Privacy Policy
Effective Date: July 16, 2025
Last Updated: February 2, 2026
Experitas Inc. ("Experitas," "we," "our," or "us") is committed to protecting your privacy and safeguarding the personal information and medical data you share with us. This Privacy Policy describes how we collect, use, disclose, and secure information when you use our website and online platform (the "Platform") at https://www.experitas.ai.
By using our Platform, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We collect the following types of information:
A. Information You Provide Directly
This includes information submitted by law firms, attorneys, medical experts, or others with authorized access to the Platform:
- Contact information (name, email address, phone number)
- Account login credentials
- Business or firm details
- Case information, including case metadata
- Uploaded files, including medical records, radiology reports, charts, lab results, and other health information
- Narrative descriptions of potential malpractice events
- Expert evaluations and annotations
- Communications or feedback you send to us
This information may include Protected Health Information ("PHI") as defined under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA").
B. Information Collected Automatically
When you access the Platform, we automatically collect certain technical information, such as:
- IP address
- Browser type and version
- Device information
- Operating system
- Pages viewed, access times, and referring URLs
- Log files and audit trails
We do not store PHI in analytics tools, error logs, or cookies.
C. Information from Third Parties
We may receive information about you from:
- Law firms or legal representatives submitting cases
- Medical experts providing evaluations
- Third-party identity verification or e-signature services
- Cloud service providers (e.g., AWS audit logs)
2. How We Use Information
We use the information we collect for the following purposes:
A. Platform Functionality
- Processing and storing uploaded files
- Enabling AI-powered document summarization
- Enabling medical experts to review and evaluate cases
- Managing user accounts, authentication, and permissions
- Delivering notifications and status updates
B. Security & Compliance
- Maintaining audit logs
- Monitoring system access
- Detecting and preventing unauthorized access
- Complying with HIPAA, applicable state laws, and contractual obligations
C. Improving the Platform
If permitted by you and/or subject to a valid Business Associate Agreement ("BAA"):
- De-identifying information to train AI models
- Enhancing summarization, classification, and detection algorithms
- Measuring platform performance and improving workflows
We will never use identifiable PHI for AI training or analytics without proper authorization and/or de-identification under HIPAA.
D. Communication
- Responding to inquiries
- Providing customer support
- Sending service-related notices (no PHI included)
We do not send marketing emails without your explicit consent.
3. How We Share Information
We may share information only as described below:
A. With Authorized Users
Documents and evaluations are accessible only to:
- Users within the same law firm or case
- Assigned medical experts
- Designated administrative personnel
Access is strictly role-based.
B. With Service Providers
We use third-party vendors to support the Platform, such as:
- Cloud hosting (e.g., AWS)
- OCR and AI processing (HIPAA-eligible services only)
- E-signature providers
- Authentication providers
- Payment processors (if applicable)
All vendors handling PHI must sign a Business Associate Agreement (BAA) or meet HIPAA-compliant criteria.
C. With Your Consent
We may share information for any other purpose with your explicit consent.
D. As Required by Law
We may disclose information:
- To comply with a subpoena, court order, or legal process
- To enforce our Terms of Use
- To protect rights, safety, or property of Experitas or others
We will notify you unless legally prohibited.
4. How We Protect Your Information
Experitas implements administrative, physical, and technical safeguards consistent with HIPAA requirements, including:
- Encryption of data at rest and in transit
- Strict role-based access controls (RBAC)
- Multi-factor authentication for sensitive roles
- Secure, HIPAA-eligible cloud infrastructure
- Network segmentation and firewall protection
- Audit logging of all PHI access
- Regular vulnerability scanning and monitoring
- Use of synthetic data in development environments
- Employee training on privacy and security
No system is completely secure, and we cannot guarantee absolute protection. However, we follow industry best practices and HIPAA-aligned safeguards.
5. Data Retention & Deletion
We retain information:
- For as long as required to fulfill the purpose of collection
- As required by law or contractual obligations
- According to our data retention policy
When data is no longer needed, we will:
- Delete or securely destroy it, or
- De-identify it (if permitted)
Users may request deletion of non-PHI account data at any time.
6. Your Rights and Choices
Depending on your jurisdiction, you may have the right to:
- Access the information we hold about you
- Request corrections to your information
- Request deletion (subject to legal/contractual requirements)
- Request PHI accounting of disclosures (if applicable)
- Opt out of certain non-essential communications
Requests can be submitted to: support@experitas.ai
7. Cookies & Tracking
We use minimal cookies, primarily for:
- Authentication
- Session management
- Security
We do not use cookies to track PHI. We do not use third-party advertising cookies.
8. Children's Privacy
The Platform is not intended for use by individuals under 18. We do not knowingly collect personal information from minors.
9. International Users
The Platform is intended for U.S.-based users. If you access the Platform from outside the United States, you consent to the transfer of your information to the U.S.
10. Changes to This Privacy Policy
We may update this Privacy Policy periodically. We will post the updated version on this page with a revised "Last Updated" date. Your continued use of the Platform constitutes acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy, please contact:
Experitas Inc.
8301 SE 13th Ave, Suite Q
Portland, OR 97202
Email: support@experitas.ai