Privacy Policy

At Code Optics, we are committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with our website, platform, and services.

1. Information We Collect

a. Practice and Business Information

• Name, phone number, and email address of your practice.

• Details related to your practice management or billing workflows to help us optimize claim coding.

b. User Information

• Login credentials and account details you create to access our platform.

• Usage data, such as session duration and feature use, to help us improve our services.
  
  

c. Protected Health Information (PHI)

When you use Code Optics for insurance coding support, some data you provide may qualify as Protected Health Information (PHI) under HIPAA. We treat this information with the highest level of security and in compliance with HIPAA regulations.

d. Technical Information

• IP address, browser type, and device information to maintain platform security and performance.

• Cookies and similar technologies to improve website usability and analyze traffic.

2. How We Use Your Information

Your information is used to:

• Deliver and improve our services.

• Analyze insurance coding trends to reduce claim rejections.

• Communicate with you about your account, updates, and support.

• Maintain security and prevent unauthorized access.

• Comply with legal and regulatory requirements, including HIPAA obligations.

We never sell or rent your information to third parties.

3. HIPAA Compliance and PHI Protection

Code Optics is committed to maintaining HIPAA compliance by:

• Executing Business Associate Agreements (BAAs) with all covered entities.

• Encrypting PHI both in transit (HTTPS/TLS) and at rest.

• Limiting access to PHI to authorized personnel only.

• Maintaining audit logs for all access and activity involving PHI.

• Conducting regular risk assessments and security reviews.

4. Sharing Your Information

We may share your information only in the following circumstances:

• With Service Providers: Trusted vendors who assist in delivering our services (e.g., secure cloud hosting). These providers are contractually bound to protect your data and maintain HIPAA compliance.

• For Legal Compliance: When required to comply with legal, regulatory, or law enforcement requests.

• With Your Consent: If you explicitly authorize us to share your information for specific purposes.

5. Data Retention

• PHI and related data are retained only as long as necessary to fulfill the purpose for which it was collected, unless a longer retention period is required by law.

• You may request deletion of non-PHI account data at any time by contacting support@codeoptics.ai.

6. Data Security

We use industry-standard administrative, technical, and physical safeguards to protect your data, including:

• AES-256 encryption for stored data.

• Secure authentication for all users.

• Regular vulnerability scanning and security patching.

• Continuous monitoring to detect and prevent unauthorized access.

7. Your Rights

As a user or a covered entity under HIPAA, you have the right to:

• Access and review the data we maintain on your account.

• Request corrections to inaccurate data.

• Request that we delete certain types of data, subject to regulatory and contractual obligations.

• Receive an accounting of disclosures of PHI, as required by HIPAA.

8. Cookies and Tracking Technologies

Our website uses cookies to:

• Improve website performance and usability.

• Analyze how visitors interact with our site.

• Support marketing and analytics integrations.

You may disable cookies in your browser settings, but certain features of the site may not function properly.

9. Third-Party Links

Our website may include links to third-party websites. Code Optics is not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before providing any personal information.

10. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices, regulatory requirements, or operational needs. Updates will be posted on this page with a revised “Effective Date.”

11. Contact Us

For questions, concerns, or to exercise your rights, please contact:

Code Optics

Email: support@codeoptics.ai

If you are a HIPAA-covered entity and need a Business Associate Agreement (BAA), please reach out to support@codeoptics.ai to initiate that process.