Privacy Policy

Last Updated: March 1, 2025

1. Introduction

At Sophys, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our medical coding AI services.

2. Information We Collect

We may collect the following types of information:

  • Personal Information: Name, email address, and company information when you contact us.
  • Medical Documentation: Clinical notes and medical documentation submitted for coding purposes.
  • Usage Data: Information about how you use our services, including log data and analytics.
  • Cookies and Tracking Technologies: Information collected through cookies and similar technologies.

3. How We Use Your Information

We use your information for the following purposes:

  • To provide and maintain our services
  • To improve our AI coding algorithms and accuracy
  • To respond to your inquiries and provide customer support
  • To send you service updates and marketing communications (with your consent)
  • To comply with legal obligations

4. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Our AI systems are designed with privacy and security in mind, especially when handling sensitive medical information.

We endeavor to protect the privacy of your account and other Personal Information we hold in our records, but unfortunately, we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information at any time.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

6. Your Rights

Depending on your location, you may have the following rights regarding your data:

  • The right to access your personal data
  • The right to correct inaccurate data
  • The right to request deletion of your data
  • The right to restrict or object to our processing of your data
  • The right to data portability

7. Third-Party Services

Our services may include links to third-party websites or services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date.