Last updated: November 2025
We are committed to the care and improvement of human life. Part of that commitment includes protecting your Personal Information (defined below). We maintain information confidentiality and comply with applicable regulatory requirements.
This privacy policy ("Privacy Policy") covers our online privacy practices with respect to use and/or disclosure of information we may collect from you when you access or use our website ("Website"), Portals (as defined below), and any other websites or applications we may provide that link to this Privacy Policy (collectively, our "Services").
The Services are provided by the Website owner identified on the Website homepage ("we," "us," or "our"). This Privacy Policy does not apply to information collected through other means, such as by telephone or in person or by other third parties that are not part of our Services. Please review our privacy practices or email info@casedok.com if you have any questions.
This Privacy Policy does not apply to information that would be considered "Protected Health Information" under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"). Casedok's use and disclosure of Protected Health Information is set forth in the Casedok Notice of Privacy Practices, which can be accessed at the bottom of the facility website. Casedok automatically documents all consents for sharing PHI executed by you.
The Portal can provide you with access to your claimed medical records that exist in any and all claim portals disclosed by patient to exist at the time of Patient registration. When you seek access to those records on the Portal, we need to confirm your identity, so we ask you for information such as your name and email or physical address and other information such as your date of birth (which we may also use to make sure you are eligible to use the Portal in accordance with the Terms) and the answers to "secret questions" to which only you know the answers. This information may be used to help administer your user account and in managing your account. We may need to ask you for the information again when you sign in from a new device.
If you submit or we collect Personal Information through our Services, then such Personal Information may be used in the following ways: (i) to provide, analyze, administer, and improve our Services; (ii) to contact you in connection with events or offerings that you may have registered for; (iii) to identify and authenticate your access to the parts of our Portal or other password-protected or multi-factor authenticated Services that you are authorized to access; (iv) to send you surveys; (v) to protect our rights or our property and to ensure the technical functionality and security of our Services; and (vi) as required to meet our legal and regulatory obligations.
We do not sell, lease, rent or otherwise disclose the Personal Information collected from our Site to third parties unless otherwise stated below or with your consent.
In addition to the uses and disclosures of information outlined above, if you use the Portal, your information may also be used and disclosed as follows:
No website can guarantee security, but we maintain industry accepted physical, electronic, and procedural safeguards to protect your personal information collected via our Services in compliance with applicable law. Please see the Terms of Use available via the Website homepage ("Terms") for more specific information about information security and your responsibilities.
Where you use a Portal or other Service that is secured with a username and password, you are also responsible for taking steps to protect the privacy of Personal Information about you. In order to protect your privacy, you should:
If you share your Portal username and password with another person, this will allow that person to see your confidential medical record information. We have no responsibility concerning any breach of your confidential medical record information due to your sharing or losing your user name or password.
We will retain Personal Information for the period necessary to fulfill the purposes for which it has been collected as described in this Privacy Policy unless a longer retention period is required by law, for security, fraud & abuse prevention, to comply with legal or regulatory requirements, to ensure continuity of services or financial record-keeping purposes. Where practical, we dispose of certain categories of information, including Personal Information, on a regular schedule. For example, we dispose of web server logs after 90 days, information submitted through secure forms after 6 months, and information collected for analytics purposes on our Websites after 5 years.
If you use the Portal to link to another third-party website, you may decide to disclose Personal Information at that website. In contacting that third-party website, or in providing information on that website, that third-party may obtain Personal Information about you. This Privacy Policy does not apply when you leave the Portal and go to a third-party website from the Portal. We encourage you to be aware when you leave the Portal and to read the privacy statements of each third-party website that collects personally identifiable information.
Any payments you may make for services you have found on the Portal (such as enrolling in a class) are not made through the Portal, but are made exclusively through a third-party website, and the separate privacy policy of which applies. We are not responsible for any fees, charges, or actions provided by such a third-party website.
If you are a Portal user, you may access and amend personal demographic information when logged into the Portal. If you would like to access, amend, erase, export, object to, restrict the processing, or other Personal Information collected via our Services or any other request as described below by state law, you may email our privacy team.
We will promptly review all such requests in accordance with applicable laws. Depending on where you live, you may have a right to lodge a complaint with a supervisory authority or other regulatory agency if you believe that we have violated any of the rights concerning Personal Information about you. We encourage you to first contact us, so we have an opportunity to address your concerns directly before you do so.
The following describes the categories of Personal Data collected or processed by us:
Identifiers such as name, date of birth, address, email address or phone number;
Internet or electronic network activity information such as browsing history, Internet protocol address, type of browser, number of links clicked within our Services, state or country from which you accessed our Services, date and time of visit, name of Internet service provider, third party websites you linked to from our Services, pages or information you viewed on our Services.
We collect information on your region or postal code to help us gather information useful for improving the relevance of our content; and
The categories of sources from which we collect Personal Information are:
The categories of third parties with whom we share Personal Information are described in detail in this Privacy Policy.
The chart below describes the categories of Personal Information that we may collect about Consumers through our Website, Portal, Services and Offline beginning January 1, 2025.
| Category | Examples | Disclosed for a Business Purpose | Sold or Shared |
|---|---|---|---|
| Identifiers | Real name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, social security number, driver's license number, passport number, or other similar identifiers. | Yes | No |
| Personal Information categories described in Cal. Civ. Code ยง 1798.80(e) | Name, address, telephone number, insurance policy number, employment history, medical information, health insurance information. | Yes | No |
| Characteristics of protected classifications under California or federal law | Age, race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, veteran or military status, genetic information (including familial genetic information). | Yes | No |
| Commercial information | Records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies. | Yes | No |
| Biometric information | Voice Recognition, Fingerprint and Palm Print Scanning, Facial Recognition, Iris Recognition, Keystroke, Gait, or other physical patterns, and Sleep, Health, or Exercise Data. | No | No |
| Internet or Electronic Network Activity Information | Browsing history, search history, Internet protocol address, type of browser, number of links clicked within our Services, state or country from which you accessed our Services, date and time of visit, name of Internet service provider, third party websites you linked to from our Services, pages or information you viewed on our Services, number of times you have viewed an ad. | Yes | No |
| Geolocation data | Region or postal code. | Yes | No |
| Audio, electronic, visual, thermal, olfactory, or similar information | Photographs, video recordings and voice/call recordings. | Yes | No |
| Professional or employment-related information | Work experience, name, phone number, email address, performance evaluations. | Yes | No |
| Education information, defined as information that is not publicly available personally identifiable information as defined in the Family Educational Rights and Privacy Act (20 U.S.C. Sec. 1232g; 34 C.F.R. Part 99) | Educational records such as transcripts, class lists, student course schedules, health records, student financial information, and student disciplinary records. | No | No |
| Inferences drawn from any Personal Information identified to create a profile about a consumer | A profile created about a consumer reflecting the consumer's preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes. | No | No |
| Sensitive personal information | See below for detailed examples. | ||
| Personal information that reveals: | Social security, driver's license, state identification card, or passport number. | Yes | No |
| Account log-in, financial account, debit card, or credit card number in combination with any required security or access code, password, or credentials allowing access to an account. | No | No | |
| A consumer's precise geolocation. | No | No | |
| A consumer's racial or ethnic origin, religious or philosophical beliefs, or union membership. | No | No | |
| The contents of a consumer's mail, email, and text messages unless the business is the intended recipient of the communication. | No | No | |
| A consumer's Genetic Data. | No | No | |
| The processing of biometric information for the purpose of uniquely identifying a consumer. | Yes | No | |
| Personal information collected and analyzed concerning a consumer's health. | Yes | No | |
| Personal information collected and analyzed concerning a consumer's sex life or sexual orientation. | No | No |
When you access or use our Services, we may track information to administer our Services and analyze its usage. Examples of information we may track include, without limitation:
We use this information to analyze and improve our Services, monitor traffic and usage patterns for information security purposes, and to help make our Services more useful.
We do not collect precise information (e.g., GPS data; latitude and longitude) concerning the location from which you access our Services, but we collect information on your region or postal code to help us gather information useful for improving the relevance of our content and securing our Services.
This is a process to determine that the Consumer making the request is the Consumer about whom we have collected the Personal Data. In order to verify your identity we will, whenever feasible, match the identifying information you provide to the Personal Data we already maintain and/or use a third-party identity verification service.
A "cookie" is a small text file that may be transferred to your computer's hard drive to personalize our services for you and collect information regarding usage of our Services. Each computer is assigned a different cookie that contains a random, unique identifier. Our Services may use two different types of cookies: a "session" cookie, which is required to track a user session, for example, and which expires shortly after the session ends, and a "persistent" cookie, used to track unique visits to the Portal (defined below), as well as how the user arrived at the Portal (for example, through an email link or from a referral link), and the type of user (patient, provider, consumer, etc.). So that users are not counted twice, this cookie can "persist" anywhere from six months to two years.
Your browser software can be set to warn you of cookies or reject all cookies. Most browsers offer instructions on how to reset the browser to reject cookies in the "Help" section of the toolbar. If you reject our cookies, this may disable some of the functionality of our Services and you may not be able to use certain services.
Cookies, to the best of our knowledge, cannot be used to run programs or deliver viruses to your computer. One of the primary purposes of cookies is to provide a convenience feature to save you time. For example, if you personalize a web page, or navigate within a website, a cookie helps the website to recall your specific information on subsequent visits. This simplifies the process of delivering relevant content and eases website navigation by providing and saving your preferences and login information as well as providing personalized functionality.
Some of features of our Services (such as social media widgets that allow you to share content) may use cookies or other methods to gather information regarding your use of the Services and may combine the information in these cookies with any of Personal Information about you that they may have. The use of such information by a third-party depends on the privacy policy of that third-party.
We reserve the right to share aggregated site statistics monitored by cookies and web beacons with our affiliates and partner companies. We treat the information of everyone who comes to our Services in accordance with this Privacy Policy. We do not honor Do Not Track (DNT) requests because we do not track any information that is not specific to operating our services.
You can manage your cookie preferences with us by clicking the Cookie Preferences link on our Site and customizing your cookie choices where applicable. The Cookie Preferences tool will record when you have consented to cookies and will ask for consent periodically to ensure users stay up to date with changes to our cookie and privacy practices. The Cookie Preferences tool controls the advertising, analytics, and performance cookies set by using the Site. Essential cookies cannot be disabled.
Most browsers are set to accept cookies by default. However, you can remove or reject cookies in your browser's settings. Please be aware that such action could affect the availability and functionality of the Site. For more information on how to control cookies, check your browser or device's settings for how you can control or reject cookies, or visit the following links:
We do not allow third-party advertising companies to serve ads when you access or use our Services.
The purposes for which the categories of Personal Data shall be used, the business or commercial purposes for collecting or disclosing Personal Data and the categories of third parties with whom we share Personal Data are described in detail in the following sections of this Privacy Policy:
Internet or electronic network activity information such as browsing history, Internet protocol address, type of browser, number of links clicked within our Services, state or country from which you accessed our Services, date and time of visit, name of Internet service provider, third party websites you linked to from our Services, pages or information you viewed on our Services. When you have consented to accept an invitation to Casedok by a legal user, and you execute a HIPAA release to share your health information with such party, we will share your health information in adherence with your consent which you control. When you invite a legal representative to your own Casedok account, we will share your health information in adherence with your consent which you control at all times. All consent to share your health information will be documented in the patient profile.
When we collect your Personal Data offline, for example at an onsite event, a hard copy of our Privacy Policy will be provided.
We will retain Personal Data for the period necessary to fulfill the purposes for which it has been collected. In accordance with internal record retention policies, we dispose of all categories of Personal Data no later than 5 years from the date of collection unless a longer retention period is required by law, for security, fraud & abuse prevention, to comply with legal or regulatory requirements, to ensure continuity of services or financial record-keeping purposes. Consumer accounts in the Casedok Portal are only deleted at the request of the Consumer and may exceed the five-year retention period.
If you are visiting our Portal from outside the United States, your information may be transferred to, stored or processed in the United States, where our servers are located and our central database is operated. By using our Portal, you understand and agree that your information may be transferred to our facilities and those third parties with whom we share it as described in this Privacy Policy.
We reserve the right to change the terms of this Privacy Policy at any time by posting those changes in revisions to this Privacy Policy, so that you are always aware of our processes related to collection, use and disclosure of information. We urge you to check here for any updates to this Privacy Policy from time to time. Unless otherwise indicated, any changes to this Privacy Policy will apply immediately upon posting to the Website.
Email our privacy team if you have any questions or concerns about this Privacy Policy or the information practices of our Services at privacy@casedok.com and contact info@casedok.com for any general inquiries.