Privacy - MediLogix

This Privacy Policy describes how MediLogix Solutions, Inc. (“MediLogix,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with our website at www.MediLogix.net and any online services that link to this Policy (collectively, the “Services”). MediLogix creates medical documentation for doctors and healthcare organizations around the globe. This Policy also explains your privacy rights and how to exercise them.

By using the Services, you acknowledge that you have read this Policy. If you do not agree, please do not use the Services.

Scope and roles

Controller: For personal information collected via the Services, the controller is: MediLogix Solutions, Inc. 8805 N. Tamiami Trail #319 Naples, FL 34108 USA
Contact: [email protected]
EU/UK representative and Data Protection Officer: Not applicable unless we state otherwise in an updated version of this Policy.
This Policy does not apply to third-party websites, services, or applications that we do not control, even if they link to or from our Services.

HIPAA and health information

Website use: Our public website is not intended for submitting Protected Health Information (PHI). Please do not transmit medical or clinical information through public website forms.
Business Associate activities: In providing medical documentation services to covered entities and other business associates, MediLogix acts as a “business associate” under the Health Insurance Portability and Accountability Act (HIPAA). We enter into Business Associate Agreements (BAAs) and handle PHI in accordance with those BAAs and HIPAA. To the extent of any conflict between this Privacy Policy and a BAA, the BAA governs with respect to PHI processed under that agreement.

Information we collect We collect the following categories of information, depending on how you interact with us:

Information you provide directly

Contact and account data: name, employer, role/title, postal address, email, phone, account credentials.
Communications: inquiries, support tickets, survey responses, feedback and other content you submit.
Transactions: billing contact and purchase details. Payment card data is processed by our payment processor and not retained by MediLogix.
Events and marketing: registration details and preferences.
Job applicants: résumé/CV, work history, education, and other recruitment data (see any separate Applicant Privacy Notice if provided).

2. Information collected automatically

Device and usage data: IP address, device identifiers, browser type, operating system, referring URLs, pages viewed, links clicked, date/time, session duration, and general location (based on IP).
Cookies and similar technologies: pixels, tags, SDKs, local storage, and analytics tools to operate the site, measure engagement, and improve features. See “Cookies and tracking” below.

3. Information from third parties

Service providers and partners: analytics, advertising, event, and marketing partners.
Authentication providers and social media (if enabled): profile and contact details you authorize.
Public sources: professional profiles and business contact directories.

Sensitive personal information We do not seek to collect sensitive personal information via the public website (e.g., health information, precise geolocation, government IDs). Do not submit such information through public website forms. If sensitive data is necessary for a specific feature, we will obtain consent or rely on another legal basis and apply appropriate safeguards.

How we use personal information We use personal information for the following purposes:

Provide and maintain the Services, including account creation, authentication, and customer support.
Communicate with you about features, updates, security alerts, and transactional matters.
Process orders, subscriptions, and payments (via our payment processor).
Personalize and improve the Services, including analytics, research, quality assurance, and troubleshooting.
Marketing and outreach, including sending newsletters and event invitations (you may opt out at any time).
Security and fraud prevention, including protecting against, identifying, and deterring malicious or illegal activity.
Compliance with law, legal process, and enforcement of our terms, policies, or agreements.
With your consent, and for any other purpose disclosed at the time of collection.

Legal bases for processing (EEA/UK/Switzerland) Where required by law, we process personal data on the following bases:

Contract performance (e.g., to provide the Services you request).
Legitimate interests (e.g., to improve Services, secure our systems, and market to business contacts), balanced against your rights and freedoms.
Consent (e.g., certain cookies/marketing). You may withdraw consent at any time.
Legal obligation (e.g., recordkeeping, responding to lawful requests).

Cookies and tracking

Types: We use necessary cookies (site operation), functional cookies (preferences), analytics cookies (usage measurement), and, if enabled, advertising cookies.
Controls: Manage cookies through your browser settings and our cookie banner/preferences center. Some features may not function without certain cookies.
Do Not Track: We currently do not respond to browser DNT signals, but we honor Global Privacy Control (GPC) signals where required to opt out of sale/sharing of personal information and targeted advertising.
Analytics and ads: We may use analytics tools (e.g., Google Analytics). You can learn about Google’s practices and opt-out options at https://tools.google.com/dlpage/gaoptout.

How we disclose personal information We disclose personal information as follows:

Service providers/processors: Vendors who perform services for us (hosting, analytics, email, customer support, security, payment processing) under contractual confidentiality and data protection obligations.
Business partners: If you register for co-branded content or events, we may share your registration details with the named partner; you may opt out at registration.
Affiliates: Within our corporate group, for purposes consistent with this Policy.
Legal and compliance: To comply with law, legal process, or governmental requests; to enforce our terms; or to protect rights, property, or safety.
Corporate transactions: In connection with a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction.
With your direction or consent.

Selling or sharing personal information We do not sell personal information and do not share personal information for cross-context behavioral advertising as defined by applicable U.S. state laws. If our practices change, we will update this Policy and provide required notices and opt-out mechanisms.

International data transfers We are based in the United States and may transfer, store, and process your information in the U.S. and other countries that may not provide the same level of data protection as your home country. Where required, we use appropriate safeguards for international transfers, such as the EU Standard Contractual Clauses and the UK International Data Transfer Agreement/Addendum. You may request a copy of relevant transfer safeguards by contacting us.

Data retention We retain personal information only as long as necessary to fulfill the purposes described in this Policy, including to meet legal, accounting, or reporting requirements, resolve disputes, and enforce our agreements. Retention periods vary by data category and context. For example, account and transaction records may be retained for up to 7 years to comply with tax and audit obligations.

Security We implement technical and organizational measures designed to protect personal information, including strong encryption (commonly referred to as “bank-level encryption”), access controls, and security monitoring. This includes encrypting data in transit and at rest, limiting access on a need-to-know basis, and regularly assessing our controls. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Your privacy rights Depending on your location, you may have the rights described below. We will not discriminate against you for exercising your rights.

How to submit a request

Email: [email protected]
Mail: MediLogix Solutions, Inc., Attn: Privacy, 8805 N. Tamiami Trail #319, Naples, FL 34108 USA We may need to verify your identity and jurisdiction. Authorized agents may submit requests where allowed by law, subject to verification.

EEA/UK/Switzerland

Rights: access, rectification, erasure, restriction, portability, and objection; and the right to withdraw consent.
Complaints: You may lodge a complaint with your local supervisory authority. We encourage you to contact us first so we can address your concerns.

California (CPRA)

Rights: know/access specific pieces and categories of personal information; correct inaccuracies; delete personal information; opt out of sale or sharing; limit use and disclosure of sensitive personal information (to necessary purposes); and non-discrimination.
Sensitive information: We do not use or disclose sensitive personal information for purposes requiring the right to limit under CPRA.
Notice of financial incentives: We do not offer programs that provide financial incentives for personal information.
Shine the Light: California Civil Code §1798.83 permits customers to request information about the sharing of certain personal information with third parties for their direct marketing. To request, contact [email protected].

Virginia, Colorado, Connecticut, Utah, and other U.S. states

Rights: confirm processing and access; correct; delete; data portability; and opt out of targeted advertising, sale, and certain profiling.
Appeals: If we deny your request, you may appeal by replying to our decision email or contacting [email protected] with “Appeal” in the subject. If your appeal is denied, you may contact your state attorney general.

Canada (PIPEDA)

Rights: access to and correction of personal information, and to challenge our compliance with PIPEDA. You may contact the Office of the Privacy Commissioner of Canada, but please contact us first so we can help.

Children’s privacy Our Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided information to us, contact [email protected] and we will take appropriate steps. For California residents, we do not knowingly sell or share personal information of consumers under 16.

Automated decision-making and profiling We do not engage in solely automated decision-making that produces legal or similarly significant effects about you via the Services. If this changes, we will provide required notices and rights.

Third-party links and services The Services may contain links to third-party websites or features. We are not responsible for the privacy practices of those third parties. Review their privacy policies before providing personal information.

Global Privacy Control (GPC) and opt-out signals Where required by law, we treat browser- or device-based signals (such as GPC) as a valid request to opt out of sale/sharing and targeted advertising on that browser or device.

Changes to this Policy We may update this Policy from time to time. The “Effective date” above indicates when this Policy last changed. Material changes will be posted on this page and/or otherwise communicated as required by law.

Jurisdiction-specific disclosures and definitions

Categories of personal information collected (California)

Identifiers: name, email, phone, IP address, device identifiers.
Customer records: billing contact information.
Commercial information: products or services purchased or considered.
Internet or network activity: browsing history and interactions with our site and ads.
Geolocation: general location derived from IP address.
Professional or employment-related information: job title, employer.
Inferences: preferences derived from site interactions. Sources: you, your devices, service providers, partners, and public sources. Business purposes for use/disclosure: as described above under “How we use” and “How we disclose.” Retention: as described above under “Data retention.” Sale/share: We do not sell or share personal information as defined by CPRA.

Nevada We do not sell personal information as “sale” is defined under Nevada law. Nevada residents may submit do-not-sell requests to [email protected].

Notes specific to our medical documentation services

We support healthcare providers globally with medical documentation services. When we process PHI in connection with those services, we do so as a HIPAA business associate under applicable BAAs.
We employ strong data protection controls, including encryption commonly referred to as “bank-level encryption,” role-based access controls, least-privilege access, logging/monitoring, and workforce training aligned with HIPAA requirements.

Effective September 22, 2025

Last Updated September 22, 2025

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