1. Who We Are and What This Notice Covers

1.1 Purpose

ClinIQ Systems Inc. (“ClinIQ,” “we,” “us,” or “our”) is a healthcare management service organization. We provide back-office and practice-management support to physicians and medical practices working within California’s workers’ compensation system, including Qualified Medical Evaluator practices. Our work includes medical report preparation, record review and digitization, dictation and transcription, document and deadline management, request-for-authorization handling, billing and collection, scheduling, accounting, and practice reporting.

This Privacy Policy explains what personal information we collect from visitors to cliniqsystems.com (the “Site”), why we collect it, who we share it with, how long we keep it, and what choices you have. It is written for the people who visit our Site — physicians, practice administrators, office managers, referral partners, and prospective team members.

Using the Site does not create a client relationship with ClinIQ. Engagements are established only through a separate written agreement, as described in our Terms of Use.

1.2 What This Notice Applies To

This Policy governs personal information we collect through:

• com, together with any subdomain, landing page, or campaign page we operate under it
• the appointment and call-scheduling tools we make available on the Site
• inquiries that reach us by email, telephone, or written correspondence after a Site visit
• staffing, placement, or recruitment inquiries submitted through the Site

1.3 Records We Handle for Client Practices Are Not Covered by This Notice

This is the most important distinction in this Policy, so we state it plainly.

When ClinIQ prepares medical reports, reviews patient history and records, transcribes dictation, digitizes files, manages requests for authorization, or performs billing and collection work, we do so on behalf of a physician practice and under that practice’s direction. In that role we act as the practice’s service provider and, for purposes of the Health Insurance Portability and Accountability Act and its implementing regulations (“HIPAA”), as its business associate.

Patient records, medical and medical-legal reports, treatment documentation, evaluation files, claim and lien records, and billing files that we create, receive, maintain, or transmit in that capacity are governed by our written services agreement and Business Associate Agreement with the practice, together with the practice’s own notice of privacy practices and applicable law. They are not governed by this Policy. Nothing in this Policy expands, limits, or replaces our obligations under those agreements.

If you are an injured worker, a patient, an applicant’s attorney, a claims administrator, or another party to a workers’ compensation matter, and your question concerns a medical report or a record held by a practice we support, please contact that practice or its custodian of records directly. We cannot release, amend, or discuss those records without the practice’s instruction.

1.4 How This Notice Works With Our Other Terms

This Policy should be read together with our Terms of Use, which govern your use of the Site, and our Cookie Policy, which describes the cookies and similar technologies the Site uses and how to manage them. Where ClinIQ and a client have signed a services agreement or Business Associate Agreement, that agreement governs the handling of information exchanged under it.

1.5 Revisions to This Notice

We may revise this Policy as our practices, our technology, or the law changes. The version posted on the Site is always the current one, and the Effective Date above shows when it last changed. Material changes will be reflected in that date, and continued use of the Site after a revision takes effect means you accept the revised Policy. We suggest reviewing this page before submitting a new inquiry.

2. The Information We Collect Through the Site

We collect only what we need to respond to you and to run the Site. The categories below describe what we may collect; what we actually hold about you depends on how you have interacted with us.

2.1 Identity and Contact Details

Your name, business email address, telephone number, and, where you provide it, your business mailing address.

2.2 Practice and Professional Details

Your role or title, practice or organization name, specialty, QME status or designation where relevant, approximate practice size, location, and the services you are inquiring about. We use this to understand whether and how we can help.

2.3 Scheduling Details

When you book an appointment or request a call through the Site, we collect the date and time you select, your time zone, your contact details, and any note you add to the booking. The scheduling tool we use processes that information on our behalf.

2.4 Correspondence and Inquiry Content

The content of messages you send us through the Site, by email, or in writing, along with notes our team records about calls and meetings that arise from a Site inquiry.

Please do not send patient-identifying or clinical information through the Site. Our Site forms, scheduling tools, and general inboxes are not intended for protected health information and are not a secure channel for it. If you are an existing client, use the secure channels established in your services agreement. If you are a prospective client, describe your needs in general terms and we will arrange an appropriate channel before any records change hands.

2.5 Technical and Device Details

Information your browser or device sends automatically when you visit the Site, including IP address, browser type and version, operating system, screen and device characteristics, referring page, the pages you view, and the dates and times of your visit. See our Cookie Policy for how this is collected and how to limit it.

2.6 Approximate Location

A general indication of the city, region, or state associated with your IP address. We do not collect precise or device-level geolocation through the Site.

2.7 Staffing and Recruitment Inquiries

If you contact us about joining our team or about placement within a practice we support, we collect the information you choose to send — typically your résumé, work history, qualifications, and contact details. We use it to assess your inquiry and nothing else. We do not ask for, and ask that you not send, information about your health, your immigration or citizenship status, or any protected characteristic.

2.8 Marketing Engagement

If you subscribe to updates from us, we collect your subscription status and whether our emails were opened or clicked, so we can manage your preferences and stop sending what you do not read.

3. Where the Information Comes From

3.1 Directly From You

When you complete a form, book an appointment, request a call, email or telephone us, respond to one of our messages, or send us a résumé or staffing inquiry.

3.2 Automatically From Your Device

Through cookies, pixels, log files, and similar technologies when you browse the Site. Our Cookie Policy sets out what these are, which categories we use, and how to manage them.

3.3 From Referrals and Professional Sources

We may receive your details from a colleague, client, or referral partner who suggests we contact you, or from professional directories, licensing and designation listings, and other publicly available business sources. Where we do, we may combine that information with what we already hold so that our outreach is relevant rather than generic. If you would prefer we did not contact you, tell us and we will stop.

4. Why We Use the Information

We use personal information collected through the Site to:

• answer your inquiry, schedule the call or appointment you requested, and prepare for it
• assess whether our services fit your practice, and scope and price a proposed engagement
• send you the materials, proposals, or follow-up you asked for
• administer an engagement once a written agreement is in place, including billing and account correspondence
• send service updates and occasional marketing communications you have agreed to receive, which you can stop at any time
• operate, secure, troubleshoot, and improve the Site and the scheduling tools on it
• understand which pages and campaigns are useful, so we can make better ones
• evaluate staffing and placement inquiries
• detect, investigate, and prevent fraud, abuse, unauthorized access, and misuse of the Site
• meet our legal, regulatory, and record-keeping obligations, and establish, exercise, or defend legal claims

We do not use information collected through the Site to make automated decisions that produce legal or similarly significant effects about you.

5. When We Disclose the Information

We do not sell personal information for money. Depending on your cookie choices, some technical information may be shared with measurement or advertising providers in a way that certain state privacy laws treat as “sharing” for cross-context behavioral advertising; Section 10 and our Cookie Policy explain how to opt out of that.

We disclose personal information in the following circumstances.

5.1 Technology and Hosting Providers

Vendors that host the Site, secure it, store our files, and provide the email, document, and practice-management systems we run on. They may process personal information only to provide those services to us, under contract.

5.2 Scheduling and Communication Providers

The provider of the appointment and call-scheduling tools on the Site, and the telephone, email, and conferencing providers we use to reach you.

5.3 Measurement and Advertising Providers

Subject to your cookie choices, providers that help us measure Site performance and campaign effectiveness. See our Cookie Policy for the categories involved and the controls available.

5.4 Professional Advisers

Our accountants, auditors, insurers, and legal counsel, where they need the information to advise us, and under their own duties of confidentiality.

5.5 Legal Obligations and Proceedings

Where we are required to disclose information by law, subpoena, court order, or a lawful request from a government or regulatory body, including bodies administering California’s workers’ compensation system; or where disclosure is necessary to establish, exercise, or defend legal claims, enforce our agreements, or protect the rights, property, or safety of ClinIQ, our clients, or others. Where a demand concerns records we hold for a client practice, we handle it under that practice’s agreement and instructions, as described in Section 1.3.

5.6 Corporate Transactions

If ClinIQ is involved in a merger, acquisition, reorganization, financing, or sale of assets, personal information may be reviewed or transferred as part of that process, subject to confidentiality protections appropriate to the stage of the transaction.

5.7 At Your Direction

Where you ask us to share your information, or consent to our doing so — for example, when you ask us to copy a colleague on a proposal.

5.8 Aggregated and De-Identified Information

We may create and share information that has been aggregated or de-identified so that it no longer identifies you, and we do not attempt to re-identify it.

6. How We Protect the Information

We maintain administrative, technical, and physical safeguards intended to protect personal information against unauthorized access, use, disclosure, alteration, and loss. These include role-based access controls so that staff reach only the information their work requires, encryption of information in transit and, where appropriate, at rest, authentication controls on the systems we operate, monitoring and logging, vendor due diligence and written confidentiality terms, routine staff training on privacy and information handling, and incident response procedures.

Because we support practices handling workers’ compensation matters, our safeguards for client records are set by our services agreements and Business Associate Agreements and are designed around the requirements that apply to that work. Those controls sit alongside, and are generally more extensive than, the controls that apply to a Site inquiry.

No safeguard is absolute, and no system or transmission method can be guaranteed secure. If we become aware of an incident affecting personal information collected through the Site, we will investigate, take appropriate remedial steps, and notify affected individuals and regulators where and when applicable law requires. If you believe your information has been exposed or accessed without authorization, contact us using the details in Section 13.

7. How Long We Keep the Information

We keep personal information for as long as we need it for the purpose we collected it, and then for any further period required by our legal, tax, insurance, professional, or contractual record-keeping obligations, or needed to resolve a dispute or defend a claim. When a retention period ends, we delete the information or de-identify it so it can no longer be linked to you.

We do not set retention periods by a fixed count of months or years in this notice, because the right period depends on whether an inquiry became an engagement and what obligations attach to it. We do apply the standard below consistently.

Where a category appears in both this notice and a client services agreement, the agreement’s retention terms govern the records held under it.

8. Cookies and Similar Technologies

The Site uses cookies and similar technologies to function, to stay secure, to remember your choices, and — where you allow it — to measure performance and campaign effectiveness. Rather than duplicate that detail here, we set it out in full in our Cookie Policy, which describes each category we use, the third-party services that may set cookies through the Site, and every control available to you, including browser settings, provider opt-out tools, and recognized opt-out preference signals.

9. Calls, Email, and Text Messages

9.1 Communications About Your Inquiry

When you give us your telephone number or email address through the Site, you agree that we may contact you about the inquiry you submitted — by telephone, email, or text message — so we can answer it, confirm an appointment, or follow up on a call. Standard message and data rates may apply to text messages. These are service communications, not marketing, and they stop when your inquiry is resolved.

9.2 Marketing Communications

Marketing email requires your subscription. Where the Site offers marketing text messages, that requires separate, affirmative consent through a dedicated checkbox that is never pre-selected, and giving us your telephone number for any other purpose does not enroll you. Consent to marketing messages is never a condition of receiving a proposal or becoming a client.

9.3 How to Stop Them

You can opt out of marketing communications at any time: use the unsubscribe link in any marketing email, reply STOP to a marketing text message, or contact us using the details in Section 13. We honor marketing email opt-out requests and marketing call or text revocation requests within 10 business days. Opting out of marketing does not stop communications about an active inquiry, an engagement, or a legal or billing matter, and it does not remove the suppression record we keep in order to honor your opt-out.

10. Your Choices and Privacy Rights

10.1 Choices Available to Everyone

Whatever your location, you can ask us to stop sending you marketing, ask us what we hold about you following a Site inquiry, ask us to correct it, or ask us to delete it. You can also manage cookies through the controls described in our Cookie Policy. We will not refuse to work with you, or offer you worse terms, because you exercised a privacy choice.

10.2 California Privacy Rights

Our clients and our Site visitors are concentrated in California, so we set out California rights specifically. Where the California Consumer Privacy Act, as amended, applies to ClinIQ, California residents may:

• confirm whether we process their personal information, and learn the categories we collect, the sources, the purposes, and the categories of recipients
• access the specific pieces of personal information we hold about them
• have inaccurate personal information corrected
• have personal information deleted, subject to the exceptions the statute allows
• opt out of the sale of personal information and of sharing it for cross-context behavioral advertising
• limit the use and disclosure of sensitive personal information, where we use it beyond the purposes the statute permits
• not be discriminated or retaliated against for exercising any of these rights

These rights carry statutory exceptions. The most significant one here is that medical information governed by HIPAA or by California’s Confidentiality of Medical Information Act is generally outside the scope of the California Consumer Privacy Act. That is a further reason the client records described in Section 1.3 sit outside this notice: they are governed by the health-information regimes and by our agreements with the practice, not by this page.

If you live in another state with a comprehensive privacy law, you may have comparable rights. Contact us and we will apply the rights your state provides.

10.3 How to Exercise a Right

Send your request to the privacy contact in Section 13 and tell us which right you want to exercise. We will acknowledge it and respond within the time applicable law allows. Before we act on a request to access, correct, or delete, we need to be reasonably sure of who you are, so we may ask you to confirm details we already hold — we will not ask for more information than the verification requires. An authorized agent may submit a request on your behalf with proof of their authority, and we may still contact you to confirm it.

If your request concerns a medical report or a patient record held for a client practice, we will tell you so and direct you to that practice, which is the party able to act on it.

10.4 Opt-Out Preference Signals

Where applicable law requires it, we treat recognized browser-based opt-out preference signals, including Global Privacy Control, as a valid request to opt out of the sale or sharing of personal information from the browser that sends them. Because such a signal is tied to a browser and device, it does not reach choices you made on another browser or device.

11. Medical Information Under California Law

California’s Confidentiality of Medical Information Act places duties on businesses that receive or maintain medical information in the course of providing services, in addition to the duties HIPAA places on business associates. ClinIQ handles medical information only for the client practices that engage us, only as their agreements and applicable law permit, and only for the purposes those agreements describe. We do not use medical information we hold for a practice to market our own services, and we do not disclose it except as those agreements and the law allow.

The Site itself is not built to receive medical information. As Section 2.4 explains, please do not send patient-identifying or clinical material through Site forms, the scheduling tool, or a general inbox. If something of that kind reaches us unsolicited, we will handle it confidentially and either return it to the sender, route it to the correct practice, or securely dispose of it.

12. Children

The Site is aimed at physicians, practice administrators, office managers, and other adults acting in a professional capacity. It is not directed to children, and we do not knowingly collect personal information from anyone under sixteen through the Site. If you believe a child has submitted information to us, contact us using the details below and we will delete it.

13. How to Reach Us

For any question, concern, or request about this Privacy Policy or our handling of personal information:

ClinIQ Systems Inc. | PO Box 2346, Orange, CA 92859

Telephone: +1 (888) 519-1702 | Email: [email protected]

If you are a patient, an injured worker, or a party to a workers’ compensation claim and your question concerns a medical report or a record held by one of the practices we support, please contact that practice directly. ClinIQ processes that information on the practice’s behalf and under its instructions, and the practice is the party able to answer you and to act on your request.