At Cactus Billing Solutions we are committed to safeguarding your privacy and maintaining the confidentiality of your information. This Privacy Policy outlines how we collect, use, and share personal information, and governs the use of our website, SMS communications, and services. By using our services or accessing our website, you agree to the collection and use of information in accordance with this policy.
What personal information is collected:
We collect personal and service-related information from users when they interact via SMS communications. This includes: Name, email address, phone numbers, and SMS opt-ins.
How We Collect Information:
Information is collected when users sign up for services, subscribe to SMS messages, fill out website forms, or interact via customer service. SMS consent is obtained via opt-in messages when subscribing to receive text communications.
How We Use and Share Your Information:
Use of Information: To provide, maintain, and improve services; communicate via SMS regarding request status; and process transactions or customer inquiries.
SMS Consent, and phone numbers collected for SMS communication purposes will not be shared with any third party or affiliates for marketing purposes.
SMS Terms of Service:
By opting into SMS notifications through a web form or other methods, users agree to receive text messages from Cactus Billing Solutions Message and data rates may apply. Text HELP for help. Reply STOP to opt out.
- Opt-In Disclosure: Consent to receive SMS messages, message & data rates may apply, message frequency may vary, opt-out via “STOP,” help via “HELP” or website.
- HELP Message: “Thank you for contacting Cactus Billing Solutions. You can find help online at our website.”
- STOP Message: “You will no longer receive messages from Cactus Billing Solutions. To opt back in at any time, reply START.”
Last updated: October 17, 2026
Patient health information (HIPAA)
When a practice hires us for medical billing, we may need to see protected health information (PHI), such as patient names, dates of service, diagnosis and procedure codes, and insurance details. For these clients:
- We sign a Business Associate Agreement (BAA) with the practice before we receive any PHI, as required by the HIPAA rules.
- We use PHI only to perform billing and related services for that practice, or as the law requires. We never sell PHI or use it for marketing.
- We limit access to the people who need it to do the work, use password-protected systems, and exchange files only through secure methods.
- If PHI we hold is ever involved in a breach, we notify the practice as the BAA and the law require.
Credentialing work mainly involves information about the provider (licenses, NPI, education, work history), not patients. We treat that information as confidential and share it only with the insurance companies and organizations you ask us to apply to, and with CAQH (DataSpring) when you authorize it. Please do not send patient information through our website forms or checkout.
Cookies and analytics
Our website uses cookies, which are small files stored by your browser:
- Necessary cookies keep your cart, checkout and account working (WooCommerce) and help protect the site from attacks (security and caching tools).
- Analytics cookies (Google Analytics, through Google Site Kit) tell us in summary form how people find and use our pages, for example which pages are visited most. We use this only to improve the website.
- Payment cookies may be set by Square on the checkout page to process your payment and prevent fraud.
You can block or delete cookies in your browser settings. If you block necessary cookies, the cart and checkout may not work. You can also opt out of Google Analytics with Google’s browser add-on.
Payments
Online payments are processed by Square. When you pay by card or Google Pay, your card details go directly to Square’s secure payment form. We do not see or store your full card number; we only receive limited details such as the card type, the last 4 digits and whether the payment went through. Square’s handling of your payment information is described in the Square Privacy Notice.
What we collect when you order
To complete a credentialing order we collect your name, email, phone, billing address, provider and practice details (such as NPI, practice name, state and the insurance companies you choose) and any notes you add. We use this to do the work you ordered, contact you about it, keep accounting and tax records, and meet legal obligations. We share it only with the insurers and organizations involved in your applications, our service providers (website hosting, email and Square), or when the law requires it.
How long we keep information
- Orders and invoices: kept for 7 years for tax and accounting purposes.
- Credentialing files: kept while you are a client and for 3 years after, so we can help with re-credentialing and answer payer questions.
- Billing records containing PHI: kept, returned or destroyed as set out in the practice’s BAA and as the law requires.
- Website analytics: kept in summary form according to our Google Analytics retention setting.
When we no longer need information, we delete it or destroy it securely.
Your choices
You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it when we no longer need it for the work, legal or tax reasons. Contact us using the details below.
Contact us about privacy
Cactus Billing Solutions
625 W 1st St, Suite 319, Tempe, AZ 85281
Phone: 623-267-4182
Email: info@cactusbillingsolutions.com