Privacy Policy

Last Updated: December 8, 2024

BeaverNets Technologies Inc. ("we," "our," or "us") operates Physician Billing Assistant. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Our Commitment to Privacy

Physician Billing Assistant is designed to be fully compliant with the Personal Health Information Protection Act (PHIPA) and all applicable Ontario privacy legislation. The protection of personal health information is our highest priority.

2. Information We Collect

2.1 Personal Health Information (PHI)

When you use our service, we process:

• Clinical SOAP notes and patient encounter documentation
• OHIP billing codes and diagnosis codes
• Patient identifiers necessary for claim submission
• Provider billing numbers and practice information

2.2 Account Information

We collect information necessary to provide and secure your account:

• Name and professional credentials
• Email address and phone number
• Practice name and address
• CPSO registration number

2.3 Technical Information

• IP addresses and device information
• Usage logs and access timestamps
• Browser type and operating system

3. How We Use Your Information

We use the information we collect to:

• Generate accurate OHIP billing claims from clinical notes
• Provide claim validation and rejection prevention
• Maintain and improve our AI models for code accuracy
• Ensure security and prevent unauthorized access
• Comply with legal and regulatory obligations
• Communicate service updates and support

4. Data Storage and Security

4.1 Canadian Data Residency

All personal health information is stored exclusively on servers located in Canada. We do not transfer PHI outside of Canadian borders.

4.2 Security Measures

We implement industry-leading security practices:

• End-to-end encryption for data in transit (TLS 1.3)
• AES-256 encryption for data at rest
• Multi-factor authentication for account access
• Regular security audits and penetration testing
• Role-based access controls
• Comprehensive audit logging

4.3 Data Retention

We retain personal health information for the minimum period required by Ontario healthcare regulations. Clinical data used for billing is retained for seven (7) years from the date of the last patient encounter, consistent with CPSO guidelines.

5. Disclosure of Information

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

5.1 With Your Consent

We will share information with third parties only with your explicit consent.

5.2 Service Providers

We may share information with trusted service providers who assist in operating our platform, subject to strict confidentiality agreements and PHIPA compliance requirements.

5.3 Legal Obligations

We may disclose information if required by law, court order, or regulatory authority, or to protect the rights, property, or safety of our users or others.

5.4 OHIP Submission

Claims data is transmitted securely to the Ontario Ministry of Health for billing purposes, as authorized by your use of the service.

6. Your Rights

Under PHIPA and applicable privacy laws, you have the right to:

• Access your personal and health information
• Request corrections to inaccurate information
• Withdraw consent for processing (subject to legal obligations)
• Request deletion of your data
• Receive a copy of your information in a portable format
• File a complaint with the Information and Privacy Commissioner of Ontario

7. AI and Machine Learning

Our service uses artificial intelligence to analyze clinical notes and suggest billing codes. We take the following precautions:

• AI models are trained on de-identified, aggregated data only
• All AI-generated suggestions are reviewed by licensed physicians before submission
• We maintain human oversight in all billing decisions
• Model training data is stored separately from identifiable patient records

8. Cookies and Tracking

We use essential cookies for authentication and security. We do not use advertising or third-party tracking cookies. You can control cookie settings through your browser.

9. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

10. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect information from minors.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through prominent notice on our platform. Continued use of the service after changes constitutes acceptance.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

BeaverNets Technologies Inc.
Privacy Officer
Email: privacy@beavernets.com
Mail: Toronto, Ontario, Canada

13. Privacy Officer

We have designated a Privacy Officer responsible for overseeing compliance with PHIPA and addressing privacy concerns. To speak with our Privacy Officer, please email privacy@beavernets.com.

14. Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
Phone: 416-326-3333 / 1-800-387-0073
Website: www.ipc.on.ca