Privacy Policy

1. Introduction

Welcome to Backwork ("we," "us," or "our"). We are committed to protecting your privacy and maintaining the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at https://backworkai.com and our AI-powered medical billing services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Name and contact information (email address, phone number)
• Account credentials (username, password)
• Billing and payment information
• Company or organization details
• Communication preferences

2.2 Medical and Healthcare Data

When you use our medical billing and coding services, we may process:

• Medical documents and records you upload for processing
• Medical codes (ICD-10, CPT, HCPCS)
• Healthcare billing information
• Other healthcare-related data necessary to provide our services

Important: We are committed to HIPAA compliance and handle all Protected Health Information (PHI) in accordance with applicable healthcare privacy regulations.

2.3 Automatically Collected Information

We automatically collect certain information when you use our services:

• Usage data (features accessed, time spent, interactions)
• Device information (IP address, browser type, operating system)
• Log files and analytics data
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our medical billing and coding services
• Process your documents and generate medical codes using AI
• Manage your account and provide customer support
• Process payments and maintain billing records
• Send you technical notices, updates, and security alerts
• Respond to your inquiries and communicate with you
• Monitor and analyze usage patterns to improve our services
• Detect, prevent, and address technical issues or fraudulent activity
• Comply with legal obligations and enforce our terms of service
• Send marketing communications (with your consent where required)

4. HIPAA Compliance and Healthcare Data Protection

Backwork is committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable healthcare privacy regulations.

4.1 Business Associate Agreements

For customers who are covered entities or business associates under HIPAA, we enter into Business Associate Agreements (BAAs) that outline our obligations regarding Protected Health Information (PHI).

4.2 Security Measures

We implement comprehensive security measures including:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security audits and vulnerability assessments
• Employee training on HIPAA compliance
• Incident response and breach notification procedures

4.3 Data Retention

We retain healthcare data only as long as necessary to provide services and comply with legal obligations. You may request deletion of your data at any time, subject to our legal retention requirements.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

5.1 Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting and infrastructure providers (AWS)
• Payment processors (Stripe)
• AI and machine learning service providers (OpenAI, Anthropic)
• Analytics providers

All service providers are contractually required to maintain confidentiality and security of your information.

5.2 Legal Requirements

We may disclose information if required by law or in response to valid legal requests, such as subpoenas or court orders.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

6. Data Security

We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• SSL/TLS encryption for data transmission
• Encrypted database storage
• Regular security audits and penetration testing
• Multi-factor authentication options
• Access controls and role-based permissions
• Secure development practices

While we strive to protect your information, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

7. Your Rights and Choices

You have the following rights regarding your information:

7.1 Access and Correction

You may access and update your account information at any time through your account settings.

7.2 Data Deletion

You may request deletion of your account and associated data by contacting us at privacy@backworkai.com. We will respond to deletion requests within 30 days.

7.3 Data Portability

You may request a copy of your data in a structured, machine-readable format.

7.4 Marketing Communications

You may opt out of marketing emails by clicking the unsubscribe link in any marketing message or by updating your communication preferences in your account settings.

7.5 Cookies

Most browsers allow you to control cookies through their settings. Disabling cookies may affect the functionality of our services.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Third-Party Links

Our services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after changes become effective constitutes acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

13. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising CCPA rights

To exercise these rights, please contact us at privacy@backworkai.com

14. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

To exercise these rights, please contact us at privacy@backworkai.com