Privacy Policy

CoderCoach is operated by Brookscroft Systems, a Canadian health technology company. This privacy policy applies to the CoderCoach platform at codercoach.ca and the associated application at coder.coach, including CoderCoach Q&A, CoderCoach RT, case-based learning, and workforce development tools.

For privacy questions, contact us at hello@brookscroft.systems.

Account information. When you or your organization creates an account, we collect name, email address, job title, organization name, and province. This is used to authenticate you, associate your activity with your account, and communicate with you about the platform.

Platform activity. We log your use of the platform — coding questions asked, cases completed, assessments taken, guidance reviewed — to provide the service, generate competency profiles, and support workforce reporting for your organization.

CoderCoach RT case data. When CoderCoach RT is deployed, cases submitted for real-time coding support must be redacted before submission. We do not collect or store patient-identifiable information. Organizations are responsible for ensuring cases are appropriately de-identified prior to submission in accordance with their privacy obligations.

Technical data. We collect standard web log data (IP address, browser type, pages visited, timestamps) for security monitoring and platform performance. This data is not linked to individual user profiles for marketing purposes.

• Patient-identifiable information — CoderCoach Q&A and case-based learning use fictional cases only
• Personal health information (PHI) as defined under applicable Canadian privacy legislation
• Payment card or banking details — billing is handled through our payment processor
• Sensitive personal data beyond what is listed above

• To provide the CoderCoach platform and its features
• To generate competency profiles, development activity and workforce reports
• To support your organization's coding quality improvement program
• To communicate with you about your account, updates and support
• To monitor platform security and performance
• To comply with our legal obligations

We do not sell your personal information. We do not use your platform activity or coding questions to train AI models.

Coding questions and case data submitted to CoderCoach are processed by AI services to generate guidance responses. This processing is carried out under appropriate data processing agreements. User inputs are not used to train AI models.

All AI-generated responses are advisory. The platform does not make autonomous coding decisions. Qualified coding professionals retain responsibility for all final coding decisions and submissions.

We share information only as necessary to provide the service:

• Your organization. Managers and administrators in your organization can see workforce and competency data for users in their account.
• AI service providers. Coding questions and case data are processed by AI infrastructure providers under data processing agreements.
• Cloud infrastructure providers. Platform data is hosted on enterprise-grade cloud infrastructure.
• Payment processors. Billing information is handled by our payment processor; we do not store card details.

We do not share your information with third parties for marketing, advertising or data brokering purposes.

Account and activity data is retained for as long as your organization's licence is active, and for a reasonable period after to allow for account recovery or audit. Upon request, we can delete your account and associated data subject to any legal retention obligations. Contact us at hello@brookscroft.systems to make a deletion request.

All data is encrypted in transit (TLS 1.2 or higher) and at rest. Access controls are enforced at the platform and data layers. We apply industry-standard security practices appropriate to a healthcare-adjacent SaaS platform.

Organizations with specific security requirements — including those deploying CoderCoach RT — complete a documented security review prior to deployment. Contact us to request an enterprise security questionnaire.

Depending on your province of residence, you may have rights to access, correct or request deletion of your personal information. To exercise any of these rights, contact us at hello@brookscroft.systems. We will respond within a reasonable timeframe.

CoderCoach uses essential cookies required for authentication and session management. We do not use third-party advertising or tracking cookies. Analytics, where used, is privacy-respecting and does not share data with advertising networks.

We may update this policy from time to time. Material changes will be communicated to account holders by email. The date at the top of this page reflects the most recent update.

For privacy questions, data requests, or to report a concern: