What makes ActorDo HIPAA compliant

If you work in healthcare, you deal with a lot of patient information. This includes things like names, addresses, health insurance details, and medical records. In the US, the HIPAA law requires that this type of information is kept private and secure.

And we respect it from day 0.

We’re building ActorDo with data privacy and security in mind. Me, as a founder, I’ve worked with 100+ companies on data projects and understand those policies and laws very well. HIPAA included.
Alex Rada -founder of ActorDo

ActorDo is an ai assistant that helps you manage your email and calendar. If you are a doctor, clinic, pharmacist, or work for a health plan, you can use ActorDo safely. We have put special safeguards in place to make sure we follow all the HIPAA rules.

Read more about our HIPAA compliance.

Our main promise: we don’t store your data

This is the most important part. We believe the safest way to be HIPAA compliant is not to save your sensitive data in the first place.

• no data storage: ActorDo does not keep any of your email or calendar content on our servers or in our databases.
• in-memory processing: we only pull your data, process it in the computer’s memory to do the job (like summarizing an email), and then we immediately drop it.
• no training data: we do not use your information to train any of our ai or machine learning models. your data stays your data.
• no human access: our team, including developers and business staff, cannot see your email content.

This “no-storage, no-training, no-human-access” approach is our main way to protect your Protected Health Information (PHI).

Who can use a compliant solution like Actor?

If you handle patient data as part of your job, ActorDo is a safe choice for your AI assistant. This includes:

• Health care providers: Doctors, clinics, psychologists, dentists, chiropractors, nursing homes, and pharmacies.
• Health plans: Health insurance companies, HMOs, and company or government health plans.

If you’re looking for HIPAA compliant alternatives to those like Fyxer, Saner, Copilot, Jace, ActorDo is probably in top 3 alternatives for business.

What data does actor do protect?

HIPAA requires us to protect all individually identifiable health information (PHI) that ActorDo might see in your email or calendar. This includes:

• Names and birthdates.
• Dates for a patient’s birth, death, treatment, or illness.
• Contact information like phone numbers and email addresses.
• Social Security Numbers and medical record numbers.
• Photos, digital images, fingerprints, and voice recordings.
• Any other unique identification or account number.

If any of this data shows up in an email, our strict processes keep it protected.

Business associate agreement (BAA)

For businesses that must have a BAA, we are ready to sign one with you. The BAA is a legal document that clearly explains how we protect your PHI and makes sure both of us comply with HIPAA rules.

We sign a BAA with all covered entities and business associates using our service and handling PHI.

• BAA for all business plans. We offer a BAA for any paid plan with ActorDo, with no minimum user requirement.
• How to request one: Just contact our support or compliance team at alex@actordo.com. We will give you a template to review and sign.

To request a BAA, just contact our team at alex@actordo.com.

Our compliance foundation

We meet HIPAA compliance through a set of firm safeguards.

• Policies and procedures: We have clear rules for how we handle data. We do regular risk assessments to find and fix any weak points.
• Data protection measures: We use technical controls like encryption and access controls. We log all user actions that could present access to PHI, and we audit permissions often.
• Administrative safeguards: We have a dedicated compliance officer. All our staff get mandatory HIPAA training. We have an incident response plan to handle any security issues quickly.
• Physical safeguards: Any physical systems supporting the data we manage are covered by our strict data security policy.

What about an audit?

If you face a HIPAA audit, ActorDo has clear answers to the tough questions:

• who has access to patient data? nobody. we don’t store it.
• do you have patient data saved that you don’t know about? no. not storing any data is the best way to prevent this.
• can you track user activity? yes, we log all user actions that could present access to patient data.

We are committed to protecting your sensitive information. By using ActorDo, you can get the benefit of an ai assistant and still keep your data private and secure.