Privacy Policy

Who we are

IME Watchdog, Inc. (“IME Watchdog,” “we,” “us”) provides independent medical examination (IME) advocacy and observation services. This application is our internal operations platform and client portal: law firms use it to request and track IME appointments, and our staff use it to schedule, manage, and bill those services. It is not a consumer product and is not offered to the general public.

Information we collect

• Booking and case information submitted by law firms: examinee name and contact phone number, appointment dates and locations, case/claim identifiers, service accommodations (transportation, language assistance), and documents the firm attaches to a booking.
• Firm account information: firm name, contact names, email addresses, phone numbers, and billing preferences.
• Payment information: card details are collected and stored by our payment processor (Authorize.net). We store only a payment-profile reference and the last four digits of the card — full card numbers never touch our servers.
• Operational records: invoices, payment history, appointment outcomes, audit logs of staff actions, and email delivery records.

How we use it

Solely to deliver the service: scheduling and staffing IME observations, notifying firms and examinees about appointments (email and, where consented, SMS), invoicing and collecting payment, maintaining books and records, and meeting our legal and contractual obligations. We do not sell personal information, and we do not use it for advertising.

SMS text messaging

We send transactional text messages about IME appointments — confirmations, reminders, cancellations, and reschedules. Examinees receive these only with their consent, at the mobile number the law firm provides; our own field staff also receive operational appointment reminders as part of their work. We send these messages through our SMS provider, Twilio.

• Consent. We text an examinee’s number only after they opt in (via the SMS-consent checkbox at booking). Consent to receive texts is not a condition of the underlying examination or of a firm’s use of the platform.
• Message frequency. Frequency varies with appointment activity — typically one or more messages per scheduled examination.
• Rates. Message and data rates may apply.
• Opting out and help. You may opt out at any time by replying STOP to any message; reply HELP for help, or contact us at info@imewatchdog.com or (718) 463-2320. We observe quiet hours and do not send reminder texts overnight.
• No sharing of mobile opt-in data. Mobile phone numbers and SMS consent are used solely to deliver these appointment messages. We do not sell this information, and we do not share mobile opt-in information or consent with third parties or affiliates for their own marketing or promotional purposes.

Service providers we share data with

We use a small set of infrastructure providers to operate the platform, each receiving only what its function requires: cloud hosting and database services (Vercel; Supabase), file storage (Cloudflare R2), payment processing (Authorize.net), transactional email (Resend), SMS reminders (Twilio), accounting synchronization (Intuit QuickBooks Online, limited to invoice, payment, and customer records for our own bookkeeping), calendar synchronization (Google Calendar), and error monitoring (Sentry).

Security and retention

Access to the platform requires authentication, and role-based rules restrict law firms to their own records. Data is encrypted in transit, and integration credentials are stored as managed secrets. We retain records for as long as needed to provide the service and satisfy legal, accounting, and insurance requirements, after which they may be deleted or anonymized.

Your choices and contact

Law firms may review and correct their account information in the portal or by contacting us. Examinees who have questions about information a firm submitted about them should contact their law firm, or reach us directly. For any privacy question or request, contact info@imewatchdog.com.