Last Updated: Sep 21, 2026
Recoupr LLC (“recoupr,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, and disclose information when you access or use our website (the “Site”) and our SaaS claims processing platform (the “Service”).
IMPORTANT NOTE ON HIPAA: Much of the data we process is Protected Health Information (PHI). PHI is governed by the Health Insurance Portability and Accountability Act (HIPAA) and the Business Associate Agreement (BAA) we have signed with your Therapy Group. In the event of a conflict between this Privacy Policy and the BAA regarding PHI, the BAA shall control.
1. Information We Collect
A. Information You Provide to Us
- Account Information: When Therapists or Admin staff register, we collect names, email addresses, NPI numbers, and practice details.
- Patient/Client Data: When you use the Client Portal, we collect insurance policy details (Member ID, Group Number), dates of birth, and addresses. We do not collect precise GPS location data.
- Claims Data: To process claims, we collect diagnosis codes (ICD-10), procedure codes (CPT), and billing amounts.
B. Information Collected Automatically
- Log Data: We collect server logs including IP addresses, browser type, and timestamps to monitor system security and performance.
- Usage Data: We track user actions within the Service (e.g., “Claim Uploaded,” “Superbill Parsed”) for audit trails and product improvement.
- Cookies & Tracking:
- Public Site: We may use cookies or pixels (e.g., Google Analytics) on our public marketing website to understand visitor traffic.
- Secure Service: We DO NOT use advertising pixels or third-party tracking cookies inside the logged-in Service where PHI is present.
2. How We Use Your Information
We use your information for the following business purposes:
- Service Delivery: To parse superbills, generate claim packets, submit claims to clearinghouses, and track reimbursement status.
- Transactional Communications: To send you critical notifications (e.g., “Claim Approved,” “Action Required”). We do not send marketing emails to Patients.
- Security & Compliance: To verify identities, detect fraud, and maintain HIPAA audit logs.
- AI Improvement (De-identified Data): We may de-identify and aggregate data (removing all PHI) to train our AI models and generate industry benchmarks, as permitted by HIPAA and our customer agreements.
3. Sharing and Disclosure
A. We Never Sell Your Information
We do not sell your personal information or your Protected Health Information, not for money, and not in exchange for anything else of value. We do not share it with data brokers or advertising platforms, and we never use it for marketing, advertising, or behavioral profiling. recoupr is paid by the therapy practices that use the Service. We do not have an advertising business, and your clinical information is not a product we offer to anyone.
B. When We Do Share Information
Operating the Service does require sharing some information with companies that perform work on our behalf (for example, secure cloud hosting and storage, document processing, email delivery, and payment processing). We want to be straightforward that this sharing happens, and equally clear about the limits on it:
- Minimum necessary. We share only the information required to perform the specific task, and nothing beyond it.
- Bound by written agreement. Every such company is contractually required to protect the information, to use it only to provide services to us, and never for its own purposes.
- HIPAA obligations. Any company that may handle Protected Health Information must sign a HIPAA Business Associate Agreement before it receives any, and must meet HIPAA’s security and breach-notification requirements.
- Never for advertising. We do not share your information with advertising networks or data brokers, and we do not permit third-party advertising or tracking inside the secure Service.
We are glad to identify the service providers we use to any practice that asks. Please contact us at support@recoupr.ai.
C. Other Disclosures
- Legal Requirements: We may disclose information if required by law, subpoena, or regulation (including Texas HB 300).
- Business Transfers: If recoupr is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. Any successor would remain bound by this Policy and by our HIPAA obligations with respect to Protected Health Information.
4. Your Privacy Rights (State-Specific)
A. Texas Residents (HB 300 / TMRA)
- Electronic Copies: You have the right to receive an electronic copy of your health records within fifteen (15) business days of a written request.
- Prohibition on Sale: We are strictly prohibited under Texas law from selling your Protected Health Information (PHI).
B. California Residents (CCPA/CPRA)
- Service Provider Status: recoupr acts as a “Service Provider” to your Therapy Group. We process data solely to fulfill our contractual obligations.
- No Sale or Share: We do not sell your personal information or “share” it for cross-context behavioral advertising.
- Rights: You have the right to request access to, correction of, or deletion of your personal information. To exercise these rights, please contact us at support@recoupr.ai.
5. Families and Minors
- Parental Responsibility: The Service is intended for use by adults. If a patient is a minor (under 18), the recoupr account must be held and managed by a parent or legal guardian.
- COPPA: We do not knowingly collect personal information directly from children under 13 without verifiable parental consent. By adding a minor dependent to your account, you act as the parent/guardian providing such consent.
6. Security
We implement industry-standard administrative, physical, and technical safeguards to protect your data, including encryption at rest and in transit (TLS 1.2+). However, no method of transmission over the Internet is 100% secure.
7. Changes to this Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Service or by email. Continued use of the Service after such changes constitutes acceptance of the new policy.
8. Contact Us
If you have questions about this Privacy Policy or your data rights, please contact us at:
Recoupr LLC
Email: support@recoupr.ai