1. We’re here to help — reach out any time
Got questions about how we handle your data, want to make changes, or need help opting out of marketing? Email privacy@reclaym.ai — we’ll get back to you quickly and with clear answers.
2. About us
“We,” “our,” or “us” refers to Reclaym AI, the provider of the Reclaym platform — your AI-powered clinical documentation and medical billing tool for pharmacies, clinics, and NPs.
“You” means you, the doctor, pharmacist, NP, clinic staff, or other user of Reclaym.
“Your data” includes any personal, business, or health information you share with us, including Protected Health Information (PHI) as defined by HIPAA.
3. What information we collect
We collect:
- Personal Information: Name, email, phone, billing details, NPI or practice info.
- Health Information / PHI: Patient data you enter or transcribe — medication details, encounter notes, diagnoses. We store this only as necessary to provide services and never use PHI to train AI models.
- Usage / Device Data: IP address, device type, browser info, timestamps — to improve functionality and security.
- Cookies & Analytics Data: Aggregated, anonymized usage data from cookies and third-party analytics tools.
4. How we collect information
- Directly from you when you register, upload data, or interact with Reclaym.
- Automatically through logs, analytics, and cookies when you use the platform.
- From third parties (e.g., integrated EMRs, billing systems, payment providers) — but only with your authorization.
5. How we use your information
We use your data to:
- Provide and manage Reclaym services.
- Improve our platform and user experience (using de-identified data).
- Send transactional communications (support, updates, account notices).
- Offer new features and services (with opt-out available).
- Comply with legal, regulatory, and contractual obligations.
HIPAA note: We comply with HIPAA and applicable state laws for PHI. Your identifiable health data is never used to train our AI — only de-identified or synthetic data may be used internally for service improvements.
6. Marketing — you’re in control
We may send occasional product updates or offers. You can opt out at any time by:
- Clicking “unsubscribe” in our emails, or
- Emailing privacy@reclaym.ai.
Opting out won’t affect transactional or service-related messages.
7. Data residency & cross-border transfers
We store data on secure, US-based servers. If you’re in Canada, the UK, or the EU, we apply applicable data protection standards and can localize storage where required or upon request.
8. Sharing your data
We share data only with:
- Our Employees and affiliates — limited to what’s needed for operations or support.
- Service providers — such as hosting, billing, analytics — bound by strict data protection agreements.
- Regulators or legal authorities — when required by law.
- Integration partners — only with your authorization.
We never sell your data.
9. Data retention & deletion
- We keep your data only for as long as needed to provide services, meet legal obligations, or resolve disputes.
- You can request deletion of your account or specific data at any time by emailing privacy@reclaym.ai.
- Upon verified request, we’ll:
- Delete active data within 30 days, and
- Remove data from backups within 90 days (unless retention is required by law).
- If you disconnect a third-party integration, we stop receiving new data from it immediately.
10. How we protect your information
We safeguard your data with:
- End-to-end encryption (in transit and at rest).
- Industry-standard security frameworks.
- Regular penetration testing and vulnerability scans.
- Strict role-based access controls.
- Breach notification procedures — if a breach occurs, we’ll notify you within the required legal timelines.
11. Your rights
You have the right to:
- Access your data.
- Correct inaccurate information.
- Request deletion of your account or data.
- Restrict or object to certain processing.
- Receive a copy of your data in a portable format.
We respond to verified requests within 30 days. If you’re not satisfied, you can escalate to your local data protection authority (e.g., HHS Office for Civil Rights for HIPAA-related issues).
12. Employees
Data collected from employees or job applicants is processed under a separate internal privacy policy and applicable employment laws.
13. Children’s privacy
Reclaym is not intended for individuals under the age of 18 unless authorized by a parent/guardian and applicable law. We do not knowingly collect personal information from minors.
14. Changes to this policy
We may update this policy from time to time. If we make material changes, we’ll notify you in-app and post the updated version on our website with a new “Last updated” date.
