Legal / Privacy
Privacy Notice
Draft for attorney review · Not in effect
Last updated: October 20, 2026 (draft). Bracketed items are completed before publication.
This notice explains what information MedFilesNow collects, how it is used and shared, and the choices you have.
1. Who we are
MedFilesNow is the trade name of Wolf Bridge, Inc., a Nevada corporation registered in Florida as a foreign corporation, doing business as MedFilesNow (“MedFilesNow,” “we”). We retrieve medical records for law firms and insurance companies. This notice covers www.medfilesnow.com, the client portal, and the agent portal. Patient health information that clients submit with requests is handled under the client service agreement and Business Associate Agreement (BAA), which control where they differ from this notice.
2. Information we collect
- Organization details: legal name, trade name, EIN, address, phone, website, client type.
- User details: name, title, work email, phone, and sign-in credentials (held by the portal, never by this website).
- Account details: estimated volume, states of practice or business, agent or referral code, how you heard about us.
- Agent applicants: corporate details, Form W-9 information including taxpayer identification number, bank account details for ACH payouts, disclosures, and e-signature records.
- Request content: patient identifiers, authorizations, and provider lists (used only to compare expected providers with the records returned), plus retrieved records while they are in transit to secure delivery, processed for clients under the BAA.
- Technical data: sign-in events, device and browser type, IP address, and access logs needed for security and audit.
3. How we use it
- To open, verify, and manage client and agent accounts.
- To review authorizations, request records, and deliver them through the portal.
- To bill clients, pay agents, and meet tax reporting obligations.
- To secure the service, investigate misuse, and keep audit records.
- To contact you about your account. We send marketing email only to business contacts and you can opt out at any time.
We do not sell personal information, and we never use patient information for marketing.
4. Sharing
We share information only as needed to provide the service:
- with the electronic health-information network and record sources we search, to obtain records under the authorization you supply;
- with public address-lookup services (Photon by komoot for street suggestions, Zippopotam.us for ZIP codes) when you type a business, agent, signer, or billing address or a ZIP code on our forms. Only the characters you type are sent, without a referrer. Patient addresses are never sent to a lookup service;
- with service providers who host, secure, or support the service, under written confidentiality and, where required, business associate terms;
- with payment and banking providers, to process invoices and agent payouts;
- when the law, a court order, or lawful process requires it, or to protect rights and safety;
- as part of a merger, financing, or sale of the business, subject to this notice.
5. Retention
Delivered records stay in the secure portal for 30 days after delivery so the requesting client can download them, and are then deleted. Authorizations, audit and access logs, and billing records are kept for 6 years. Account and tax records are kept as long as needed for the purposes above and as the law requires. [Backup cycles and legal holds to be completed by counsel.]
6. Security
Records are delivered only through the portal with individual accounts and multi-factor sign-in. Information is encrypted in transit and at rest, access is limited to authorized personnel, and access to records is logged. No method of transmission or storage is perfectly secure; we will notify affected parties of a breach as the law requires.
7. Your choices and rights
- Account administrators can view and update organization and user details in the portal.
- You may ask us to access, correct, or delete personal information we hold about you, subject to legal and contractual retention duties.
- Patients who want access to their own records should contact their provider, or the law firm or insurer that requested them.
- [State-specific rights, if any, to be completed by counsel.]
8. Children
The website and portals are for businesses and are not directed to children.
9. Changes
We will post changes here and update the date above. Material changes will be notified to account administrators.
10. Contact
Privacy and Security Officer: Chris Paganes, Info@MedFilesNow.com.
Phone: (310) 654-4155.
Mail: MedFilesNow, Attn: Privacy and Security Officer, 722 Siesta Key Circle, Sarasota, FL 34242.