Privacy Policy

Last Updated: June 20, 2025

 

Your Data Privacy is top priority to us. This Privacy Policy explains how we collect, use, disclose, and protect personal and sensitive information when you use our web-based medical billing platform (“the Platform”). The Platform is developed and operated by DigiMedix Technology Solutions Inc., headquartered in Ottawa, Ontario, Canada.

We are committed to upholding the Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable provincial health information privacy laws across Canada.

 

  1. Accountability

A designated Privacy Officer is responsible for ensuring ongoing privacy compliance and addressing any inquiries.  Our privacy officer can be contacted at Email: privacyofficer@digimedix.ca and/or Phone: 1-800-756-1525.

 

  1. Authorized Use Only

This Platform is strictly for use by licensed healthcare providers, authorized clinic staff, and healthcare billing professionals within Canada. It is not intended for use by patients or the general public. Unauthorized use is strictly prohibited.

 

  1. Collection of Information

We collect only the information necessary to:

  • Process and submit medical billing claims to provincial healthcare payers
  • Manage secure access to the Platform
  • Monitor system usage, performance, and analytics

Collected information may include:

  • Practice or clinic details
  • Billing provider identifiers
  • Health claim details and patient information required for processing
  • Access logs and metadata

 

  1. Consent

By using this Platform, users consent to the collection, use, and disclosure of data as outlined in this policy. It is the user’s responsibility to ensure all applicable consents are obtained before submitting patient-related information into the system.

 

  1. Use of Information

Information is used to:

  • Submit claims to provincial health ministries or payers
  • Reconcile claim results and manage billing workflows
  • Enhance Platform features and performance through automated insights and tools
  • Ensure auditability and compliance with Canadian healthcare regulations

 

  1. Disclosure of Information

We do not sell, lease, or trade user or patient information.

Information may be disclosed only to:

  • Authorized provincial billing systems and payers
  • Third-party service providers supporting our infrastructure (bound by strict confidentiality and PIPEDA-compliant agreements)
  • Legal authorities, when required by applicable law

 

  1. Use of AI Technology and Related Risks

This Platform includes the use of automated and AI-powered tools to support claim accuracy, coding suggestions, claim reconciliation, predictive analytics, and other workflow optimizations.

While AI improves efficiency and may enhance accuracy:

  • AI-generated results are not guaranteed to be error-free or compliant
  • Users remain solely responsible for verifying the accuracy, appropriateness, and legal compliance of all claims and data submitted
  • Decisions made based on AI-generated suggestions are at the sole discretion and risk of the user

Dr. Claims or DigiMedix Technology Solutions Inc. are not liable for billing errors, financial losses, rejected claims, or regulatory issues resulting from reliance on AI-generated outputs.

All AI features are designed to assist—not replace—the professional judgment of healthcare providers and billing experts.

 

  1. Cloud Hosting and Data Security

All data is stored and processed in secure Canadian cloud infrastructure, using:

  • AES-256 encryption (in transit and at rest)
  • Role-based access control
  • Activity logging and intrusion detection
  • Multi-factor authentication (MFA)

Daily backups and disaster recovery protocols are in place. However, no digital system is completely immune to breach or downtime, and by using the Platform, users accept the inherent risks associated with internet-based services.

 

  1. Limitation of Liability

To the fullest extent permitted by law, Dr. Claims and DigiMedix Technology Solutions Inc., disclaim liability for:

  • Unauthorized access caused by credential misuse or poor access management
  • Data errors entered or mismanaged by users or tenant administrators
  • Service interruptions due to external providers or infrastructure failures
  • AI-generated inaccuracies or misinterpretations
  • Consequences of using the Platform for unintended or non-compliant purposes

Each tenant organization is responsible for:

  • Appointing a Tenant Administrator
  • Managing user permissions and account access
  • Ensuring their own internal privacy and compliance practices

 

  1. Data Retention

Data is retained based on relevant provincial retention rules and payer audit requirements. Users may request data deletion upon account closure, subject to legal and regulatory obligations.

 

  1. Access and Corrections

Users may review or correct account-related information through the Platform interface. Requests for audit logs or administrative access reviews should be directed to the Privacy Officer.

 

  1. Not for Public Use

The Platform is a professional SaaS solution intended for use by authorized healthcare providers only. It is not a tool for patients, and no public-facing features or services are intended or offered.

 

  1. Policy Revisions

We may revise this policy as technologies, laws, or services evolve. Any significant updates will be published on Dr. Claims website or by email.

 

  1. Governing Law

This Policy is governed by the laws of the Province of Ontario and applicable Canadian federal statutes.

 

Canada-Based Operations

This Platform is developed, operated and maintained entirely by DigiMedix Technology Solutions Inc., headquartered in Ottawa, Ontario. All data storage, hosting, and processing are performed within Canada in compliance with PIPEDA and provincial privacy regulations.