DocuGuard AI – Privacy Policy
Effective Date: 10/31/2025

DocuGuard AI (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal and health information you share with us. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website, platform, and related services (“Services”).

By using DocuGuardAI.com or any of our Services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Services immediately.

1. Scope and Purpose

This Privacy Policy applies to all users, visitors, and customers of DocuGuard AI.

Because we serve healthcare organizations, including home health and hospice providers, certain information we handle may be considered Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

DocuGuard AI operates as a Business Associate under HIPAA where applicable and is committed to maintaining full compliance with all relevant privacy and security requirements.

2. Information We Collect

A. Personal Information

Information that can identify you as an individual, such as:
• Name, email address, phone number, job title, and organization name.
• Login credentials and account preferences.

B. Protected Health Information (PHI)

When you use our Services to process clinical or operational documents, the information may include patient identifiers, clinical notes, claims data, and other PHI subject to HIPAA.

We collect, use, and store PHI only as necessary to perform contracted Services for our healthcare clients.

C. Technical and Usage Information

We may automatically collect non-identifiable data including:
• IP address, browser type, device identifiers, and usage patterns.
• Metadata associated with uploaded documents.
• Cookies and tracking technologies for security and analytics (see Section 10).

D. AI Training and Performance Data

Our AI systems analyze text and documentation to improve accuracy and performance. Unless explicitly agreed upon in a Business Associate Agreement (BAA), no PHI or identifiable customer data is used for model training.

We may use de-identified or aggregated data for internal research, model validation, and performance improvement.

3. How We Use the Information

We use collected data to:
• Provide, maintain, and improve our AI-driven documentation analysis services.
• Securely process user requests and generate reports or compliance feedback.
• Communicate with users regarding service updates, maintenance, and support.
• Ensure compliance with legal and contractual obligations.
• Improve accuracy and performance of our AI systems (using de-identified data only).

4. HIPAA Compliance

DocuGuard AI adheres to all HIPAA Privacy, Security, and Breach Notification Rules.

This includes:
• Implementing administrative, physical, and technical safeguards to protect PHI.
• Limiting use and disclosure of PHI to authorized personnel and purposes defined in a BAA.
• Maintaining audit logs, encryption standards, and role-based access control.
• Providing breach notification in accordance with HIPAA and applicable law.

We sign Business Associate Agreements (BAAs) with all Covered Entities and partners handling PHI through our platform.

5. Data Security

We use industry-standard measures to protect your information, including:
• End-to-end encryption for data at rest and in transit (TLS 1.2+).
• Multi-factor authentication for administrative access.
• Secure cloud storage with restricted access controls.
• Regular security audits, intrusion detection, and compliance assessments.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Disclosure of Information

We do not sell, rent, or trade your personal or PHI data.

We may share information only as follows:
• With Covered Entities or Business Associates: to perform contracted services.
• With vendors or service providers: who are bound by confidentiality and data protection agreements.
• When required by law: to comply with subpoenas, court orders, or legal processes.
• In emergencies: to protect health, safety, or security of individuals as permitted by HIPAA.

7. Data Retention

We retain PHI and user data only as long as necessary to fulfill the purposes outlined in this Policy or as required by applicable law and contracts.

Upon termination of a client relationship, PHI will be securely destroyed or returned as required under the BAA.

8. Your Rights

Depending on your role and applicable laws, you may have rights to:
• Access, amend, or request deletion of your personal information.
• Receive an accounting of disclosures under HIPAA.
• Request restrictions on how your PHI is used or shared.
• Obtain a copy of your PHI in an electronic format.

Requests can be submitted to privacy@docuguardai.com and will be processed in accordance with applicable law and contractual terms.

9. AI Transparency and Ethical Use

DocuGuard AI employs artificial intelligence to assist with documentation review and compliance analysis.

• Our AI is designed to augment human decision-making, not replace clinical or compliance judgment.
• No PHI is used to train or improve AI models without de-identification and proper consent.
• AI outputs are for informational purposes and should not be used as the sole basis for healthcare or compliance decisions.

We continuously monitor for bias, accuracy, and ethical alignment in our AI algorithms.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:
• Improve user experience and navigation.
• Analyze website usage for performance optimization.
• Enhance security and session management.

Users can manage cookie preferences in their browser settings. Disabling cookies may affect functionality of certain features.

11. Data Transfers

If you access our Services outside the United States, you understand that your data may be transferred to and processed in the U.S., where data protection laws may differ from your jurisdiction.

12. Children’s Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect or process personal information from minors.

13. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in law, technology, or our operations. Updates will be posted on this page with a revised “Effective Date.”

Continued use of the Services after updates constitutes acceptance of the revised Policy.

14. Contact Us

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

DocuGuard AI
Email: docuguardai@gmail.com
Website: https://www.docuguardai.com
Address: Corbin, KY 40701