Privacy Notice


ClaimFox respects your privacy


This Privacy Notice is incorporated into Our Terms of Use . All terms defined in the Terms of Use shall have the same meaning when used herein unless otherwise noted.

Version: 1.0

Effective Date: March 30, 2023

ClaimFox, Inc. respects Your privacy. This Privacy Notice (“Privacy Notice”), describes what information We collect from or about You, how it is used, and what choices You may have regarding your information in connection with Our Websites, Services and Products, including those located at,,,, and/or or any related websites, applications, services, or products that provide a link to this Privacy Notice or ClaimFox’s Terms of Use. This Privacy Notice applies to any individual in the United States regardless of the individual’s state of residency, who accesses or uses ClaimFox’s Website, Services or Products.


1. claimfox's collection of information

This Privacy Policy sets forth how ClaimFox collects, uses and shares the personal information of the Users of the Website, Services or Products. The Website, Services and Products are directed to Our Clients and the Requestors who have demonstrated their legal authority to receive the Records they have requested. The Website, Services and Products should not be used for personal family or household purposes. ClaimFox treats all personal information covered by this Privacy Policy as pertaining to individuals acting as business representatives and not in their personal capacity.

While assisting our Clients to responsibly and securely respond to Record requests by Requestors, ClaimFox may receive and process an individual Subject’s personal information, which may include confidential, personal, private, privileged, or sensitive information, such as private health information (“PHI”) and personally identifiable information (“PII”), (collectively “Subject’ Personal Information”). Except as expressly stated below, these privacy practices do not apply to Subject Personal Information as ClaimFox does not collect, receive, or process Subject’s Personal Information from or otherwise interact with the Subject. For further information regarding Subject Personal Information please see paragraph 4 below.

2. personal information that we collect

Types of information

CLAIMFOX may collect Your personal information in connection with Your access to, use of, or submissions to the Website, Services or Products. For example, We may collect personal information about You such as:

  • Identifiers, such as Your name, nicknames or alias, mailing address, email address, telephone number, online identifier, Internet Protocol (IP) address, telephone number, etc.;
  • Information about You, such as your position, agency, or authority to act on behalf of a Client or Requestor, or the existence and scope of Your legal authority to access, obtain, review, share or process a requested Record, etc.
  • Your User Account information, including Your address, telephone number, email address, the unique account password that you create to access Your User Account, payment information, if applicable, etc.
  • Your interactions with the Website, Services and Products, such as what portions You may be authorized to access and use, Your actions as a User, submissions, and records in regard thereto, etc.;
  • Information that You share as a result of Your public or secure participation in the Website, Services or Products;
  • Your IP address and information about Your browsing, search history and navigation on, to and from the Website or Your access and use of the Services and Products, including the Requestor Portal;
  • Inferences that are drawn from any of the information above to reflect Your characteristics, predispositions, behavior, attitudes, aptitudes, and abilities for the purpose of the providing access to the Website, Services and Products.
  • We may also obtain additional information about You that may or may not be directly linkable to You. Examples include, but are not limited to, aggregate information, analytics information using cookie IDs, advertising segment information, advertising IDs/cookie or device information.

Sources of information

ClaimFox collects information about You from a variety of sources, including:

  • Directly from you, for example, when You create or access your ClaimFox User Account or the Website, Services and Products; when You complete web forms; or when You submit content for publication by ClaimFox, such as for blogs, social media pages, community events, etc.
  • From third parties, for example, such as from other Clients and Requestors, a judge, court or lawyer, in connection with subpoenas for Records, publicly accessible sources, and third-party service providers that assist ClaimFox to provide customer service or maintain The Website, Services and Products;
  • Indirectly from you, for example, by observing your actions on our Website, or through information we collect while providing Services or Products;
  • Directly from you, for example, when You create or access your ClaimFox User Account or the Website, Services and Products; when You complete web forms; or when You submit content for publication by ClaimFox, such as for blogs, social media pages, community events, etc.
  • From third parties, for example, such as from other Clients and Requestors, a judge, court or lawyer, in connection with subpoenas for Records, publicly accessible sources, and third-party service providers that assist ClaimFox to provide customer service or maintain The Website, Services and Products;
  • Directly and indirectly from your activity on the Website, for example, through Website or Requestor Portal usage details that are collected automatically, through cookies on our website, or through your inquiries or submissions on the Website.

3. how we use the information we collect

ClaimFox may use personal information for a variety of ClaimFox’s business purposes and to the extent and manner permitted by law. We only use Your personal information if we have a proper reason for doing so, such as:

  • To fulfill or meet the reason for which the information is provided. For example, to provide You with access and use our Website, Services and Products and the functions contained therein; to respond to Your questions or communications regarding Your User Account or the Website, Products and Services; to communicate with You regarding any changes to Your User Account; and to otherwise process all User functions;
  • To provide You with communications regarding any changes to ClaimFox’s Terms of Use, Incorporated Notices, policies or account management procedures; information on new or expanded Products, Services or updates;
  • To carry out Our obligations and enforce Our rights arising from any agreements between You and Us;
  • To publish content on the Website, under some circumstances, such as when ClaimFox enables public participation forum by Users on the Website;
  • To personalize Your Website experience and to deliver content and service offerings relevant to Your interests including via email or text message (with your consent, where required by law);
  • To help maintain the safety, security, and integrity of our Website, servers, databases and other technology assets, and business on behalf of ClaimFox and its Users, to investigate or prevent a violation of any individual’s rights or where ClaimFox has a good faith belief that access, preservation or disclosure of such information is reasonably necessary to protect the safety, rights, or property, ClaimFox its Users or the public, or to prevent or respond to any illegal, fraudulent, or harmful activity;
  • For testing, research, analysis, and product development, including to develop and improve our Website, Products and Services, and Your experience with the Website, Products and Services;
  • To comply with our legal and regulatory obligations;
  • At the request of law enforcement or governmental agencies or in response to subpoenas, court orders or other legal process, or to establish, protect or exercise Our legal or other rights, to defend against a legal claim or as otherwise allowed by law or regulation;
  • To evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by us about our Users is among the assets transferred.

 4. collection and use of a subject's personal information

ClaimFox has no direct relationship with the individuals who are the Subject of the Record requests that it processes.

ClaimFox receives Records from Clients that may contain the Subject’s Personal Information. In most, if not all cases, ClaimFox’s Client is the Subject’s own insurer, medical provider, employer or another individual or entity with which the Subject has a direct relationship. We rely on the Client’s representation that it has made the necessary disclosures and obtained the necessary consents, if any, for Us to access and process the Record so that We may provide the Website, Services or Products and their functions, or as otherwise needed in support thereof.

As a condition of providing access to the Subject’s Record to a Requestor, the Requestor represents, warrants and agrees that the Requestor 1) is the individual or entity that is making the Request and the information provided by the Requestor is accurate and complete; 2) has a legal right to receive the requested Record, including the Subject’s Personal Information, pursuant to a duly issued subpoena, duly acknowledged authorization executed by the Subject, by operation of law or pursuant to a court’s order; 3) will access, use, share or process the Record, including the Subject’s Personal Information, exclusively for the purpose and only to the extent it was provided to the Requestor; and 4) will maintain the Subject’s Record in a reasonably secure manner and safely dispose of it after the purpose for which the Requestor received the Record has ended and the expiration of any required legal retention period.

When ClaimFox accesses, processes, and/or uses the Records provided to us by the Client to respond to a Requestor’s request for Record, ClaimFox may review, process or analyze the Record, including Subject Personal Information so that it may withhold or redact information, data, documents, or records contained in the Records that are deemed to be non-responsive, privileged, confidential, sensitive or beyond the scope of the permissible disclosure pursuant to the subpoena, court order or authorization on which the Requestor relies. ClaimFox does NOT access, use or process Subject Personal Information for any purpose other than as set forth above nor does it sell Subject Personal Information for any purpose.

If You are the Subject of a Record request, and have questions about processing Your personal information, we suggest that You contact the Client or Requestor directly. You may contact Us using the information set forth below if you need our help to identity the Client or Requestor.

 5. how we share information

ClaimFox does not sell Your personal information to nonaffiliated third parties for their business purposes, nor do we share information, except as permitted by law, as described in this Privacy Policy or otherwise with Your consent.

ClaimFox may share information about You to third parties for ClaimFox’s business purpose, such as with agents, contractors, service providers or affiliates who help Us operate the Website, Services and Products, assist with CLAIMFOX’s marketing, or conduct business on Our behalf. When We share information for a business purpose, We do so only to the extent required for Our business purpose and only as permitted by relevant law. We may also share information about You to the extent You have expressly authorized us to do so.

ClaimFox may share personal information when required to do so by Federal or State enforcement officials, when state or federal law requires Us to do so (such as to comply with an inquiry from law enforcement officials), when ordered by a court or by other compulsory legal process or when We believe, in good faith, it is necessary for us to comply with our legal obligations or to investigate or prevent suspected illegal activities or fraud or harm to others.

 6. cookies, ip addresses and other technology

  1. Browser Cookies

    “Cookies” are small pieces of information that are stored by Your browser on Your computer’s hard drive. By placing a “cookie”, the web servers operated by ClaimFox and Our third-party service providers can remember and distinguish Your web browser over time. We use “cookies” for a variety of functions, such as authentication, other types of security, User logins, to enable collection of analytics information, to optimize Our Website, and to personalize and customize Your experience with the Website. As one example, cookies enable Us to remember information You gave to Us so that you don’t have to reenter it each time You visit, such as in regard to Your User account information, interactions with our Website, Services or Products, and preferences. If You do not wish to permit “cookies” to be placed by Us, You should turn off or disable cookies on Your browser or device. However, disabling cookies will also prevent the Website and some aspects of the Services or Products from being fully functional.

  2. IP Addresses

    CLAIMFOX maintains internal logs for Internal Protocol (IP) addresses. An IP address is a number that is automatically assigned to Your computer each time You access the Internet. Your IP address does not contain personally identifiable information. CLAIMFOX or its third-party service providers may collect IP addresses in order to conduct system administration, report aggregate information, conduct site analysis, and to detect improper use of the site. We sometimes use IP addresses to identify the general location of Your computer based on publicly available and third-party information. We may use IP addresses to market to You through internet marketing, mail or call campaigns, or online targeted, interest-based advertising.

  3. Other Technical Information We Collect

    In addition to using browser cookies to remember Your browser, ClaimFox also may use other technologies such as pixels, local shared objects (such as “Flash cookies”), and HTML5 local storage to collect information and remember your device. Some of the technical information We collect is the type of browser You use (such as Google Chrome, Internet Edge, Safari or Firefox), Your Internet protocol (“IP”) address, the name of Your Internet Service Provider (“ISP”), the version of Your operating system, the dimensions and resolution of your display, Your referrer URL (which is the URL for the website that you were viewing prior to visiting the Website), how You were directed to the Website, which specific pages You access on the Website, how long You view each page, the time and date You access our Website, and any other interaction You have with the Website, Services or Products. Most, if not all this information is collected by third party service providers who assist ClaimFox in the operation and maintenance of its Website and to server its Users.

  4. Your Options

    Most popular Internet browser applications will allow You to configure the browser so as not to accept cookies. However, setting Your browser to reject cookies may, in certain instances, prevent You from taking full advantage of the Website and its capabilities, or cause some features of the Website to function improperly, slowly, or not at all.

    As noted, the Website also uses various third-party services, such as and including Google Analytics. You can consult the Google Analytics Terms of Use and the Google Privacy Policy for more information on how Google Analytics uses the data it collects. You can access Google’s Analytics policies by clicking

 7. emails

ClaimFox uses e-mail forms to allow Users to ask questions User Accounts, the Website, Services and Products.

We may also send email promotions to You. You may opt-out of receiving future email promotions by clicking on the link provided in each email for that purpose. You may not, however, opt-out of receiving emails concerning Your activity on the Website, or with a Service or Product, including as to a record Request.

While We make reasonable efforts to protect the personal information that You share with us, it is important to note that such e-mail messages are unsecured. Please consider the information You chose to include in any email You send. Should you choose to send your information via e-mail, You do so at your own risk. We recommend that if your communication is sensitive or contains personal information, You may want to send it another way.

If You choose to correspond with Us via e-mail, We reserve the right (but not the obligation) to retain the content of Your email messages as well as Your e-mail address or other personal information, and Our responses.

 8. personal information provided as part of user content

On occasion and under certain circumstances, ClaimFox may, in its sole discretion, offer Users the opportunity to submit content to the Website, such as questions about the Website, Services and Products; Your experiences with the Program; other communications with the ClaimFox Website community. You should consider what information You chose to share in the content that You submit. If You include personal, health or sensitive information in the content that You provide to ClaimFox for public postings to the Website, such information may be made available to anyone using the Website. Your contact information, including Your email address, may be included with any content that You post via the Website. ClaimFox does not edit or otherwise remove such information from User content before it is posted on the Website. If You do not wish to have Your information made available in this manner, You must remove any such information from the content before posting. ClaimFox s not liable for any damages caused or incurred due to information that You have made available in the foregoing manner.

 9. links to other websites

The Website may contain links to non-ClaimFox websites. Links to other websites are provided to You for information and convenience only and do not constitute an endorsement or recommendation by ClaimFox. We are not responsible for, and this Privacy Notice does not apply to, the privacy practices of those websites or of any companies that We do not own or control. We make no representations or warranties regarding the correctness, accuracy, performance, security, privacy or quality of any content, software, service, or application found at any Linked Site. We encourage You to seek out and read the privacy policy and terms of use of each website that you visit.

 10. security

CLAIMFOX takes commercially reasonable precautions to protect the security of your personal information. We are ISO Certified, which means that a third-party body has reviewed our security practices and confirmed that ClaimFox meets the international standards developed and published in the International Organization for Standardization. However, no security measures are perfect or impenetrable, and CLAIMFOX cannot guarantee that the information submitted to, maintained on, or transmitted from its systems will always be secure. ClaimFox is not responsible for the circumvention of any privacy settings or security measures contained on the Website by any Users or third parties.

Remember that You are the first and best defense against unauthorized access to Your information. Please do not share your CLAIMFOX User Account Information or Password with others and take the necessary steps to assess whether Your personal information is being transmitted to its intended recipient in a reasonably secure manner.

For further information, please see Paragraph 16 of the Terms of Use.

 11. your choices about your personal information

Inquiries concerning the collection and deletion of Your personal information

We understand that You may have certain questions about ClaimFox’s access and use of information that We have collected. Under some circumstances, You may be able to opt-out of Our continued collection or use of Your personal information, and/or seek access to or deletion of personal information that We have collected about You in the past.

There are circumstances when ClaimFox will not be able to comply with such requests. For example, We may deny a request if We determine, in good faith, that We should not comply because: to do so would violate or conflict with ClaimFox’s legal obligations, including, but not limited to, legal obligations as to the preservation and non-disclosure of financial, medical or personal health information; the information is the privileged, proprietary or confidential information of ClaimFox or someone other than the person making the request; the identity or authority of the person making the request cannot be confirmed; compliance with the request would compromise the privacy or legal rights of others; the burden or expense of responding would be disproportionate to the requesting individual’s privacy risk; the information is commercially necessary for Us to complete transactions or provide products or services that the User requested; or to do so would impede ClaimFox’s detection, correction or prevention of any security incident, intentional or non-intentional interference with the Website, products or services.

Additionally, under some circumstances, even if You opt-out, non-personal information regarding your activities on the Website, and/or information from third-party websites for non-interest-based advertising purposes may be collected and used to determine the effectiveness of the advertisements.

If You have any questions or concerns about ClaimFox’s collection or use of Your personal information, wish to opt-out of further collection of Your personal information or request deletion of personal information presently in Our possession, please contact Us using one of the methods set forth below. Upon receiving Your request, We will endeavor to respond to request in a commercially reasonable time.


Please contact us:

By Web

By US Mail
Attention Customer Relations
ClaimFox, Inc.
905 Marconi Ave.
Ronkonkoma, NY 11779

By Telephone
631-205-1200 x 555

Opt-out of specific phone, email, text or marketing offers

In accordance with Your prior experience with ClaimFox, including in some cases, the permission You have given Us, We may use a variety of means, such as phone, email, or text, to communicate with You regarding ClaimFox’s marketing offers and/or the marketing offers of Our partners or others that may be of interest to You.

If You do not wish to receive phone, mail, SMS text. or email marketing offers, You may request that we remove your name from our internal email, direct mail, or internal telemarketing lists.

By Web

By US Mail
Attention Customer Relations
ClaimFox, Inc.
905 Marconi Ave.
Ronkonkoma, NY 11779

By Telephone
631-205-1200 x 555

If You no longer would like to receive special offer information or other promotional messages from Us, via email, You may click the link at the bottom of any email You receive from Us and follow the instructions. Your email address will be removed from Our marketing list. However, ClaimFox may continue to communicate with you concerning Your User Account, Products and Services, delivery, billing, renewal and other matters. Please allow us a commercially reasonable period of time in order to satisfy your request, as some promotions may already be in process.

 12. Children

The Website, Services and Products are intended for a general audience. We do not knowingly collect information about children or sell products or services to children. Where We have receive Records that contain information regarding children, We rely on the Client to obtain any required permission and consent Consistent with the Children’s Online Privacy Protection Act, we will not knowingly collect any information from children under the age of 16. If you are under the age of 16, please do not use the Website, Services or Products. If you are the parent or guardian of a child whose information you believe was information provided to us, please contact us at:

By Email

By Telephone

13. governing law

Unless otherwise noted, this Privacy Notice and use of the Website, or Products or Service shall be governed by and construed in accordance with the laws of the State of New York, United States of America. If any provision of this agreement shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from the other provisions and shall not affect the validity of the other provisions. 

 14. how we respond to “DO NOT TRACK” signals

ClaimFox does not respond to ”Do Not Track” signals in your browser, as there is no consensus as to what “Do Not Track” means and We have no way to determine whether partners, affiliates, third party service provide, or others can or will honor a Do Not Track signal in your browser while they track your browsing activities in order to serve you content that is tailored to your interests.

 15. notice to california residents

If You are a California resident that is visiting the Website, You may be aware that, under certain circumstances, not presently applicable to ClaimFox, You may be entitled to additional disclosures or to exercise different privacy rights under applicable California law. As a condition of Your access or use any portion of the Website, Services or Products You understand and agree that the Website, Products and Services are NOT governed by California law and agree to the terms set forth in this Privacy Notice.

 16. visiting the website from outside the united states

If You are visiting the Website from outside of the United States of America, please be aware that your information may be transferred to, stored, or processed in the United States. The data protection, privacy and other laws of the United States and other countries might not be as comprehensive as those in your country. By using any portion of the Website, You understand and consent to the transfer of your information to our facilities in the United States and to those third parties with whom We share it as described in this Privacy Notice. 

 17. changes to our privacy policy

We update or change this Privacy Notice at any time and from time to time.

We reserve the right to update, change, modify, add, delete, revise, or replace any part of this Privacy Notice at any time. The most recent version of the Privacy Notice and its effective date is reflected by the version and date located at the top of this Privacy Notice. Any update or change will automatically govern Your use of the Website 30 days after it is posted on the Website, unless otherwise noted. We recommend that You regularly check the Terms of Use when visiting the Website, or ordering any Products or Services, as these Terms of Use may have changed since you last did so. Your continued use of The Website, Services or Products, after the Privacy Notice is updated will constitute Your consent and agreement to be bound by the updated terms.

 18. questions or comments

If You have any questions or concerns about this Privacy Notice please contact us:

By Web

By US Mail
ClaimFox, Inc.
905 Marconi Ave.
Ronkonkoma, NY 11779

By Telephone
631-205-1200 x555