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Managing Your Account

To utilize the suite of data protection capabilities offered by Philterd Data Services, you must maintain an active and secure account. Your account is the central hub for managing your redaction policies, document processing tasks, and billing information.

If you have not yet established an account, you can do so by visiting our registration portal at https://data.philterd.ai.

Commitment to Account Security

The security of your account is paramount, as it provides access to sensitive data and critical configurations. We implement several layers of protection to ensure your account remains secure.

MFA

Multi-Factor Authentication (MFA) adds an extra layer of security to your account. Philterd Data Services requires MFA for all account logins. We offer two MFA options:

  • Email: A unique verification code is automatically generated and sent to your registered email address upon login. You must provide this time-sensitive code to successfully complete the authentication process.
  • Code Generator: You can use a code generator app (such as Google Authenticator, Authy, or Microsoft Authenticator) to generate time-sensitive verification codes. To use this option, you scan a QR code within the dashboard to link your account to your preferred authenticator app.

Best Practices for Users

  • Credential Privacy: Never share your account credentials (username or password) with anyone. Each user should have their own unique account.
  • Unrecognized Login Alerts: You will receive an automated email notification whenever a login attempt is made from an unrecognized computer, device, or geographic location. If you receive this alert and were not attempting to log in, please contact us immediately.

Password Recovery

If you have forgotten your password, you can initiate a secure reset process:

  1. Click the Forgot Password link on the login page.
  2. Follow the instructions sent to your registered email address to set a new password.

If you no longer have access to the email account associated with your Philterd Data Services account, please contact our support team for manual identity verification and account recovery.

Account Recovery When Unable to Complete MFA

If you are unable to complete the Multi-Factor Authentication (MFA) challenge during login, there are several steps you can take depending on your situation:

If Using Email-Based MFA

  • Check your email inbox: Look for the email containing your verification code. It may take a few minutes to arrive.
  • Check spam/junk folders: Sometimes verification emails are incorrectly filtered by email providers.
  • Wait for code expiration: MFA codes expire after 10 minutes. After expiration, you can attempt to log in again to receive a new code.
  • Email access issues: If you no longer have access to your registered email account, you will need to contact our support team for manual identity verification and account recovery.

If Using Code Generator (Authenticator App)

  • Verify correct account: Ensure you are viewing the correct account in your authenticator app (Google Authenticator, Authy, Microsoft Authenticator, etc.).
  • Check time synchronization: Authenticator apps rely on your device's clock being accurate. Ensure your device's time is set to automatic/network time.
  • Lost authenticator device: If you have lost access to your authenticator device or app:
    1. You will need to contact our support team for account recovery assistance.
    2. Our team will verify your identity through alternate means before restoring access to your account.
    3. Once access is restored, you can reconfigure MFA with a new authenticator device.

Switching Between MFA Methods

If you are having persistent issues with your current MFA method, once you successfully log in, you can switch between email-based MFA and code generator MFA in your account settings.

Contact Support for Account Recovery

If none of the above solutions work, please contact our support team for assistance. When contacting support for MFA-related account recovery:

  • Provide your registered email address
  • Describe the specific issue you're experiencing
  • Be prepared to verify your identity through alternate means
  • Our support team will guide you through the account recovery process

Important: For security reasons, account recovery requires identity verification. This process may take some time to ensure the security of your account and data.

Business Associate Agreement (BAA) for HIPAA Compliance

Philterd Data Services is committed to supporting our customers who are classified as "Covered Entities" or "Business Associates" under the Health Insurance Portability and Accountability Act (HIPAA).

We offer a standardized Business Associate Agreement (BAA) that outlines our mutual responsibilities regarding the protection of ePHI. * Requesting a BAA: You can initiate the BAA execution process directly through the account dashboard. * Tracking and Storage: Once requested, you can monitor the status of the agreement within your account settings. Once fully executed by both parties, a signed copy will be available for download and permanent storage in your records.

Account Termination and Data Deletion

We believe in providing our users with full control over their data. You have the right to close your Philterd Data Services account at any time.

Important Warning regarding Account Closure:

Closing your account is a permanent action that cannot be undone.

Upon closure, all data associated with your account—including uploaded documents, cryptographic ledgers, custom policies, and historical usage data—will be immediately and irreversibly deleted from our systems.

We cannot recover any data once an account has been closed. We strongly recommend downloading any necessary redacted documents or ledger summaries before closing your account.