Privacy Policy

1. Who We Are

Reformiqs ("we", "us", "our") provides remote medical scribing and clinical documentation services to healthcare providers in the United States and internationally. Our contact email is [email protected].

2. Information We Collect

We collect information you provide directly to us, including:

• Contact information (name, email address, phone number)
• Professional information (specialty, practice type, EHR system)
• Clinical documentation submitted for scribing services
• Communications between you and our team

We also collect limited technical data (IP address, browser type, pages visited) through standard server logs for security and performance purposes.

3. How We Use Your Information

• To provide and improve our medical scribing services
• To respond to your enquiries and schedule demo calls
• To communicate service updates and relevant information
• To comply with legal and regulatory obligations
• To protect the security and integrity of our systems

4. Protected Health Information (PHI)

Clinical documentation and patient-related information submitted to us for scribing purposes constitutes Protected Health Information (PHI) under HIPAA. We handle all PHI in accordance with our HIPAA compliance obligations. Please refer to our HIPAA Notice of Privacy Practices for full details on how we handle PHI.

5. How We Share Your Information

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

• Service providers: Trusted third-party vendors who assist in delivering our services, bound by confidentiality agreements
• Legal requirements: When required by law, court order, or governmental authority
• Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to you

6. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations. Clinical documentation is retained in accordance with applicable healthcare record-keeping requirements. You may request deletion of your non-PHI personal data by contacting us at [email protected].

7. Data Security

We implement appropriate technical and organisational measures to protect your information against unauthorised access, alteration, disclosure, or destruction. All data transmission is encrypted. Access to PHI is restricted to authorised personnel only.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information (subject to legal obligations)
• Opt out of marketing communications at any time

To exercise any of these rights, contact us at [email protected].

9. Cookies

Our website uses only essential technical cookies required for site functionality. We do not use advertising or tracking cookies. No cookie consent banner is required for essential cookies under applicable law.

10. Third-Party Links

Our website may contain links to third-party sites (e.g. WhatsApp). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date above. Continued use of our services after changes constitutes acceptance of the revised policy.

12. Contact Us

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