Privacy Policy

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Last updated: July 2024

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This Privacy Policy explains how ClaimSorted Inc and ClaimSorted Ltd, a UK subsidiary of ClaimSorted Inc is registered with the Information Commissioner's Office (Registration No. ZB723477) in the United Kingdom (“ClaimSorted”, “we”, “our” or “us”) collects, stores, uses, and shares personal data about individuals (“you”) who: (i) visit or interact with our websites (“Visitors”) at claimsorted.com or other platforms under our control (collectively, the “Sites”); (ii) utilise our claim handling services, whether as end users (“Users”) or administrators (“Admin”) on behalf of our business customers (“Customers”; collectively with the Sites, the “Service”).

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Our Privacy Policy covers:

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• Data Collection
• Data Uses
• Data Location
• Data Retention
• Data Sharing
• Cookies and Tracking Technologies
• Communications
• Data Security
• Data Subject Rights
• Data Controller and Processor
• Additional Notices
• Data Minimisation

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Your privacy is crucial to us, and we are dedicated to transparency and fairness in our data practices. Please read this Privacy Policy carefully and ensure you fully understand and agree with it.

Providing us with Personal Data (as defined in Section 1) is voluntary. If you choose not to provide certain data, we may be unable to offer the full range of our services.

This Privacy Policy is part of our Terms and Conditions (the “Terms”). Undefined capitalised terms shall have the meanings assigned to them in the Terms.

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AGREED TERMS

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1. DATA COLLECTION

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We gather various types of personal data about our Users and Visitors to our Sites, collected through your interactions with us or our Service, automatic means, or directly from you, other Users, our customers, or third parties (including Service Providers).

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1. User Data from you: When you contact us or sign up for the Service, creating a User Profile, you provide Personal Data such as your name, contact information (e.g., email, phone, address), account login details, and any other data you choose to share. Logged-in Users or Admins may submit additional details.
2. Automatically collected data: We may collect technical data when you interact with our Service, using tools like cookies and tracking technologies. This includes IP addresses, device and application data, and usage activity. Phone calls with customer service may be recorded for quality control.
3. User Data from customers and Users: Customers and Users may provide us with contact details of employees or colleagues to invite them to use the Service.
4. Data from third parties: We may receive Personal Data from events, webinars, promotions, business partners, and commonly used tools for professional networking, such as LinkedIn.
5. Service integration data: If you or your Admin integrates a third-party service with our Service, relevant data may be shared between the services. We do not store passwords for these third-party services.
6. Analytics data: We use analytics tools to gather data on how our Sites and Service are used, including page visits and traffic sources.

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2. DATA USES

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We process Personal Data to perform our Service, comply with legal and contractual obligations, and support our legitimate interests in improving and marketing our Service, providing customer support, and protecting our Users and ourselves.

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1. Service operation: Facilitating and operating our Service.
2. User authentication: Verifying the identity of our Users.
3. Customer support: Assisting Visitors, Users, and customers.
4. Service improvement: Understanding usage patterns to enhance our Service.
5. Marketing and advertising: Managing campaigns and advertisements to highlight the benefits of our Service.
6. Communication: Contacting Users with service-related and promotional messages.
7. Events and promotions: Sponsoring and offering events and promotions.
8. Feedback publishing: Sharing user feedback in public forums.
9. Data security: Enhancing data security measures.
10. Statistical analysis: Creating anonymised data for improving services.
11. Legal compliance: Complying with applicable laws and regulations.

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If you reside in a region where consent is the primary legal basis for processing Personal Data, your acceptance of our Terms and this Privacy Policy constitutes your consent. You may withdraw consent by contacting us at info@claimsorted.com.

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3. DATA LOCATION

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Your Personal Data is stored and processed in the EU and other locations as necessary for our Service. ClaimSorted, headquartered in the United States, ensures adequate protection for EU residents' data.

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We and our Service Providers are committed to protecting Personal Data in accordance with this Privacy Policy and industry standards, regardless of jurisdictional variations.

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4. DATA RETENTION

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We retain Personal Data as long as necessary to maintain our relationship, provide our Service, comply with legal obligations, or protect against disputes. Data may be deleted, anonymised, or restricted as per our data retention policy.

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5. DATA SHARING

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1. Legal compliance: We may disclose Personal Data to government and law enforcement if required by law or to protect our rights and safety.
2. Service providers: We engage third-party providers to perform services complementary to ours, such as hosting, analytics, marketing, and security. These providers access Personal Data only for specified purposes.
3. Customer and user sharing: Personal Data may be shared with the customer owning the account to which you are subscribed and other Users on the same account.
4. Feedback sharing: Public reviews or feedback provided by you may be displayed to other users of our Sites and Service. This could include your name and any other information you choose to include in your feedback.
5. Protection of rights and safety: We may share your Personal Data if we believe in good faith that such disclosure is necessary to protect the rights, property, or personal safety of ClaimSorted, our Users, or the public. This may include sharing information to prevent fraud, address security issues, or ensure compliance with our legal obligations.
6. Subsidiaries and affiliates: Personal Data may be shared within ClaimSorted’s group for the purposes described in this Privacy Policy, including in events of mergers or acquisitions.

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6. COOKIES AND TRACKING TECHNOLOGIES

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Our Sites and Service use cookies and similar technologies for performance, analytics, and personalisation. More information can be found in our Cookie Policy.

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7. COMMUNICATIONS

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1. Service communications: We may contact you with important information about our Service. These communications are integral to your use of the Service.
2. Promotional communications: We may send promotional messages about new features and offerings. You can opt-out by contacting us or following unsubscribe instructions in the messages.

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8. DATA SECURITY

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We implement industry-standard security measures to protect Personal Data. These measures include physical, procedural, and technical safeguards such as encryption, access controls, and secure data storage. However, despite our best efforts, no security system is impenetrable, and we cannot guarantee the absolute protection of your Personal Data from unauthorised access, disclosure, alteration, or destruction. We advise you to take precautions to protect your Personal Data, such as using strong passwords and avoiding sharing your login information.

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9. DATA SUBJECT RIGHTS

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To exercise rights under applicable laws, including GDPR, such as access, rectification, erasure, restriction, objection, or data portability, contact us at info@claimsorted.com. We may require additional information to verify your identity.

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10. DATA CONTROLLER AND PROCESSOR

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ClaimSorted acts as a ‘data controller’ for data related to Visitors, Admins, and business contacts, and as a ‘data processor’ for data processed on behalf of customers. Our Service Providers act as ‘data processors’ or ‘sub-processors’ as applicable.

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11. ADDITIONAL NOTICES

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1. Updates and amendments: We may update this Privacy Policy by posting an amended version on our Service. Material changes will be notified via email or within the Service.
2. External links: Our Service may link to third-party sites with different privacy practices. We encourage you to review their policies.
3. Children under 16: We do not knowingly collect data from children under 16. If discovered, such data will be deleted. Contact us if you believe we have collected such data.

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12. DATA MINIMISATION

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We commit to data minimisation, ensuring that we only collect and process the data necessary for the purposes outlined in this Privacy Policy.

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ClaimSorted Inc

Email: info@claimsorted.com

Address: 169 Madison Ave, New York, United States

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Questions, concerns, or complaints: Contact ClaimSorted support at info@claimsorted.com or at 169 Madison Ave, New York, United States. GDPR-protected individuals can lodge complaints with an EU supervisory authority or the UK’s Information Commissioner’s Office (ICO) at 0303 123 1113.

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13. Artificial Intelligence and Machine Learning

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We use artificial intelligence (AI) and machine learning (ML) technologies to support key features within our Service, such as anomaly detection, and system optimisation.

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Our AI/ML models are developed and improved using proprietary datasets and other carefully curated data sources. Where customer data is processed using AI features, it is handled in accordance with contractual terms, applicable data protection laws, and principles of data minimisation and security. We continuously monitor AI system performance to ensure outputs remain accurate, relevant, and aligned with their intended purpose.