Privacy Policy & Terms of Service

Last Updated: February 26, 2026

1. Introduction

Welcome to Apex CMS. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our claims management system.

In this policy, "APEX Claims" refers to our claims management system and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform, including when you opt in to receive SMS/text messages.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you register for an account, including:

  • Name and contact information (email address, phone number)
  • Professional information (company, role, license numbers)
  • Account credentials (username, password)
  • Profile information and preferences

2.2 Usage Data

We automatically collect certain information when you access our platform, including:

  • IP address and browser type
  • Device information and operating system
  • Pages visited and actions taken
  • Time and date of visits
  • Referring website addresses

2.3 Claims Data

In the course of using our claims management system, we process and store:

  • Insurance claim information
  • Client and claimant data
  • Documents and attachments related to claims
  • Communications and notes

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide, maintain, and improve our services
  • To process and manage insurance claims
  • To communicate with you about your account and claims
  • To send administrative information and service updates
  • To respond to your inquiries and provide customer support
  • To monitor and analyze usage patterns and trends
  • To detect, prevent, and address technical issues and fraud
  • To comply with legal obligations and enforce our terms

4. Communication Preferences

4.1 Email Communications

By using our service, you consent to receive:

  • Transactional emails: Account notifications, password resets, claim updates, and system alerts
  • Service emails: Product updates, feature announcements, and important service changes
  • Marketing emails: Newsletters, tips, and promotional content (you can opt-out at any time)

4.2 SMS/Text Message Communications

With your explicit consent, APEX Claims may send SMS/text messages to the mobile number you provide for transactional and informational purposes related to your account and insurance claims, including:

  • Claim assignment notifications
  • Claim status updates and claim-related alerts
  • Requests for information or documents needed to process a claim
  • Two-factor authentication codes and security alerts
  • Appointment reminders and deadline notifications
  • Critical system updates

Message frequency may vary. Message and data rates may apply.

Opt-out: You can opt out at any time by replying STOP to any message. After you opt out, you will no longer receive SMS messages from APEX Claims, which may include claim-related notifications.

Help: Reply HELP to any message for help, or contact us at support@cms.apex.claims.

4.3 Managing Your Preferences

You have control over your communication preferences. You can:

  • Update your communication preferences in your account settings
  • Unsubscribe from marketing emails using the link in any email
  • Opt out of SMS messages at any time by replying STOP
  • Reply HELP for help, or contact us at support@cms.apex.claims to update your communication preferences

Please note that even if you opt-out of marketing communications, you will still receive essential transactional emails and SMS messages related to your account and active claims.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

  • With your consent: When you explicitly authorize us to share your information
  • Service providers: With third-party vendors who perform services on our behalf
  • Business partners: With insurance companies and other entities involved in claim processing
  • Legal requirements: When required by law or to protect our rights and safety
  • Business transfers: In connection with a merger, acquisition, or sale of assets

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and audits
  • Access controls and authentication mechanisms
  • Employee training on data protection
  • Incident response and breach notification procedures

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Claims data may be retained for longer periods to comply with legal and regulatory requirements in the insurance industry.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access: Request access to your personal information
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information
  • Portability: Request a copy of your information in a portable format
  • Objection: Object to certain processing of your information
  • Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us using the information provided below.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. You can control cookies through your browser settings, but disabling cookies may affect the functionality of our platform.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our services after such modifications constitutes your acknowledgment and acceptance of the updated Privacy Policy.

12. Terms and Conditions

By accessing and using Apex CMS, you agree to comply with and be bound by the following terms:

  • You will provide accurate and complete information when creating an account
  • You are responsible for maintaining the confidentiality of your account credentials
  • You will not use the platform for any unlawful or unauthorized purpose
  • You will not attempt to gain unauthorized access to any part of the platform
  • You acknowledge that we may suspend or terminate your account for violations of these terms
  • You agree to receive communications as outlined in this policy

13. Consent

Agreement to Terms: By checking the "I agree to the Terms and Conditions" checkbox during sign-in or registration, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy and Terms of Service.

SMS Consent (Optional): SMS enrollment is not required to use APEX Claims. If you choose to opt in to SMS, you provide explicit consent by checking a separate SMS consent checkbox presented during registration and/or login that states you agree to receive SMS text messages from APEX Claims at the mobile number you provide for claim-related notifications.

Consent to receive SMS messages is not a condition of purchase. Message frequency may vary. Message and data rates may apply. You can opt out at any time by replying STOP to any message. For help, reply HELP or contact support@cms.apex.claims.

14. Contact Us

If you have questions about this Privacy Policy, Terms of Service, or our communications, contact us at:

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