Your Data, Your Trust
HealthCoder AI Privacy Policy
At HealthCoder AI, we value your trust and are committed to protecting your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you access our Services.
Last Updated: September 2025
HIPAA Compliant
HITECH Aligned
Encrypted
Information We Collect
Personal Information
- Name, mailing address, email address, and phone number.
- Professional credentials, titles, and affiliations.
- Account login credentials (securely stored).
- Billing details, payment method information, and transaction records.
Technical Information
- IP address, device identifiers, and approximate geolocation.
- Browser type, operating system, and version details.
- Log files containing timestamps of logins, interactions, and errors.
- Cookies, session tokens, and unique IDs for authentication and personalization.
Healthcare Data (Protected Health Information – PHI)
- Anonymized and de-identified medical coding information processed through our platform.
- Integration data from Electronic Health Record (EHR) systems.
- Audit trails documenting access, modifications, and usage events.
- Performance metrics and aggregated analytics.
Sensitive Categories
- Collected only when strictly necessary, in compliance with HIPAA and HITECH.
- Never sold, marketed, or shared without explicit authorization.
How We Use Your Information
Service Delivery
- Provide, operate, and maintain our medical coding and compliance solutions.
- Process transactions, issue invoices, and deliver customer support.
Security & Compliance
- Enforce HIPAA safeguards and maintain data integrity.
- Detect, prevent, and respond to unauthorized access or fraud.
Analytics & Improvement
- Measure usage trends, optimize workflows, and enhance performance.
- Test, train, and refine AI algorithms (de-identified data only).
- Introduce new features and improve user experience.
Communication
- Send service notices, compliance updates, and account alerts.
- Provide training materials, guides, and feedback opportunities.
Legal Compliance
- Comply with HIPAA, HITECH, and other U.S. healthcare laws.
Data Protection & Security
- Encryption: Data encrypted at rest and in transit using AES-256 and TLS 1.3.
- Access Controls: Role-based permissions, MFA, and least-privilege enforcement.
- Monitoring: Continuous intrusion detection and automated threat alerts.
- Security Testing: Regular penetration testing and third-party security audits.
- HIPAA & HITECH: Policies aligned with federal healthcare privacy requirements.
- Business Continuity: Backups, disaster recovery, and redundancy systems.
Your Privacy Rights
You have the right to:
- Access: Request a copy of your personal information.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your data, subject to legal retention requirements.
- Restriction: Request limits on processing of your data.
- Objection: Object to processing for certain non-essential purposes.
- Withdrawal of Consent: Withdraw consent for processing where applicable.
Exercising Your Rights
Contact us at privacy@healthcoder.ai or through our contact form. We will respond to verified requests in line with U.S. healthcare regulations.
Data Sharing & Third Parties
We do not sell, rent, or trade personal information. We may share your data only when necessary:
- Service Providers: Trusted vendors under BAAs or confidentiality contracts.
- Legal Requirements: When disclosure is required by law, regulation, or subpoena.
- Business Transfers: In mergers, acquisitions, or restructuring, with safeguards.
- Professional Advisors: Lawyers, auditors, and consultants under confidentiality.
- Consent: With your explicit authorization for specific disclosures.
Data Retention
- Personal data is retained only as long as necessary to provide services, comply with HIPAA and HITECH, resolve disputes, and enforce agreements.
- Healthcare-related data is stored in compliance with federal healthcare recordkeeping requirements.
- Anonymized or aggregated data may be retained indefinitely for research and statistical purposes.
- Upon account closure or request, we securely delete or anonymize personal data unless retention is required by law.
Contact Us
If you have questions or concerns about this Privacy Policy or our practices, contact us. We take privacy seriously and will respond promptly to your inquiry.
1-800-916-2459Contact form