable carrier and messaging regulations
• Your phone number will never be sold or shared

6. SMS/Text Messaging Policy

Opt-In

Users may opt in to receive SMS communications through various methods, including:

• Submitting forms on the website
• Providing a phone number during communication
• Verbal or written consent

Opt-Out

Users may opt out at any time by:

• Replying “STOP” to any message
• Contacting Aspen Health System directly
• Not selecting SMS consent options

7. Sharing Your Information

We do not sell or rent personal information.

We may share information only with:

• Authorized team members and subcontractors on a need-to-know basis
• Healthcare providers, surgical centers, and partner networks involved in your care
• HIPAA-compliant technology and cloud service providers
• Legal authorities when required by law

SMS consent and phone numbers are not shared with third parties. All partners are bound by strict confidentiality and data protection obligations.

8. Cookies and Tracking Technologies

We may use cookies and similar technologies to improve website performance and user experience.

You may disable cookies through your browser settings at any time.

9. Data Security

We implement industry-standard safeguards to protect your data, including:

• SSL encryption
• Secure servers and HIPAA-compliant systems
• Role-based access controls
• Continuous monitoring and audit logs

10. Your Rights

Depending on applicable laws, you may have the right to:

• Access, update, or correct your personal information
• Request deletion of your data (subject to legal and compliance requirements)
• Opt out of non-essential communications

To exercise your rights, please contact us at: info@aspenhealthsys.com

11. Important Notice

No mobile information will be shared with third parties.

Text messaging opt-in data and consent are strictly confidential and will not be disclosed.

12. SMS Consent and Messaging Policy

SMS Consent

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign.

We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to:

• Platform providers
• Phone companies
• Messaging vendors
• Service providers assisting in text message delivery

All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

13. Rights of Individuals

Individuals have the right to:

• Request access to their personal data held by Aspen Health System
• Request correction or erasure of their personal data
• Object to processing of their personal data for specific purposes
• Lodge a complaint with a supervisory authority

14. Changes to this Privacy Policy

We reserve the right to update this privacy policy at any time.

Changes will be effective immediately upon posting on our website.

Your continued use of our services constitutes acceptance of the updated privacy policy.

15. SMS Messaging Standards

To comply with A2P 10DLC guidelines, Aspen Health System ensures all SMS communications meet the following standards:

A. Opt-in Confirmation

When you opt in, you will receive the following confirmation message:

"Thank you for joining Aspen Health System! For help, text HELP to +1 (832) 212-0348. To stop receiving messages, text STOP to +1 (832) 212-0348. You will receive recurring messages per month. Message and data rates may apply. View our privacy policy at https://aspenhealthsys.com/"

B. STOP Message

When you opt out of the program by texting "STOP," you will receive the following message:

"You have successfully unsubscribed from Aspen Health System. No further messages will be sent. For assistance, contact us at +1 (832) 212-0348 or email info@aspenhealthsys.com."

C. HELP Message

When you text "HELP," you will receive the following message:

"For help, contact us at +1 (832) 212-0348 or email info@aspenhealthsys.com. Visit https://aspenhealthsys.com/ for additional support."

16. Contact Us