How we handle protected health information
You are a covered entity. We are a business associate. That relationship is executed in writing before you upload a single row.
BAA before upload
No upload route is available until a Business Associate Agreement is executed. This is enforced on the server, not just hidden in the interface. Onboarding stops at the BAA step until it is signed.
| Step | What happens | Data collected |
|---|---|---|
| 1. Practice profile | Name, segment, locations, state | No PHI |
| 2. State check | Validated against our operating list | No PHI |
| 3. BAA | Presented and executed | No PHI |
| 4. Upload | Unlocked only after step 3 | PHI under BAA |
What we ask for, and what we refuse
- A practice-supplied pseudonymous case reference
- Dates of service and treatment end
- Billed and collected amounts, case status, case type
- Referring firm, Medicare beneficiary and lien flags
- Patient names
- Dates of birth
- Social Security numbers
- Full patient addresses or clinical notes
If an upload contains a column we do not need, it is dropped at ingest and reported back to you in the validation preview so you know exactly what was ignored.
Safeguards
- Encrypted in transit and at rest.
- Every access to case data is logged with user, time, and scope.
- Row-level access control scoped by practice. A user of one practice cannot read another practice's rows.
- Access limited to personnel who need it to compute your report.
Technical detail is on the security page.
Retention and deletion
Case-level data is retained while your subscription is active and for RETENTION PERIOD PENDING after it ends, then deleted. Report snapshots — the computed figures, without case-level PHI — are retained as the longitudinal record unless you ask us to remove them.
You may request deletion of your case-level data at any time, and we will confirm in writing when it is done, within DELETION SLA PENDING of the request.
Breach notification
If we discover a breach of unsecured PHI, we notify the practice without unreasonable delay and no later than NOTIFICATION WINDOW PENDING after discovery, with what was affected, when, and what we are doing about it. Our obligations under the executed BAA control where they are stricter than this page.
Privacy contact
Name: PRIVACY OFFICER PENDING
Email: PRIVACY EMAIL PENDING
Mail: ADDRESS PENDING
These fields will be completed before we execute a BAA with any practice.