Effective Date: June 16, 2026
Last updated: June 16, 2026
1. Introduction
Pilot Information Systems, Inc. (“Pilot,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit pilotinfosys.com (the “Site”) or interact with our claims-edit and payment-integrity services.
2. Who We Are
Pilot Information Systems, Inc. is a business-to-business provider of healthcare claims-edit and payment-integrity software, serving health plans, third-party administrators, managed care organizations, and similar payers. Our principal place of business is in Florida, United States. You may contact us at sales@pilotinfosys.com.
3. Information We Collect
3.1 Information You Provide Directly
When you contact us, request a demo, or otherwise communicate with us through the Site, we may collect:
- Your name, job title, and organization;
- Business contact information, including email address and telephone number;
- Any message content or attachments you choose to share;
- Information relevant to your interest in our products (such as use case, claim volume, or current solutions).
3.2 Information Collected Automatically
When you visit the Site, we and our analytics providers may automatically collect technical information such as your IP address, browser type, device characteristics, operating system, referring URLs, and pages viewed. This information is used to operate, secure, and improve the Site.
3.3 Information Processed in the Course of Providing Services
In the course of providing our claims-edit and payment-integrity software to client organizations, Pilot may process claim and member data on behalf of covered entities under the Health Insurance Portability and Accountability Act (“HIPAA”). In those engagements, Pilot acts as a Business Associate under a separately executed Business Associate Agreement (“BAA”) with the covered entity. The public Site itself does not solicit or collect Protected Health Information (“PHI”) from individuals. Do not submit PHI through Site forms or general email.
4. How We Use Information
We use information we collect for legitimate business purposes, including to:
- Respond to inquiries, demo requests, and other communications;
- Provide, maintain, and improve the Site and our services;
- Send service-related communications and, where permitted, marketing communications you can opt out of;
- Perform analytics, monitor usage patterns, and improve content;
- Protect the security of the Site and prevent fraud or misuse;
- Comply with legal obligations and enforce our agreements.
5. Healthcare Information and HIPAA
Information processed by Pilot as a Business Associate is governed by the applicable BAA, the HIPAA Privacy and Security Rules, and the engagement-specific terms with each client. This Privacy Policy does not modify or replace any such BAA. If you are an individual whose PHI may have been processed by Pilot on behalf of a covered entity, please direct any requests under HIPAA to the covered entity from which you received services.
6. How We Share Information
We do not sell personal information. We may share information with:
- Service providers who perform functions on our behalf (such as hosting, email delivery, analytics) and who are contractually required to protect it;
- Professional advisors such as auditors, lawyers, and consultants;
- Authorities when required by law, subpoena, court order, or other legal process, or to protect our rights or the safety of others;
- Successors in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction.
7. Cookies and Tracking Technologies
The Site uses cookies and similar technologies to support functionality, remember your preferences, and analyze how the Site is used. Most browsers allow you to control cookies through their settings. Disabling cookies may affect certain Site functions.
8. Data Security
We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, and loss. No system is perfectly secure, and we cannot guarantee absolute security of information transmitted to or from the Site.
9. Data Retention
We retain information for as long as needed to fulfill the purposes described in this Policy, to comply with our legal and contractual obligations, to resolve disputes, and to enforce our agreements. Retention periods for PHI processed under a BAA are governed by that BAA and applicable law.
10. Your Rights
Depending on where you live, you may have rights under laws such as the California Consumer Privacy Act (“CCPA”) or the European Union General Data Protection Regulation (“GDPR”), including the right to know what personal information we hold, the right to request deletion, and the right to opt out of certain uses. To exercise these rights, contact us at sales@pilotinfosys.com. We will verify your request and respond as required by applicable law.
11. Children’s Privacy
The Site is directed to business users and is not intended for children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us so we can delete it.
12. International Users
Pilot is based in the United States, and information we process is stored and handled in the United States. If you access the Site from outside the United States, you understand that information may be transferred to and processed in the United States, which may have data protection laws different from those of your country.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the “Last updated” date above. We encourage you to review this Policy periodically.
14. Contact Us
Questions about this Privacy Policy may be sent to:
Pilot Information Systems, Inc.
Email: sales@pilotinfosys.com