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Privacy Policy

Effective Date: October 20, 2026 (Last Updated)

MedCoder.ai is operated by Balanced Life Chiropractic & Acupuncture PLLC (“we”, “us”), doing business as MedCoder.ai.

This Privacy Policy explains how we collect, use, and protect info when you use MedCoder.ai and its services.

By using the Service, you agree to these privacy practices.

1. Information We Collect

We may collect the following categories of information:

A. Information You Provide Directly

We may collect information you provide to us, such as when you:

  • contact us by email or through a contact form,
  • request support,
  • subscribe to updates or newsletters,
  • create an account, which the Service offers,
  • pin a code as a favorite, apply a tag to it, or add a free-text note to it,
  • save a Claim Check scenario (a named set of codes and options) to your account,
  • submit feedback or other communications.

This information may include:

  • name,
  • email address,
  • organization name,
  • account credentials,
  • codes you have pinned as favorites or viewed recently, and any tags or notes you attach to them,
  • saved Claim Check scenarios: the name you give them and the codes and options they contain,
  • any other information you choose to provide.

Favorites, tags, and notes are stored locally in your browser and, if you are signed in, synced to your account so they follow you between devices. The free-text note field and the name of a saved Claim Check scenario are exactly that — free text — so the PHI notice in Section 3 below applies to them directly: do not use them to record a patient’s name, date of birth, medical record number, or any other patient-identifying detail. Saved scenarios should contain codes only.

B. Information Collected Automatically

When you use the Service, we may automatically collect certain information, including:

  • IP address,
  • browser type,
  • device type,
  • operating system,
  • referring URLs,
  • pages visited,
  • time spent on pages,
  • date and time of access,
  • clickstream and usage data,
  • approximate geolocation derived from IP address.

Search-quality counts: to find searches that do not work, we count per day, without any identifier, how searches perform — the kind of search, the number of results, which result position was opened, and whether the search was repeated or followed by Claim Check. The wording of a search is recorded only when every word is medical-code vocabulary and nothing in it looks personal, together with the code opened from it, the code listed first, and the next search’s wording when that passes the same test. It is deleted after 30 days, and it is shown to MedCoder staff only once it was searched in several separate browser sessions on more than one day. Browsers that send Do Not Track or Global Privacy Control are not counted.

Claim Check conflict counts: when two codes checked together in Claim Check produce a coding conflict, we count that pair per day — the two codes and the kind of conflict, with no date of service, age, other code from the check, or identifier. Checks started from an example or a shared link, and automated traffic, are not counted. The counts are deleted after 90 days and are used to decide which coding guides to write. Otherwise a Claim Check result is held in server memory for up to 24 hours, so a repeated check is fast, and is not written to MedCoder’s logs.

C. Cookies and Similar Technologies

We may use cookies, local storage, pixels, analytics tools, and similar technologies to:

  • operate and improve the Service,
  • remember user preferences,
  • analyze traffic and usage patterns,
  • secure the Service,
  • measure content performance,
  • show advertising (Section E).

You can control cookies through your browser settings, but some features may not function properly if cookies are disabled.

D. Information From Third Parties

We may receive information from:

  • analytics providers,
  • hosting providers,
  • security providers,
  • advertising or measurement partners,
  • the authentication provider that operates account sign-in.

E. Advertising

MedCoder.ai shows ads served by Google AdSense. Third-party vendors, including Google, use cookies to serve ads based on your prior visits to this site and to other websites. Google’s use of advertising cookies enables it and its partners to serve ads to you based on those visits.

The ad code runs in your browser and sends Google the address of the page you are on. On a search results page that address contains what you searched for, and on a Claim Check page it contains the codes and any date of service, age, care setting and discharge status you entered. This is one more reason not to enter protected health information (Section 3).

You can turn off personalized advertising in Google’s Ads Settings, and opt out of other vendors’ use of cookies for personalized advertising at aboutads.info. Google explains how it uses information from sites that show its ads at policies.google.com/technologies/partner-sites.

2. How We Use Information

We may use collected information to:

  • provide, maintain, and improve the Service,
  • operate ICD-10-CM, HCPCS Level II, ICD-10-PCS, MS-DRG and related clinical reference features, and the CMS rules checks built on them,
  • respond to inquiries and provide support,
  • monitor usage and performance,
  • personalize content and improve user experience,
  • detect, investigate, and prevent fraud, abuse, or security incidents,
  • enforce our Terms of Use,
  • comply with legal obligations,
  • send administrative or service-related communications,
  • send marketing communications where permitted by law.

3. Important Medical and Patient Information Notice

MedCoder.ai is intended as an informational and workflow support resource.

Do not submit protected health information (“PHI”), patient-identifying information, or other sensitive medical records through the Service unless we expressly state in writing that such submission is supported and covered by an applicable Business Associate Agreement or other required legal safeguards.

If you choose to submit any personal, clinical, or regulated data, you are solely responsible for ensuring you have the legal right to do so and for complying with applicable privacy, security, and healthcare laws.

4. How We Share Information

We may share information:

  • with service providers and vendors that help us host, operate, analyze, secure, or support the Service,
  • with professional advisors such as lawyers, accountants, and insurers,
  • in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction,
  • to comply with law, regulation, subpoena, court order, or legal process,
  • to protect our rights, users, systems, or the public,
  • with your consent or at your direction.

We do not sell personal information for money. We do use third-party tools that collect data for analytics and advertising: Google Analytics, and Google AdSense as described in Section 1.E.

5. Data Retention

We retain information for as long as reasonably necessary to:

  • provide the Service,
  • maintain business and legal records,
  • resolve disputes,
  • enforce agreements,
  • comply with legal obligations.

Retention periods may vary depending on the nature of the data and applicable law.

6. Data Security

We use reasonable administrative, technical, and organizational measures to help protect information. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on where you live, you may have rights to:

  • request access to personal information,
  • request correction of inaccurate information,
  • request deletion of personal information,
  • object to or limit certain processing,
  • withdraw consent where processing is based on consent,
  • opt out of certain marketing communications.

To exercise these rights, contact us at [email protected].

We may need to verify your identity before fulfilling certain requests.

8. Third-Party Services and Links

The Service may link to third-party websites, tools, or services. We are not responsible for the privacy practices, content, or security of third parties. Your use of third-party services is governed by their own terms and policies.

9. Children’s Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

10. International Users

If you access the Service from outside the United States, your information may be transferred to, processed in, and stored in the United States or other jurisdictions that may have different data protection laws than your home country.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised “Effective Date.” Your continued use of the Service after changes become effective means you accept the updated Privacy Policy.

12. Contact Us

If you have questions about this Privacy Policy, contact us at: [email protected]

See also the Terms of Use.