Addy Privacy Policy

Welcome to Addy Healthcare (“we,” “our,” or “us”), an AI-powered healthcare automation platform developed by Leapfrog Technology, Inc. This Privacy Policy explains how your personal information is collected, used, and disclosed by Addy Healthcare.

By accessing or using our website (https://www.addy.ai/) and services, you acknowledge that you have reviewed this Privacy Policy and agree to the collection, use, processing, and transfer of your information in accordance with this policy .

Definitions and Key Terms

• Patient Referral Processing: The systematic workflow of receiving, reviewing, and managing requests to transfer a patient’s care between providers, including the collection and transmission of required clinical and administrative information.
• Medical Records Classification (MedRecs): The process of organizing and categorizing patient medical records and clinical documents according to predefined criteria to enable efficient retrieval and regulatory compliance.
• Document Ingestion: The process of receiving, importing, and preparing documents in physical or digital format into a system for storage, processing, or analysis.
• Data Extraction: The retrieval of specific information from documents or data sources for use in downstream workflows or systems.
• EHR/EMR Systems: Electronic systems used to store, manage, and access patient health information:
  • EHR (Electronic Health Record): A comprehensive, longitudinal digital record shared across healthcare providers.
  • EMR (Electronic Medical Record): A digital version of a patient’s chart within a single healthcare organization.
• Patient Demographics: Basic identifying and administrative information about a patient, such as name, date of birth, gender, contact details, address, and insurance information, used for identification and care coordination.
• Medical Records: Comprehensive documentation of a patient’s medical history, diagnoses, treatments, medications, test results, and clinical interactions maintained by healthcare providers.
• Clinical Documents: Structured or unstructured medical documents that capture clinical information such as physician notes, lab reports, imaging results, discharge summaries, and treatment plans.
• Referral Documents: Documents generated during the referral process that include patient details, reason for referral, clinical history, and supporting records shared between healthcare providers.

Addy is designed to automate healthcare back-office workflows, including:

• Patient referral processing
• Medical records classification (MedRecs)
• Document ingestion and data extraction
• Integration with EHR/EMR systems such as PrognoCIS

This Privacy Policy applies to:

• Addy website
• Addy web application
• All associated services

2.1 Personal Information

We may collect:

• Name
• Email address
• Phone number
• Organization name
• Job title
• Billing/payment information

This information is collected when users:

• Sign up for demos or trials
• Contact us
• Subscribe to communications
• Participate in events or surveys

2.2 Healthcare & Client Data

As part of Addy’s core functionality, we process healthcare-related data provided by our clients, including:

• Patient demographics (name, DOB, identifiers)
• Referral documents (fax PDFs, scanned records)
• Medical records and clinical documents

Data Flow

Addy processes data through a structured pipeline:

1. Input Sources:
   • SharePoint / inbound fax folders
2. Processing:
   • Upload to secure cloud storage (e.g.:AWS S3)
   • OCR (e.g., AWS Textract, Azure Document Intelligent)
   • AI/LLM-based classification & extraction
3. Output:
   • Structured data (JSON)
   • Split documents
   • Integration into EHR (e.g., PrognoCIS)

Important:

• Addy acts as a data processor, not data owner.
• Healthcare providers remain data controllers

2.3 Technical & Usage Data

We automatically collect:

• IP address
• Browser type
• Device info
• Website interaction data

2.4 Cookies & Tracking Technologies

We use cookies to:

• Understand website usage
• Improve user experience
• Analyze traffic and behavior

Cookies do not collect personally identifiable information directly but may be linked to previously provided data.

Users may disable cookies in their browser settings.

2.5 Website Analytics

We use tools like Google Analytics to:

• Analyze website traffic
• Improve performance and usability

We do not track users at an individual level.

We use information to:

• Deliver and operate Addy services
• Automate referral and medical record workflows
• Extract and structure data from documents
• Integrate with EHR systems
• Communicate with users (support, updates, demos)
• Send marketing communications (with opt-out option)
• Ensure compliance with legal obligations

We do not sell personal data.

We may share data with:

4.1 Service Providers

• Cloud infrastructure providers (AWS)
• OCR and AI processing services
• Payment processors
• Email and support systems

4.2 Healthcare Clients

• Data processed is returned to client systems (e.g., PrognoCIS)

4.3 Legal Requirements

We may disclose data to comply with laws.

• To comply with laws or regulations
• To protect rights, safety, or prevent fraud

Users may receive:

• Product updates
• Marketing emails
• Notifications

Users can unsubscribe anytime using:

• Email unsubscribe link
• Contact request

This complies with regulations such as CAN-SPAM

We retain data:

• As long as necessary to provide services
• As required by contracts or legal obligations

Clients may request:

• Data deletion
• Data anonymization

We implement strong technical and organizational measures:

Technical Safeguards

• Encryption (in transit and at rest)
• Secure cloud storage (VPC environments)
• Access control and authentication
• Monitoring and logging

Advanced Data Protection Practices

• Data anonymization and pseudonymization
• Role-based access control
• Privileged user monitoring
• Secure handling of PHI

We continuously test and improve our security measures in line with industry standards (e.g., GDPR Article 32 concepts)

Where applicable, Addy operates as a Business Associate under HIPAA.

We:

• Process Protected Health Information (PHI) only on behalf of clients
• Enter into Business Associate Agreements (BAAs)
• Apply strict safeguards to protect healthcare data

Depending on your location (e.g., GDPR, CCPA), you may have the right to:

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing
• Request data portability

We provide mechanisms to:

• View or update account data
• Request deletion
• Opt out of communications

Our website may contain links to external websites.

We are not responsible for their privacy practices and encourage users to review their policies

Addy does not knowingly collect data from individuals under 18.

If such data is identified, we will:

• Delete it promptly
• Prevent further processing

We may update this Privacy Policy periodically.

Users will be notified:

• Via email
• Before changes become effective

If you have any questions:

Addy (Leapfrog Technology, Inc.)

Email: addyinfo@lftechnology.com

Support: support@addy.ai

Phone: 800-815-2044