Privacy

Your information is what you give us about yourself and your organization: your name, email, role, and your clinic's details. We decide how that is used, as described here.

Case information is what you upload to work a denial: the denial notice and the patient's records, and what ClaimDoc produces from them. It belongs to your clinic. We process it only to provide the service to you, on your instructions.

During early access, case information must be synthetic or de-identified. ClaimDoc is not yet offered for protected health information. The compliance page explains why and what has to happen first.

• Account details: name, email address, password (stored only as a one-way hash by our sign-in provider), role, and two-step sign-in settings.
• Clinic details: legal name, address, phone, fax, identifiers used on appeals (such as NPI, tax ID and Medicare provider number), payer network status, logo, and the signature you set up for appeals.
• Case information: the documents you upload, the claim details read from them, the findings, letters and packets ClaimDoc produces, and what you record about submission and outcome.
• Activity records: an audit record of who viewed, created, changed, exported or downloaded what, and when. It holds identifiers and actions, not patient details.
• Technical logs: our hosting provider records request metadata such as IP address, path and time. Our own application logs hold identifiers, counts and timings only.
• Public-site measurement: page views and button presses on the public pages, without cookies or IP addresses. The exact fields are listed on the compliance page.

• To provide the service: read the documents, decide the route, build and verify the appeal, and keep the case and its deadline.
• To keep accounts secure and to keep the audit record your organization relies on.
• To answer you when you write to us.
• To understand whether the public site is clear, using the measurement described above.

We do not sell personal information. We do not use it for advertising. We do not use your case information to train AI models.

ClaimDoc uses AI models to read documents, match evidence, draft the argument and verify it. Document text and page images are sent from our servers to our AI provider for that purpose only. The provider is named on the compliance page.

We use a small number of providers to run ClaimDoc: one for the database, sign-in and file storage, one for hosting, and one for AI processing. A billing provider will be added when paid plans begin and will never receive case information. Each is listed, with the data it handles, on the compliance page.

We disclose information beyond these providers only when the law requires it, or to protect the rights and safety of our customers, the public or ClaimDoc.

The signed-in product sets only the cookies it needs to work: one that keeps you signed in and one that signs you out after a period without activity. The public pages set none. There are no advertising or analytics cookies anywhere.

We keep your information and case information for as long as your account is open. To have a case, a document or your whole account erased, write to hello@claimdoc.co from the account's email address and we will do it and confirm. Removing a document inside the product hides it immediately; permanent erasure currently happens on request.

Audit records are kept so that the history of a case stays reliable. Tell us if you need them erased with an account.

The safeguards are described on the security page, and their exact status on the compliance page. No system is perfectly secure. If we learn of a breach affecting your information, we will tell you without undue delay.

You can see and correct your account and clinic details in the product. You can ask us for a copy of your information, to correct it or to erase it, at hello@claimdoc.co. Patients whose records a clinic has uploaded should contact that clinic, which decides how those records are used.

ClaimDoc is a tool for clinics and billing teams. It is not directed to children, and accounts are for adults acting for an organization.

If we change this policy in a way that matters, we will say so here and, for account holders, by email before it takes effect.

Genta AI Solutions LLC · hello@claimdoc.co