Notice of Privacy Practices

Version: v1 Effective Date: 2026-05-24

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

Freeman Filing LLC ("Freeman Filing", "we", "us") is a covered entity under the Health Insurance Portability and Accountability Act ("HIPAA") and provides this Notice of Privacy Practices in accordance with 45 C.F.R. §164.520.

1. Our Duties

We are required by law to:

• Maintain the privacy and security of your protected health information ("PHI").
• Give you this notice of our legal duties and privacy practices.
• Follow the terms of the notice currently in effect.
• Notify you if a breach of your unsecured PHI occurs.

2. Uses and Disclosures of PHI We Make Without Your Written Authorization

We use and disclose your PHI for the following purposes without separately asking you each time.

Treatment, payment, and health-care operations. Freeman Filing is not a treatment provider, but as part of preparing a Medicaid or other benefits application we will share the parts of your PHI that the state agency requires in order to process the application, make a coverage decision, and pay claims under the program.

Government benefits filings. We will share PHI with state Medicaid offices, state SNAP and TANF offices, the federal Centers for Medicare & Medicaid Services, and other government agencies to the extent strictly required to complete a filing or respond to an information request from the agency.

Required by law. We will disclose PHI when required by federal, state, or local law, including responding to subpoenas, court orders, and lawful agency demands.

Public-health and safety. We will disclose PHI to public-health authorities authorized by law, and where disclosure is necessary to prevent a serious and imminent threat to health or safety.

Health-oversight activities. We will disclose PHI to agencies authorized to audit, license, or otherwise oversee the benefits programs we file for and the health system more broadly.

Business associates. We share PHI with business associates that perform functions on our behalf (cloud hosting, document scanning, voice transcription, ID verification, payment processing, regulator-liaison support). Every business associate is bound by a Business Associate Agreement that requires them to protect PHI to the same standard we do.

We never use or disclose PHI for marketing, never sell PHI, and never share PHI with social-media platforms or advertising networks. Specifically, our Facebook Messenger channel is used only for notifications and tap-through links; the actual PHI work happens on our HIPAA-compliant website after you tap a link.

3. Uses and Disclosures That Require Your Written Authorization

The following always require your separate written authorization, which you can revoke in writing at any time:

• Marketing communications involving PHI.
• Sale of PHI (which we do not do).
• Most uses and disclosures of psychotherapy notes (which we do not maintain).
• Any other use or disclosure not described elsewhere in this notice.

4. Your Rights Regarding Your PHI

You have the following rights under HIPAA. You can exercise any of these rights by sending a message through Facebook Messenger or by writing to our Privacy Officer at the address in Section 8.

Right of access. You may inspect and obtain a copy of your PHI that we maintain. We will provide a copy in the form you request (paper or electronic) if it is readily producible in that form. We will respond within thirty days. We may charge a reasonable, cost-based fee for copies.

Right to amend. You may request an amendment of PHI you believe is inaccurate or incomplete. We will respond within sixty days. If we deny the request we will tell you why in writing and you may submit a written statement of disagreement that we will keep with the record.

Right to an accounting of disclosures. You may request a list of disclosures we made of your PHI for the six years before your request, other than disclosures for treatment, payment, health-care operations, disclosures made to you, disclosures you authorized, and a few other categories listed in the regulation. The first accounting in any twelve-month period is free; additional accountings within the same period may incur a reasonable, cost-based fee.

Right to request restrictions. You may request that we restrict how we use or disclose your PHI for treatment, payment, or health-care operations. We are not required to agree to the restriction, except that we must agree to restrict disclosure to a health plan for a service you paid for in full out of pocket if that is what you ask. If we do agree to a restriction, we will follow it unless you need emergency treatment.

Right to confidential communications. You may request that we communicate with you about your PHI in a specific way or at a specific location (for example, by Messenger only, or to a specific phone number). We will accommodate reasonable requests.

Right to a paper copy of this notice. You may request a paper copy of this notice at any time, even if you originally agreed to receive it electronically.

Right to receive notice of a breach. If we discover a breach of your unsecured PHI, we will notify you without unreasonable delay and in any event within sixty days of discovery.

5. Your Right to Complain

You may file a complaint with us, or with the Secretary of the U.S. Department of Health and Human Services, if you believe your privacy rights have been violated.

To complain to us, contact our Privacy Officer at the address in Section 8.

To complain to HHS, file with the Office for Civil Rights at hhs.gov/ocr/privacy/hipaa/complaints, by mail to U.S. Department of Health and Human Services, 200 Independence Avenue SW, Washington DC 20201, or by phone at 1-877-696-6775.

We will not retaliate against you for filing a complaint. Your account, your service, your relationship with us, and your filings with the state are not affected in any way by a complaint to us or to HHS.

6. Changes to This Notice

We reserve the right to change this notice. We will apply the revised notice to PHI we already have as well as PHI we receive in the future. Any revised notice will be posted at freemanfiling.io/privacy with a new version number and effective date. You may also request the most current paper copy at any time.

7. Effective Date

This notice is effective on the date listed at the top of this document.

8. Privacy Officer Contact

Our designated Privacy Officer is Hugh, our 24/7 named liaison. You may reach the Privacy Officer at:

• Facebook Messenger: facebook.com/freemanfiling (start the message with "PRIVACY OFFICER")
• Mail: Freeman Filing LLC, Attn: Privacy Officer, [Mailing address on file with state of incorporation]
• Phone: The single liaison line published at freemanfiling.io/contact

Hugh is the same person who serves as our regulator liaison. He is available around the clock.