Privacy Policy

This Privacy Policy describes how Psynapsis AI LLP ("Company", "we", "us", or "our"), operating as Mediclaim AI, collects, uses, and protects information when you use our Pulse Coder platform and related services (collectively, the "Service") available at mediclaimapp.co.

1. Information We Collect

Account Information: When you create an account, we collect your name, email address, organization name, and role. This information is necessary to provision your account and manage access within your organization.

Clinical Data: Our platform processes clinical records (discharge summaries, operative notes, and related documents) that you upload or transmit to the Service. This data may contain Protected Health Information (PHI) as defined by HIPAA. We process this data solely to provide the coding and validation services you have requested.

Usage Data: We collect information about how you interact with the Service, including pages visited, features used, coding actions performed, and timestamps. This data is used to improve the Service and does not include PHI.

Technical Data: We automatically collect device type, browser type, IP address, and operating system information when you access the Service.

2. How We Use Your Information

We use the information we collect to: provide, maintain, and improve the Pulse Coder platform; process clinical records through our AI coding pipeline and validation engine; generate MS-DRG assignments and payment estimations; maintain audit trails for compliance purposes; communicate with you about your account and the Service; comply with legal obligations and enforce our Terms of Service.

3. HIPAA Compliance

Psynapsis AI LLP operates as a Business Associate under HIPAA. We have signed a Business Associate Agreement (BAA) with AWS, our infrastructure provider. Our platform is designed to handle PHI in compliance with the HIPAA Privacy Rule and Security Rule.

Key safeguards include: all data encrypted in transit (TLS 1.2+) and at rest (AES-256); authentication managed through AWS Cognito with email verification; role-based access control (owner, admin, coder) within organizations; the validation engine processes ICD-10 codes and clinical logic, not raw patient identifiers; audit trails are maintained for all data access and modification events; infrastructure runs on AWS HIPAA-eligible services with BAA signed.

4. Data Sharing

We do not sell, rent, or trade your personal information or PHI to third parties. We may share information with: AWS (our infrastructure provider, under BAA); AI model providers (for clinical text processing, under appropriate data processing agreements); law enforcement or regulatory bodies when required by applicable law.

When clinical records are processed through our AI pipeline, only the minimum necessary data is transmitted. The validation engine, MS-DRG grouper, and compliance rules run locally within our infrastructure without transmitting PHI to external parties.

5. Data Retention

Clinical data and audit trails are retained for the duration of your subscription plus 7 years to comply with healthcare record retention requirements. Account information is retained for the duration of your subscription. You may request deletion of your account and associated non-regulatory data by contacting us.

6. Data Security

We implement administrative, technical, and physical safeguards appropriate for the sensitivity of the data we process. These include encryption at rest and in transit, network isolation, access logging, and regular security assessments. No method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your jurisdiction, you may have rights to: access the personal data we hold about you; correct inaccurate personal data; request deletion of your personal data (subject to legal retention requirements); object to or restrict certain processing activities; receive your data in a portable format.

To exercise these rights, contact us at team@mediclaimapp.co.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the updated policy.

9. Contact

Psynapsis AI LLP (operating as Mediclaim AI)
Pala, Kerala, India
Email: team@mediclaimapp.co
Website: mediclaimapp.co