Legal Framework
Privacy Policy
Last Updated: 2nd February 2026
Table of Contents
GeniCoder (“GeniCoder,” “we,” “our,” or “us”) provides an artificial intelligence powered medical coding platform that converts clinical documentation into structured ICD-10, CPT, and HCPCS codes for healthcare organizations across the United States. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information and, where applicable, protected health information when you visit our website at genicoder.com (the “Site”), request a demo, sign up for an account, subscribe to our communications, or otherwise interact with us online or through the GeniCoder platform.
By accessing or using the Site or the GeniCoder platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described in this Privacy Policy, please do not use the Site or the platform.
1. Scope of This Policy
This Privacy Policy applies to personal information collected through the Site, including our demo request and sign up forms, contact forms, blog and resource pages, and any communications you have with our sales, support, or customer success teams that reference this Policy. It also applies to information collected through our official social media pages, including Facebook, LinkedIn, and Instagram, to the extent that information is passed back to us.
This Policy also describes at a general level how clinical and healthcare data submitted to the GeniCoder platform is handled. Where GeniCoder processes protected health information on behalf of a healthcare organization as a business associate, that processing is governed primarily by the Business Associate Agreement and service agreement in place with that organization, together with HIPAA and other applicable law, and not by this website Privacy Policy alone. Section 7 below describes our approach to healthcare data in more detail.
2. Information We Collect
2.1 Information You Provide Directly
When you request a demo, sign up for an account, or otherwise contact us, we may collect:
- Full name
- Business email address
- Phone number
- Organization or practice name
- Job title or role
- Organization size and specialty or use case details
- The module or workflow you are interested in, such as clinical documentation processing, specialty based coding, or bulk coding and audit
- Any message content or additional detail you choose to share
- Information shared during a walkthrough, demo, or onboarding conversation
2.2 Information Collected Automatically
When you browse the Site, we and our service providers may automatically collect:
- IP address
- Browser type and version
- Device and operating system information
- Referring and exit pages
- Pages viewed and time spent on the Site
- Date and time of access
- Cookie and similar tracking data, described in our Cookie Policy
2.3 Information From Third Parties
We may also receive information about you from:
- Existing customers who refer prospective customers to us
- Advertising and marketing partners, such as Google and LinkedIn
- Publicly available business directories and listings
- Analytics and lead generation service providers
2.4 Information We Do Not Intend to Collect Through the Public Site
Our public marketing Site is not designed to collect Social Security numbers, government identification numbers, financial account numbers, or protected health information. Please do not include this type of information in the message or additional detail fields of our demo request or contact forms. Clinical and healthcare data is instead submitted through the authenticated GeniCoder platform by verified customer organizations, as described in Section 7.
3. How We Use Your Information
We use the information described in Section 2 to:
- Respond to your inquiries and demo requests
- Review and qualify walkthrough and demo requests, including verifying organization details
- Schedule and conduct walkthroughs and demo calls
- Provide, maintain, and improve the GeniCoder platform and Site
- Process account sign up, onboarding, and setup once you engage our services
- Send newsletters, product updates, and marketing communications, where you have not opted out
- Understand how visitors use the Site and improve its content, functionality, and performance
- Measure and improve the effectiveness of our marketing and advertising activities
- Maintain the security of the Site and platform and detect or prevent fraud, abuse, or unauthorized access
- Comply with applicable laws, regulations, and legal obligations
- Analyze aggregated or de-identified data for internal product and business planning
4. How We Disclose Your Information
4.1 Service Providers
We share information with vendors that support our operations, including website hosting, cloud infrastructure, customer relationship management, email communication platforms, scheduling tools, analytics providers, and our secure cloud environment. These providers are only permitted to use your information to perform services on our behalf, and providers with access to healthcare data are subject to the additional safeguards described in Section 7.
4.2 Within GeniCoder
Your information may be shared internally among our sales, customer success, engineering, and support teams so we can evaluate your use case, provide walkthroughs, and maintain consistent service quality.
4.3 Advertising and Analytics Partners
We may share limited information, such as cookie identifiers, with advertising and analytics partners to measure the performance of our marketing campaigns and understand website traffic, as described further in our Cookie Policy. This section applies only to Site marketing data, and never to clinical or healthcare data processed through the platform.
4.4 Legal and Safety Reasons
We may disclose information where required by law, in response to a valid legal process, or where we believe disclosure is necessary to protect the rights, property, or safety of GeniCoder, our customers, or others.
4.5 Business Transfers
If GeniCoder is involved in a merger, acquisition, financing, or sale of all or part of its business, your information may be transferred as part of that transaction, subject to standard confidentiality protections.
4.6 With Your Consent
We may disclose your information for any other purpose you direct or authorize.
We do not sell personal information for monetary consideration, and we do not use healthcare or clinical data for advertising, marketing, or resale purposes.
Certain advertising and analytics technologies described in our Cookie Policy may be considered a “sale” or “sharing” of personal information under some state privacy laws, and you may opt out of those activities as described in Section 9 below.
5. Cookies and Tracking Technologies
We use cookies and similar technologies to operate the Site, remember your preferences, understand how the Site is used, and support our marketing efforts. These technologies generally fall into essential, performance, functional, and targeting categories. Full details, including the specific tools we use and how to manage your preferences, are available in our Cookie Policy.
6. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Policy. As a general practice:
- Demo and inquiry information from organizations that do not proceed to a customer relationship is retained for up to 24 months from your last contact with us
- Account and customer relationship data is retained for the duration of the applicable service agreement plus any period required for legal, tax, or contractual recordkeeping
- Clinical and healthcare data processed through the platform is retained according to the retention and deletion terms specified in the applicable Business Associate Agreement or service agreement, and certain workflows are designed to avoid persistent storage of clinical data where operationally appropriate, as described in Section 7
- Newsletter and marketing preference data is retained until you unsubscribe, plus a suppression record to honor your opt-out
When information is no longer needed for these purposes, we take reasonable steps to securely delete, anonymize, or otherwise dispose of it.
7. Handling of Healthcare and Clinical Data
GeniCoder is designed to support healthcare coding and documentation workflows for covered entities and business associates operating under HIPAA. Where GeniCoder processes protected health information on behalf of a customer, the following principles apply:
- Data handling is limited to what is necessary to perform the requested coding, validation, or audit function
- Access to healthcare and clinical data is restricted to authorized systems and authorized personnel on a need to know basis
- Certain workflows are designed to process clinical documentation without persistent storage of the underlying documents, where operationally appropriate for that workflow
- We maintain administrative, technical, and organizational safeguards designed to protect the confidentiality, integrity, and availability of healthcare data consistent with our obligations as a HIPAA business associate
- GeniCoder does not use healthcare or clinical data to train models for the benefit of other customers, and does not use healthcare or clinical data for advertising, marketing, or resale purposes
Use of the GeniCoder platform by a healthcare organization is governed by a separate written Business Associate Agreement and service agreement between GeniCoder and that organization, which controls with respect to the processing of protected health information in the event of any conflict with this Privacy Policy. If you are a patient with questions about how your health information was coded or processed, please contact your healthcare provider directly, as GeniCoder processes that information on the provider’s behalf and in accordance with the provider’s instructions.
8. Human Review of Coding Outputs
GeniCoder produces structured coding outputs intended for review by qualified coding and compliance professionals. Outputs are not designed for unchecked direct submission to a payer or clearinghouse, and GeniCoder does not replace the judgment of a credentialed medical coder. Customers remain responsible for reviewing, validating, and approving coding outputs before downstream use.
9. Your Privacy Rights and Choices
Depending on your state of residence, you may have rights under applicable state privacy laws. Subject to certain exceptions, these rights may include the right to:
- Know what personal information we have collected about you and how it has been used and disclosed
- Access a copy of your personal information
- Correct inaccurate personal information
- Delete personal information we have collected from you
- Opt out of the sale or sharing of personal information and of targeted advertising
- Not be discriminated against for exercising any of these rights
These rights apply to personal information handled under this Privacy Policy. Requests concerning protected health information processed on behalf of a healthcare organization should be directed to that organization, consistent with Section 7.
9.1 How to Exercise Your Rights
To submit a privacy request, contact us at privacy@genicoder.com with the subject line “Privacy Request.” We may need to verify your identity before processing your request, and we will respond within the timeframe required by applicable law. Where permitted by law, you may designate an authorized agent to submit a request on your behalf, provided we can verify the agent’s authority to act for you.
9.2 Marketing Opt-Out
You may unsubscribe from marketing emails at any time using the link included in each communication. We will honor opt-out requests for marketing communications within 10 business days. Even after you opt out of marketing communications, we may continue to send you non-marketing messages related to a service you have requested or an active account with us.
9.3 Global Privacy Control
Where required by applicable law, we honor the Global Privacy Control browser signal as a request to opt out of the sale or sharing of personal information and the use of personal information for targeted advertising.
10. Children's Privacy
The Site and the GeniCoder platform are intended for healthcare organizations, coding and compliance professionals, and other adult business users. We do not knowingly collect personal information from children under the age of 16. If you believe a child has provided us with personal information, please contact us so we can delete it.
11. Third-Party Links
The Site may contain links to third-party websites, including our social media pages. We do not control and are not responsible for the privacy practices or content of these third-party sites. We encourage you to review their privacy policies before providing them with personal information.
12. Visitors Outside the United States
GeniCoder operates in the United States, and the Site and platform are intended for use by healthcare organizations located in the United States. If you access the Site from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those of your home jurisdiction.
13. Data Security
We maintain administrative, technical, and physical safeguards designed to protect personal information and healthcare data against unauthorized access, disclosure, alteration, or destruction. These measures include encrypted data transmission, access controls, restricted and logged access to clinical data, and confidentiality obligations for our staff and contractors.
No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security incident affecting your personal information, we will investigate and notify affected individuals and, where required, applicable regulators and customer organizations, in accordance with applicable law and our contractual obligations.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. Any changes will be posted on this page with a revised “Effective Date.” Your continued use of the Site or platform after any changes take effect constitutes your acceptance of the revised Policy.
15. Contact Us
If you have questions, comments, or requests regarding this Privacy Policy or our handling of your personal information, please contact us at:
GeniCoder
400 S 4th St, Suite 500 Las Vegas, NV 89101
Phone: (888) 483-1438