Privacy Policy

Reclaim Medical, Inc. · Effective date: July 23, 2026

Who we are. Reclaim Medical, Inc. (“Reclaim,” “we,” “us”) provides billing-reclamation software for healthcare providers. Healthcare providers and clinics (“Providers”) use our software to communicate with their patients about billing status and to connect them with payment options — most commonly, when a health insurer sends a reimbursement payment directly to a patient for care the patient received, so the patient can forward or settle that payment with their Provider.

Our role under HIPAA. We are a technology provider and a business associate acting for our Provider clients (who are HIPAA covered entities). We are not your healthcare provider and we are not the party you owe. We handle information only on a Provider’s behalf, under our written agreement (including a HIPAA Business Associate Agreement) and the Provider’s instructions. Your relationship, your consent to be contacted, and your health records are held by your Provider.

1. Information we handle

From your Provider: your name, date of birth, mobile phone number, email address, and mailing address; and billing details for a visit — the amount, the approximate month of service, a description of the service, and your insurance plan information (insurer name, plan type, and an authorization reference). We do not collect Social Security numbers or medical record numbers through our platform.
From you: the text-message replies you send us (for example, “STOP”) and your opt-out choices.

2. How we use it

To send account and billing notifications by SMS on your Provider’s behalf, and to connect you with payment options (today, that means directing you to contact your Provider).
To prioritize and quality-check outreach. This automated processing uses pseudonymized data only: your direct identifiers (name, date of birth, phone, email, address) are held in a separate secured vault and are never sent to our automated scoring systems. Those systems may process the pseudonymized billing details (such as the amount and approximate date). We are not a third-party debt collector; these are first-party notifications for your Provider.
To keep audit and compliance records as required by law and by our agreements.
Before any message is sent, we re-associate the message with your contact details only at the moment of sending and then discard that working copy.

3. Your SMS messaging program

What it is: account and billing notifications (transactional messages) sent on behalf of your Provider. Not marketing.
How you enrolled: you gave your mobile number to your Provider and agreed to receive billing notifications as part of your Provider’s intake/consent process.
Message frequency: varies — you may receive occasional messages about your account until it is resolved.
Cost: Message and data rates may apply.
Opt out any time: reply STOP to any message; we send one confirmation and then stop. Reply HELP for help, or call your Provider at the number shown in the message.
Carriers are not liable for delayed or undelivered messages.

4. We do not sell your data, and we do not share it for marketing

Reclaim Medical, Inc. does not sell your personal information. We do not share your mobile phone number, SMS opt-in, or consent with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent are not shared with any third parties. We share information only with your own Provider and with the service providers that help us operate the service (below), and only as needed to deliver the messages you agreed to receive, under confidentiality and, where applicable, HIPAA business-associate obligations.

5. Service providers (subprocessors)

Your Provider — the covered entity on whose behalf we act.
IAXOV Inc. — operates the Reclaim platform for us as a subcontractor business associate under a Business Associate Agreement.
Telnyx — transmits the SMS as a communications conduit. Under the HIPAA Conduit Exception, Telnyx transmits messages without accessing their content; it maintains encryption in transit and access, audit, and integrity controls. Message content is limited to your Provider’s name, an approximate month, an amount, and a secure link — no diagnosis or clinical detail.

6. How we protect information

The service is operated by IAXOV under the IAXOV Legion X Privacy & Security Policy, on IAXOV-managed, per-client-isolated dedicated infrastructure. Safeguards include: encryption of data in transit (TLS) and at rest (with encryption keys held under escrow and break-glass recovery controls); storage of your direct identifiers in a separate vault isolated from the automated scoring path; role-based access controls with field-level redaction; append-only audit logging; and administrative access restricted through a private, IAXOV-operated network. The platform is aligned to SOC 2, ISO/IEC 27001, and ISO/IEC 42001 controls.

7. How long we keep it

We retain information for as long as your Provider directs and as required by our agreements and applicable law; audit records are retained on a long-term basis (target seven years). To request access, correction, or deletion of your health information, contact your Provider (the covered entity); we will assist your Provider in responding.

8. Your choices and rights

You can stop SMS at any time (reply STOP). Because your Provider is the covered entity, your HIPAA rights — access, amendment, and an accounting of disclosures — are exercised through your Provider; contact your Provider or us and we will route your request appropriately. Depending on where you live, you may have additional privacy rights; contact us to exercise them.

9. Children

The service is directed to adult patients and is not intended for children under 13; we do not knowingly collect information directly from children.

10. Changes

We may update this policy; we will post the new effective date at the top of this page.

11. Contact

Reclaim Medical, Inc.
Delaware, USA
privacy@reclaim.med