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HIPAA Compliant

Privacy Policy

Effective Date: 1 November 2025

Company: Reclaimly, Inc.

Legal Address: 156 2nd Street, Office 309, San Francisco, California, United States

Incorporated in: Delaware

Contact Email: info@getreclaimly.com

1. Overview

Reclaimly is a platform that assists healthcare providers with patient billing communication, automated outreach, and payment collection. We integrate with Electronic Health Record (EHR) systems to synchronize patient billing data, generate outreach sequences, and create secure payment experiences.

Reclaimly, Inc. complies with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), and, because we operate in California, the California Consumer Privacy Act ("CCPA"), as applicable.

2. Information We Collect

2.1. From EHR Systems (PHI)

When connected to an EHR system, Reclaimly receives:

  • Patient name
  • Date of birth
  • Address
  • Outstanding balances
  • Insurance information
  • Uploaded or synchronized statements, PDFs, and billing documents
  • Payment history
  • Contact information provided by the provider
  • Other information required for billing outreach

This information is used exclusively for billing communication and payment facilitation.

2.2. Provider Account Information

For provider accounts on app.getreclaimly.com, we collect:

  • Name
  • Email
  • Password
  • Payout information required for Stripe Connect

2.3. Automatically Collected Technical Data

We collect limited technical information, including:

  • Error logs without personally identifiable information
  • Cookies required for authentication
  • Analytics via PostHog
  • Device and browser metadata

2.4. Payment Information

Payments are processed through Stripe Connect.

Reclaimly does not store card numbers or sensitive payment credentials.

3. How We Use Information

Reclaimly uses collected information to:

  • Generate automated outreach (SMS, email, calls)
  • Host patient billing and payment pages
  • Synchronize billing and payment data
  • Provide provider dashboards and payout reporting
  • Maintain communication logs and compliance history
  • Support billing workflows and timelines
  • Produce outreach content using approved AI models
  • Improve reliability, performance, and user experience

4. AI Use & Data Processing

Reclaimly uses AI models to assist in generating outreach message drafts and voice scripts.

Identifiable patient information is used only when processed through HIPAA-aligned or anonymized workflows and only with vendors capable of supporting compliant processing.

5. Sharing of Information

Reclaimly may share information with:

  • EHR systems (syncing data)
  • SMS/email/voice communication vendors
  • Stripe Connect (payment processing & payouts)
  • AI vendors supporting HIPAA-compatible or anonymized processing
  • Cloud hosting and infrastructure providers
  • Analytics platforms such as PostHog

Reclaimly does not sell personal information.

6. HIPAA Compliance

Reclaimly operates as a Business Associate.

All PHI is encrypted, access-controlled, and used solely for permitted healthcare operations.

A Business Associate Agreement (BAA) is required for all provider accounts.

7. CCPA Notice (California Consumer Privacy Act)

As a business operating in California, Reclaimly provides the following CCPA disclosures:

  • We do not sell personal information.
  • We collect information only to provide healthcare billing services.
  • CCPA deletion and data-access rights do not apply to PHI regulated by HIPAA.
  • Providers, not patients, control PHI and determine all access, deletion, or modification rights.

Non-PHI operational data (e.g., provider email, login details) can be accessed or deleted upon request.

8. Data Retention

Reclaimly retains PHI only as long as necessary for operational, legal, and HIPAA compliance purposes.

Providers may request permanent deletion of PHI from Reclaimly systems.

Deletion will not occur if retention is required by law, regulatory obligations, or active billing activity.

Patients should contact their healthcare provider directly regarding PHI retention.

9. Rights and Choices

Patients: HIPAA determines the rights to access, correct, or restrict PHI. Requests must be made to the healthcare provider.

Providers: May request data export, account removal, or permanent deletion of PHI stored within Reclaimly.

10. Cookies

Reclaimly uses:

  • Essential cookies (authentication, security)
  • Analytics cookies (PostHog)
  • Performance/error tracking cookies

11. Changes to This Policy

Reclaimly may update this Privacy Policy. Updates will be posted at legal.getreclaimly.com.

Terms of Service

Effective Date: 1 November 2025

Company: Reclaimly, Inc.

Legal Jurisdiction: Delaware (standard jurisdiction)

1. Acceptance of Terms

By using Reclaimly ("Service"), you agree to these Terms of Service.

2. Eligibility

The Service is intended for healthcare providers and authorized staff.

Patients use secure pages on pay.getreclaimly.com for payments only.

3. Service Description

Reclaimly provides tools for:

  • Patient billing communication
  • Automated outreach sequences
  • Payment link generation and hosting
  • Provider dashboards
  • Stripe Connect payout workflows
  • Synchronization with EHR systems

4. Provider Responsibilities

Providers agree to:

  • Supply accurate information
  • Maintain HIPAA compliance
  • Secure account credentials
  • Ensure communication complies with consent and outreach requirements
  • Not misuse PHI or attempt to circumvent compliance safeguards

5. Payments and Fees

Patient payments are processed through Stripe Connect.

Provider payouts are managed via Stripe Connect workflows.

Providers may be charged subscription or transaction-based fees.

6. Limitation of Liability

Reclaimly is not liable for:

  • Incorrect or outdated provider data
  • EHR sync failures originating from provider systems
  • Communication carrier failures
  • Stripe Connect payout or payment delays
  • Provider misuse of PHI
  • Interruptions beyond reasonable control

The Service is provided "as is" without warranties.

7. Termination

Reclaimly may suspend or terminate accounts for violations of these Terms or security risks.

8. Governing Law

These Terms are governed exclusively by the laws of Delaware under standard jurisdiction (no arbitration clause).

Cookie Policy

Effective Date: 1 November 2025

1. What Are Cookies?

Cookies are small files stored on your device to enable authentication, functionality, and analytics.

2. Cookies We Use

2.1. Essential Cookies

Required for login, session management, and security.

2.2. Analytics Cookies

Used via PostHog to monitor usage and performance.

2.3. Error/Performance Cookies

Used to identify bugs and improve reliability.

3. Third-Party Cookies

May be placed by:

  • PostHog
  • Stripe
  • Communication vendors
  • Cloud hosting infrastructure

4. Managing Cookies

Users may disable cookies via browser settings.

Essential cookies are required for platform operation.

HIPAA Notice

Effective Date: 1 November 2025

1. Our Role

Reclaimly processes PHI as a HIPAA Business Associate.

We use PHI only for billing communication and payment facilitation.

2. Permitted Uses and Disclosures

Reclaimly may use or disclose PHI for:

  • Billing communication
  • Sending payment reminders
  • Payment processing and Stripe Connect workflows
  • Secure patient authentication
  • Provider revenue cycle operations
  • Compliance with law

Reclaimly does not use PHI for marketing.

3. Patient Rights

Patients have HIPAA-defined rights to access, correct, and request restrictions on PHI.

Requests must be submitted to the healthcare provider, not to Reclaimly.

4. Safeguards

Reclaimly safeguards PHI through:

  • Encryption in transit and at rest
  • Strict access controls
  • Audit logs
  • Vendor compliance reviews
  • Secure hosting infrastructure

5. Changes to This Notice

This Notice may be updated. Providers will be notified of material changes.

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