Transform Healthcare Billing with Intelligent Automation

Our South Africa–based support team helps healthcare organisations get the most out of ClaimSync. Choose the channel that suits you best.

ClaimSync (Pty) Ltd ("ClaimSync", "we", "us") is committed to protecting the privacy of healthcare providers, their staff, and patients whose information is processed through our platform. This policy explains what personal information we collect, why we collect it, and the rights you have under the Protection of Personal Information Act, 2013 (POPIA).

Information We Collect

• Account & contact data: names, work email addresses, phone numbers, organisation details, and role information supplied when you request a demo or use the platform.
• Operational data: claims, billing records, and related healthcare administrative information processed on behalf of your organisation as part of the service.
• Technical data: log data, device and browser information, and usage analytics used to secure and improve the platform.

How We Use Your Information

• To provide, operate, and support the ClaimSync platform and process claims on your behalf.
• To respond to demo requests, enquiries, and support tickets.
• To meet legal, regulatory, and contractual obligations, including audit and compliance requirements.
• To monitor, secure, and improve platform performance and reliability.

Processing Role & Lawful Basis

For healthcare data processed within the platform, your organisation is the responsible party and ClaimSync acts as an operator processing data on your documented instructions. We process information on the lawful bases of consent, performance of a contract, legal obligation, and our legitimate operational interests.

Sharing & Disclosure

We do not sell personal information. We share data only with payer and integration partners you authorise (such as RAF, COIDA, and medical schemes), vetted sub-processors bound by confidentiality and data-protection terms, and authorities where required by law.

Security & Retention

We protect data with AES-256 encryption in transit and at rest, role-based access control, multi-factor authentication, audit logging, and geo-redundant backups. Personal information is retained only as long as needed to deliver the service and meet legal retention obligations, after which it is securely deleted or anonymised.

Cross-Border Transfers

Where data is processed outside South Africa, we ensure a comparable level of protection through appropriate safeguards consistent with POPIA's transfer requirements.

Your Rights

• Access the personal information we hold about you and request a correction or deletion.
• Object to or restrict certain processing, and withdraw consent where processing relies on it.
• Lodge a complaint with the Information Regulator of South Africa.

Contact Our Information Officer

For privacy questions or to exercise your rights, contact our Information Officer at privacy@claimsync.co.za. We respond to verified requests within a reasonable period as required by POPIA.

ClaimSync is engineered to help healthcare organisations meet their obligations under POPIA across the full claims and billing lifecycle. We embed the eight conditions for lawful processing into both our platform and our operations.

The Eight Conditions in Practice

• Accountability: a designated Information Officer oversees compliance and data-protection governance.
• Processing limitation: data is processed lawfully, minimally, and on a clear lawful basis.
• Purpose specification: information is collected for explicit, defined billing and claims purposes.
• Further processing limitation: data is not reused in ways incompatible with the original purpose.
• Information quality: validation tooling helps keep records accurate and complete.
• Openness: our processing is documented and transparent to clients and data subjects.
• Security safeguards: encryption, RBAC, MFA, audit trails, and disaster recovery protect data integrity.
• Data subject participation: tooling supports access, correction, and deletion requests.

Operator Commitments

As an operator, ClaimSync processes personal information only on your documented instructions, maintains confidentiality, notifies you promptly of any security compromise, and assists with data-subject requests and regulatory obligations.

Breach Notification

In the event of a security compromise, we follow a defined incident-response process and support notification to the Information Regulator and affected data subjects in line with POPIA.

Contact

Compliance enquiries can be directed to compliance@claimsync.co.za.

These terms govern access to and use of the ClaimSync platform. By using the service you agree to them on behalf of your organisation.

Use of the Service

• Access is licensed to your organisation for lawful healthcare billing and claims purposes.
• You are responsible for the accuracy of data submitted and for maintaining the confidentiality of credentials.
• You agree not to misuse, reverse-engineer, or disrupt the platform.

Subscriptions & Fees

Fees, terms, and service levels are set out in your enterprise agreement or order form. Charges are payable in accordance with the agreed billing schedule.

Service Levels & Availability

We target 99.9% platform availability and provide support per your plan. Planned maintenance is communicated in advance where practicable.

Data & Compliance

Processing of personal information is governed by our Privacy Policy and POPIA Compliance Statement, together with any data-processing addendum in your agreement.

Liability

To the extent permitted by law, liability is limited as set out in your enterprise agreement. The platform is provided on the terms described in that agreement.

Questions

For contractual questions, contact legal@claimsync.co.za.