Privacy Policy

How we collect, use, and protect your information across Reclaim and Revemaxx.

Effective Date: April 15, 2025

Last Updated: February 8, 2026

Reclaim (“Reclaim”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and safeguard information in connection with the Reclaim website at reclaimnow.ai, the Revemaxx AI-Agent based revenue cycle management platform, and any related services (collectively, the “Services”).

Healthcare data note. When Reclaim processes Protected Health Information (“PHI”) on behalf of a covered entity or business associate, that processing is governed by the executed Business Associate Agreement (BAA) and HIPAA. In the event of any conflict between this Privacy Policy and the BAA with respect to PHI, the BAA controls.

1. Information We Collect

1.1 Information You Provide

  • Account & Contact Information: name, email address, phone, job title, employer, and similar professional details.
  • Demo & Inquiry Submissions: information you submit through forms (e.g., “Request Demo”).
  • Communications: records of correspondence, support tickets, and feedback.
  • Customer Data: data you or your organisation upload, transmit, or input into the Services, which may include PHI.

1.2 Information Collected Automatically

  • Device & Usage Data: IP address, browser type, OS, pages viewed, links clicked, timestamps, and referring URLs.
  • Cookies & Similar Technologies: we and our service providers use cookies, pixels and similar technologies for authentication, analytics and product improvement.
  • Log Data: diagnostic logs related to performance, errors, and security events.

1.3 Information from Third Parties

We may receive information from your organisation, integrated systems (e.g., EHRs, payer portals), identity providers, and analytics partners, as well as publicly available sources, in each case consistent with applicable law and your authorisations.

2. How We Use Information

  • To deliver, maintain, secure and improve the Services and Revemaxx’s AI agents;
  • To respond to demo requests, inquiries and support;
  • To process Customer Data, including PHI, strictly in accordance with our agreements with your organisation;
  • To detect, investigate and prevent fraud, abuse, security incidents and other harmful activity;
  • To comply with legal obligations and enforce our Terms.

2.1 AI Model Training & Improvement

We do not use Customer Data containing PHI to train general-purpose AI models. Aggregated, de-identified or otherwise lawful operational data may be used to improve service quality, security, and product features as permitted by applicable law and our customer agreements.

3. How We Share Information

  • Service Providers: trusted vendors (e.g., cloud hosting, analytics, support tools) who process information on our behalf under contractual confidentiality and security obligations.
  • With Your Organisation: account administrators may have visibility into usage and configurations.
  • Legal & Safety: when required by law, subpoena or court order, or to protect our rights, customers and the public.
  • Business Transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality safeguards.

We do not sell personal information, and we do not share PHI for marketing or advertising purposes.

4. Data Security

We implement administrative, technical, and physical safeguards designed to protect information from unauthorised access, disclosure, alteration, and destruction. These include encryption in transit and at rest, access controls, audit logging, regular security reviews, and personnel training. No system is perfectly secure, however, and we cannot guarantee absolute security.

5. Data Retention

We retain information for as long as necessary to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Customer Data, including PHI, is retained and deleted in accordance with our agreements with the applicable customer.

6. Your Choices & Rights

Depending on your jurisdiction (including HIPAA, CCPA/CPRA, and GDPR), you may have rights to:

  • Access, correct, or delete information about you;
  • Object to or restrict certain processing;
  • Receive a portable copy of your information;
  • Withdraw consent where processing is based on consent.

For PHI, you should generally direct requests to your healthcare provider or other covered entity. For other personal information, contact us at privacy@reclaimnow.ai and we will respond consistent with applicable law.

7. Cookies & Tracking

You can manage cookies through your browser settings. Disabling certain cookies may affect the functionality of the Services. We honour widely recognised browser-based opt-out signals where required by law.

8. International Data Transfers

The Services may be operated from, and information may be processed in, the United States and other countries with different data protection laws than the country in which you reside. Where required, we use appropriate safeguards (such as standard contractual clauses) for cross-border transfers.

9. Children’s Privacy

The Services are intended for healthcare professionals and authorised business users. We do not knowingly collect personal information from children under 16. If you believe a child has provided information to us, please contact us so we can delete it.

10. Third-Party Links

The Services may contain links to third-party sites or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. The updated policy will be posted on this page with a revised “Last Updated” date. Material changes will be communicated where appropriate.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact our Privacy Team at: