Privacy Policy

1. Who We Are

Annova Solutions (“Annova,” “we,” “our,” or “us”) is a healthcare services company with its principal office at H-701, 7th Floor, Metro Tower, PU-4, Scheme No. 54, Indore 452010, M.P., India.

Annova provides medical record retrieval, risk adjustment coding, HEDIS and quality abstraction services, and clinical documentation improvement (CDI) support to health plans, providers, and accountable care organizations across the United States.

This Privacy Policy governs how Annova collects and handles personal information through its marketing website at www.annovasolutions.com.

2. Scope of This Policy

This policy applies exclusively to personal information collected through the Annova Solutions website, including the Contact Us form and the Schedule a Consultation form.

Important: This website is a marketing and information site only. It is not a client portal, and no Protected Health Information (PHI) is submitted, stored, or processed through this website at any point. Our obligations regarding PHI in the course of our services are described in Section 11.

This policy does not govern data exchanged under client service agreements, which are covered by separate contractual terms and applicable Business Associate Agreements (BAAs).

3. Information We Collect

We collect personal information only when you voluntarily submit it through our website forms. The information collected includes:

3.1 Information Submitted Through Website Forms

Full name
Work email address
Phone number
Company or organization name
Job title or designation
Any message or inquiry you choose to include

3.2 Information Collected Automatically

IP address and general geographic location
Browser type, device type, and operating system
Pages visited, time on page, and referral source
Session duration and interaction data

We do not collect sensitive personal information such as government identification numbers, financial account information, or health information through this website.

4. How We Use Your Information

We use the information you submit for the following purposes only:

Responding to your inquiry or scheduling a consultation as requested
Following up on your interest in Annova’s services through our sales team
Storing your contact record in our CRM system (Zoho CRM) for ongoing business communication
Sending relevant service information, event invitations, or company updates where you have not opted out
Improving our website experience using aggregated, non-identifiable analytics data

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects.

5. Legal Basis for Processing

For individuals in the United States, we process contact information on the basis of legitimate business interest: you have expressed interest in our services by submitting a form, and we are following up on that interest.

For individuals in jurisdictions where explicit consent is required (including under the EU General Data Protection Regulation or India’s Digital Personal Data Protection Act), your submission of a contact form constitutes your consent to the processing described in this policy.

You may withdraw consent at any time by contacting us at privacy@annovasolutions.com. Withdrawal of consent does not affect the lawfulness of any processing conducted before withdrawal.

6. Data Sharing and Disclosure

We do not sell your personal information. We do not share your personal information with third parties for their own marketing purposes.

We may share your information in the following limited circumstances:

CRM Platform: Your contact details are stored in Zoho CRM, our sales and business development platform. Zoho operates under its own privacy and security standards.
Analytics: Google Analytics receives anonymized usage data about your visit. No personally identifiable information is shared with Google through this integration.
Legal obligation: We may disclose information if required by law, court order, or lawful request from a government authority.
Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

All third-party vendors who process data on our behalf are required to handle that data in a manner consistent with this policy and applicable law.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies. The categories of cookies we use are as follows:

Essential cookies: Necessary for the website to function correctly. These cannot be disabled.
Analytics cookies: We use Google Analytics to collect anonymized data on visitor behavior, pages viewed, traffic sources, and session data. This data is aggregated and does not identify you individually.
Functional cookies: Used to remember preferences and improve site usability across sessions.

You may control or disable cookies through your browser settings. For Google Analytics specifically, you may opt out using the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout.

8. Data Retention

We retain personal information submitted through website forms for a period of three years from the date of submission, or for as long as is necessary to maintain an active business relationship, whichever is longer.

You may request deletion of your personal information at any time. Please refer to Section 9 for how to exercise this right.

9. Your Rights

Depending on your location and applicable law, you may have the following rights:

Right to access: Request a copy of the personal information we hold about you
Right to correction: Request that inaccurate or incomplete information be corrected
Right to deletion: Request that we delete your personal information, subject to legal retention obligations
Right to object: Object to our use of your information for sales outreach or marketing communications
Right to data portability: Request your data in a structured, machine-readable format where applicable
Right to opt out of marketing: Unsubscribe from any marketing emails at any time using the unsubscribe link in the email or by contacting us directly

To exercise any of these rights, please send a written request to privacy@annovasolutions.com. We will respond within 30 calendar days. We may require verification of your identity before processing your request.

10. Data Security

We implement reasonable and appropriate technical and organizational measures to protect personal information. These include:

Encrypted data transmission via HTTPS/TLS across all website pages
Access controls limiting who within Annova can view submitted contact data
Role-based access management within our CRM platform
Regular review of third-party vendors for security compliance

No method of transmission over the internet is completely secure. In the event of a data breach that affects your rights and freedoms, we will notify affected individuals as required by applicable law.

11. HIPAA and Protected Health Information

Annova Solutions operates as a Business Associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in connection with the services we provide to covered entities including health plans and healthcare providers.

No PHI is collected through this website. All Protected Health Information handled by Annova in the course of our services is governed by Business Associate Agreements executed with our clients, not by this Privacy Policy.

Patients whose records are accessed as part of our services have rights under HIPAA that flow through the covered entity (health plan or provider) with whom they have a direct relationship. Those rights are not administered through this website.

If you have questions about how PHI is handled in the context of a specific client engagement, please contact the relevant covered entity directly or reach out to our compliance team at the address listed in Section 13.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will update the version date on this page.

Continued use of the website after changes are posted constitutes your acceptance of the updated policy. For significant changes that materially affect how we use your personal information, we will make reasonable efforts to notify you directly where we hold your contact details.