Privacy Policy

Effective Date: May 1, 2024

At Concep Tech Billing Inc. (CTBI), we are dedicated to safeguarding the privacy and security of the information entrusted to us by our clients and their patients. This Privacy Policy outlines how we handle, protect, and use patient data in compliance with applicable laws and regulations, ensuring transparency in our data processing practices.

1. Introduction

CTBI provides automated billing and administrative services to various fertility clinics. Our services are designed to improve the operational efficiency of these clinics while ensuring the highest standards of data privacy and security.

2. Data Collection and Use

CTBI collects and processes patient data from our client clinics solely for the purposes of administering and managing recurring billing for Embryo/Semen/Egg freezing/storage services, as well as facilitating related administrative tasks such as disposition workflows.

3. Legal Basis for Data Processing

CTBI processes patient data on behalf of our client clinics under the following legal bases:

• Contractual Necessity: CTBI processes patient data as required to fulfill the service agreements with our client clinics, including managing billing and related administrative tasks.
• Legitimate Interests: CTBI and our client clinics have a legitimate interest in ensuring that billing and administrative processes are handled efficiently and securely, benefiting both the clinics and their patients.

4. Data Control and Sharing

The clinics we serve, as the primary data controllers, are responsible for obtaining any necessary patient consents related to the use and sharing of their data with third parties, including CTBI. CTBI only processes patient data as directed by our client clinics and does not use or disclose this data for any purposes other than those authorized by the clinics.

5. Data Protection and Security

CTBI employs robust security measures to protect patient data, including:

• Encryption: All patient data transmitted to and from CTBI is encrypted to prevent unauthorized access.
• Access Controls: Access to patient data is restricted to authorized personnel only, based on their roles and responsibilities.
• Regular Audits: We conduct regular security audits and assessments to ensure the ongoing protection of patient data.

6. Data Retention

CTBI retains patient data only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Upon termination of our agreement with a client clinic, or upon request, patient data will be securely deleted or anonymized.

7. Patient Rights

Patients have the following rights concerning their data:

• Access: Patients may request access to the personal data that CTBI processes on their behalf.
• Rectification: Patients may request corrections to any inaccurate or incomplete data.
• Deletion: Patients may request the deletion of their data, subject to certain legal limitations.
• Objection: Patients may object to the processing of their data in certain circumstances.

To exercise these rights, patients should contact the clinic directly, as the primary data controller.

8. Compliance with Applicable Laws

CTBI complies with all relevant data protection and privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada and other applicable regulations. We work closely with our client clinics to ensure that our data processing practices align with legal requirements.

9. Contact Information

For any questions or concerns about this Privacy Policy or our data protection practices, please contact us at:

Concep Tech Billing Inc.
Email: datasecurity@fertilitybillingsolution.com

Changes to This Privacy Policy

CTBI may update this Privacy Policy from time to time. We will notify our client clinics and any affected parties of any significant changes.