Legal

Privacy Policy

Effective date: 2026-05-01 · Last updated: 2026-05-01

Clearia, Inc. (“Clearia,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you visit clearia.health or interact with us through the website (the “Website”). It does not govern Clearia's handling of Protected Health Information (“PHI”) under HIPAA — see Section 9 below for that important distinction.

By using the Website, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Website.

Scope.This Privacy Policy governs information collected through Clearia's public-facing website and general business communications. It does not govern Protected Health Information (“PHI”) processed through Clearia's authenticated customer platform or services provided under a Business Associate Agreement, Master Services Agreement, Diagnostic Engagement Letter, or other executed customer agreement. The Website and Clearia's authenticated customer platform are distinct environments with different governance, access controls, and contractual frameworks. See Section 9 for the PHI separation in detail.

1. Who we are

Clearia, Inc. is a Delaware corporation that provides denial-recovery and revenue-recovery analytical services to independent medical practices. Our principal business address is 1000 Brickell Ave, Suite 715 PMB 5077, Miami, FL 33131, US.

For privacy-related inquiries, contact us at privacy@cleariagroup.com or 1000 Brickell Ave, Suite 715 PMB 5077, Miami, FL 33131, US.

2. Information we collect

2.1 Information you provide directly

When you fill out a form, request information, or otherwise interact with the Website, we may collect:

Name, title, and role;
Email address and phone number;
Practice name, specialty, size, and location;
Job or professional information you choose to share; and
The content of messages or inquiries you send us.

2.2 Information collected automatically

When you visit the Website, we (and our service providers) automatically collect:

IP address and approximate geographic location;
Browser type and version, operating system, device identifiers;
Pages viewed, time spent, referring URLs, and clickstream behavior; and
Cookies, web beacons, and similar tracking technologies (see Section 8).

2.3 Information from third parties

We may receive information about you from:

Analytics providers (e.g., Google Analytics or equivalent);
Marketing platforms and lead-enrichment services;
Public sources (e.g., practice websites, professional directories, LinkedIn); and
Referral sources or mutual contacts.

2.4 What we do NOT collect through the Website

We do not collect Protected Health Information through the Website. Forms and inquiry submissions are for business communication only. Do not include patient information, claim data, or any other PHI in Website forms or general email correspondence. PHI is handled separately under a Business Associate Agreement (see Section 9).

2.5 Sensitive personal information

Clearia does not intentionally collect “sensitive personal information” as defined under the California Privacy Rights Act or analogous state laws (such as government identifiers, precise geolocation, racial or ethnic origin, religious beliefs, contents of mail or messages not directed to Clearia, health or genetic data, sexual orientation, or biometric identifiers). If you choose to provide any such information through the Website, we will treat it consistent with this Privacy Policy and use it solely to respond to your inquiry.

3. How we use information

We use information collected through the Website to:

Respond to inquiries and provide requested information;
Schedule and conduct discovery conversations and diagnostic engagements;
Communicate about our services, including diagnostic offers and educational content (subject to your communication preferences);
Improve the Website and our service offerings;
Monitor for security threats, fraud, or abuse;
Comply with legal obligations and protect our legal rights; and
Conduct business analysis, market research, and operational planning.

We do not sell your personal information.

4. How we share information

4.1 Service providers

We share information with third-party service providers who perform services on our behalf, including:

Hosting and cloud infrastructure providers;
Analytics, marketing, and email service providers;
Customer relationship management (CRM) tools; and
Document signing platforms (e.g., DocuSign).

These service providers are bound by confidentiality obligations and are not authorized to use your information for their own purposes. Sub-processors that handle PHI on Clearia's behalf are separately engaged under HIPAA-compliant business associate agreements and are addressed under the BAA, not this Section, which addresses Website-collected information only (see Section 9).

4.2 Legal disclosures

We may disclose information when required by law, subpoena, court order, or other legal process, or when we believe in good faith that disclosure is necessary to (a) comply with a legal obligation, (b) protect the rights, property, or safety of Clearia, our customers, or others, or (c) investigate or prevent fraud, security incidents, or unlawful activity.

4.3 Business transfers

If Clearia is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to standard confidentiality protections.

4.4 With your consent

We may share information for other purposes with your consent.

4.5 We do not sell your information

We do not sell personal information to third parties for monetary consideration.

5. Data security

Clearia uses commercially reasonable safeguards designed to protect information collected through the Website, including encryption of communications in transit using standard transport security protocols and access controls appropriate for the information collected. However, no method of transmission or storage is completely secure, and Clearia makes no warranty of absolute security. Do not transmit Protected Health Information through Website forms or unencrypted email (see Section 9).

6. Data retention

We retain Website-collected information for as long as needed to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. When no longer needed, information is deleted or anonymized.

Indicative defaults, subject to change and to longer retention where required by law or by an active business relationship:

Inquiry and contact-form submissions: retained for up to TWENTY-FOUR (24) MONTHS from last interaction unless a business relationship is in progress.
Marketing and lead-generation records: retained while the relationship is active and for up to THIRTY-SIX (36) MONTHS after the last engagement.
Web analytics and clickstream data: retained per the analytics provider's standard window (typically FOURTEEN (14) TO TWENTY-SIX (26) MONTHS), with aggregated and de-identified data potentially retained longer.
Business and accounting records: retained for the period required by applicable law and tax authorities (typically up to SEVEN (7) YEARS).

These periods do not apply to PHI, which is governed exclusively by the BAA (see Section 9).

7. Your choices and rights

7.1 General rights

You may:

Request access to information we hold about you;
Request correction of inaccurate information;
Request deletion of your information (subject to legal exceptions);
Opt out of marketing communications (every marketing email includes an unsubscribe link); and
Adjust browser settings to refuse cookies (see Section 8).

To exercise these rights, contact us at privacy@cleariagroup.com. We will respond within a reasonable time, typically 30 days.

7.2 California residents (CCPA / CPRA)

California residents have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to:

Know what personal information we collect and how it's used;
Request deletion of personal information;
Correct inaccurate personal information;
Opt out of “sale” or “sharing” of personal information (we do not sell);
Limit use of sensitive personal information; and
Non-discrimination for exercising privacy rights.

To exercise California rights, contact privacy@cleariagroup.com with “California Privacy Request” in the subject line.

7.3 EU/UK residents (GDPR / UK GDPR)

If you are in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under the GDPR and equivalent laws, including:

Access, rectification, erasure (“right to be forgotten”);
Restriction of processing, data portability, objection to processing;
The right to withdraw consent at any time; and
The right to lodge a complaint with a supervisory authority.

Our legal bases for processing typically include legitimate interest (operating our business), consent (where required), and legal obligation.

7.4 Florida residents

Florida residents may have rights under the Florida Digital Bill of Rights and other applicable state laws. We honor applicable state-law rights as required.

8. Cookies and tracking technologies

We use cookies and similar technologies to:

Operate and secure the Website;
Remember your preferences;
Analyze Website performance and usage; and
Measure marketing effectiveness.

Cookie types we may use:

Strictly necessary — required for Website operation, cannot be disabled;
Functional — remember preferences;
Analytics — measure usage (e.g., Google Analytics);
Marketing — measure ad effectiveness (if applicable).

You can adjust browser settings to refuse cookies, but parts of the Website may not function properly. You can also opt out of Google Analytics at tools.google.com/dlpage/gaoptout.

9. PHI is governed by the BAA, not this Policy

This is the most important Clearia-specific provision in this Privacy Policy.

Clearia's services involve analysis of Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act (“HIPAA”). PHI is handled exclusively under a separate Business Associate Agreement (“BAA”) executed between Clearia and each customer practice, through Clearia's authenticated customer platform. This Privacy Policy does not govern PHI.

The Website and Clearia's authenticated customer platform are distinct environments:

The Website is a public-facing marketing and business-inquiry surface, governed by this Privacy Policy and the Terms of Service.
The authenticated customer platform is a separate environment, accessible only after a BAA is executed and credentials are issued, and governed exclusively by the BAA, the Master Services Agreement, and any platform-specific terms presented at the point of authentication.

PHI flows only through the authenticated customer platform under the BAA. PHI must not be transmitted through the Website. Specifically:

No PHI through the Website. Do not submit patient information, claim data, 835 ERA files, billing records, or any other PHI through Website forms, general email, chat, or any other Website channel. The Website is not the contractual or operational channel for PHI transmission, is not intended for PHI, and is not subject to the HIPAA contractual obligations Clearia maintains with executed customer practices under the BAA.
BAA governs PHI handling.All PHI received from a customer practice flows through Clearia's authenticated customer platform after the BAA is executed and is handled in accordance with the BAA.
Subcontractor obligations.Clearia's subcontractors that handle PHI on Clearia's behalf are separately engaged under business associate agreements as required by 45 C.F.R. § 164.502(e), and are addressed under the BAA framework, not this Privacy Policy.
No PHI in marketing or business communications. Clearia will not request PHI through marketing emails, Website forms, or general business correspondence.

Accidental submission of PHI

If you believe PHI has been inadvertently transmitted through the Website or any other unprotected channel:

Stop and use Clearia's authenticated customer platform (or other BAA-governed channel) for the intended submission.
Contact privacy@cleariagroup.com immediately.

Upon becoming aware of inadvertently transmitted PHI, Clearia will:

(a) Segregate the affected submission from ordinary Website data where reasonably practical;
(b) Promptly delete the PHI in accordance with its internal procedures;
(c) Decline to retain, process, act upon, or use the substantive content of the inadvertent submission for any purpose; and
(d) Notify the submitting practice where reasonably identifiable.

Inadvertent transmission of PHI through the Website is not governed by the BAA, is not intended by Clearia, and is not subject to Clearia's HIPAA contractual obligations. Inadvertent transmission does not create a business-associate relationship between Clearia and the sender and does not, on its own, place the data under the BAA framework. Clearia has no obligation to retain, process, or otherwise act on improperly submitted PHI and will delete it in accordance with the workflow above.

10. Automated processing and AI

Clearia may use automated and AI-assisted tools to deliver its services and, to a lesser extent, to support routine business operations. The following describes how that intersects with information you provide through the Website.

AI in Clearia's services.Clearia's denial-recovery and analytical services for customer practices may use automated and AI-assisted tools. Those services involve PHI and are governed exclusively by the BAA and the Master Services Agreement, not this Privacy Policy. See Section 9.
Website data is not used to train Clearia's product AI models. Information you submit through Website forms or that Clearia collects automatically about your Website visit is not used to train, fine-tune, or evaluate the AI models Clearia may use to deliver its denial-recovery services. Website-collected information may be used for ordinary business analytics on a de-identified or aggregated basis where reasonably practical.
Third-party AI tools for business operations. Clearia may use third-party AI-assisted tools for routine business operations such as drafting marketing copy or summarizing inquiries. Where such tools process information you have submitted, Clearia takes reasonable steps to limit the scope of information shared and prefers providers that offer business-appropriate data-handling terms. Clearia does not make representations about the data-handling practices of any specific third-party provider beyond what is published by that provider.
No fully automated decisions with legal or similarly significant effect. Clearia does not make decisions about you, as a Website visitor, that are based solely on automated processing and that produce legal effects or similarly significant consequences. Decisions about whether to engage with a prospective customer involve meaningful human review.
Your rights. If your jurisdiction grants rights regarding automated decision-making or profiling, you may contact privacy@cleariagroup.com to exercise those rights.

11. Children's privacy

The Website is intended for business audiences and is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided personal information through the Website, contact us and we will delete it.

12. Third-party links

The Website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. Review their privacy policies before providing them with personal information.

13. International data transfers

Clearia is based in the United States. Information you provide may be transferred to, stored, and processed in the United States. By using the Website, you consent to such transfer. We rely on appropriate safeguards (such as standard contractual clauses) when transferring data from regions with cross-border restrictions.

14. Changes to this Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top. For material changes, we will provide additional notice (such as a Website banner or email to recent contacts). Continued use of the Website after changes constitutes acceptance.

15. Contact us

For privacy questions, requests, or concerns:

Clearia, Inc.
Attn: Privacy
1000 Brickell Ave, Suite 715 PMB 5077
Miami, FL 33131, US
Email: privacy@cleariagroup.com

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