Privacy Policy

RobotRCM, Inc. ("RobotRCM," "we," "us," or "our") operates an autonomous AI billing platform for dental practices. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or use our services.

By using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information you provide directly, information generated through your use of the platform, and information from third-party sources where applicable.

• Account information — name, practice name, address, and contact details provided during registration
• Billing information — payment method details processed by our PCI-compliant payment processor; we do not store full card numbers
• Practice management data — patient scheduling, insurance information, procedure codes, and claims data transmitted through your dental PMS integration
• Usage data — log files, IP addresses, browser type, pages visited, and feature interactions within the platform
• Communications — emails, support tickets, and other messages you send us

2. Protected Health Information

In the course of providing our services, RobotRCM may receive, process, or transmit Protected Health Information (PHI) as defined under applicable law. We process PHI solely on behalf of dental practices (our customers) and only as directed by those customers to perform the contracted services.

Our obligations with respect to PHI are governed by the Business Associate Agreement (BAA) entered into with each customer practice, which takes precedence over this Privacy Policy for PHI-specific matters.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the RobotRCM platform
• Process insurance eligibility verifications, claims, and payment transactions on your behalf
• Send transactional communications such as claim status updates, alerts, and account notices
• Respond to support requests and resolve technical issues
• Analyze aggregated, de-identified usage patterns to improve the platform
• Comply with legal obligations and enforce our Terms of Service

4. Information Sharing

We do not sell your information. We share information only in the following circumstances:

• Service providers — vendors who perform services on our behalf (cloud hosting, payment processing, analytics) under confidentiality obligations that prohibit them from using your data for their own purposes
• Insurance carriers and clearinghouses — as necessary to submit claims, check eligibility, and process authorizations on your behalf
• Dental PMS platforms — to read appointment data and write back verified benefits and claim results per your configuration
• Legal requirements — when required by law, court order, or governmental authority
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to confidentiality protections

5. Data Retention

We retain account and practice data for as long as your account is active and for a period thereafter as required by applicable law or our record-keeping obligations. Claims data and related documentation are retained for a minimum of seven (7) years in accordance with standard healthcare record-keeping requirements, unless a longer period is required by your state.

You may request deletion of your account and associated non-PHI data by contacting us. PHI deletion requests are handled pursuant to your BAA.

6. Security

We implement administrative, technical, and physical safeguards designed to protect your information against unauthorized access, alteration, disclosure, or destruction. All data is encrypted in transit using TLS 1.2 or higher and encrypted at rest. Access to customer data within RobotRCM is restricted to personnel who require it to perform their job functions.

No method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to using industry-standard practices and notifying affected customers promptly in the event of a confirmed data breach.

7. Cookies and Tracking

Our website uses cookies and similar technologies to maintain session state, measure site traffic, and improve user experience. You can instruct your browser to refuse cookies, though some features of the platform may not function correctly without them. We do not use third-party advertising cookies or sell browsing data to advertisers.

8. Third-Party Links

Our website and platform may contain links to third-party websites or services. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party services you access through our platform.

9. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us and we will promptly delete it.

10. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or request deletion of your personal information; to object to or restrict certain processing; and to receive a portable copy of your data. To exercise these rights, contact us using the information below. We will respond within 30 days.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page and, for material changes, notify customers by email or in-platform notice at least 14 days before the change takes effect.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please reach out through the contact form on our website or by mail at:

RobotRCM, Inc.
Privacy Office
United States