AppealArmor ("we", "us", "our") is committed to protecting your privacy and the security of your personal and medical information. This Privacy Policy explains how we collect, use, protect, and share your information when you use our ghostwriting service.

1. Information We Collect

Personal Information:

• Name, email address, phone number
• Insurance policy information
• Payment information (processed securely by Stripe)

Medical Information:

• Denial of coverage letters (EOB documents)
• Medical procedure names and codes
• Healthcare provider information
• Insurance company information
• Claim details and denial reasons

Technical Information:

• IP address and browser type
• Usage data and analytics
• Cookies and similar technologies

2. How We Use Your Information

We use your information to:

• Generate your personalized appeal letter
• Process payments for our services
• Communicate with you about your appeal
• Improve our service and user experience
• Comply with legal obligations
• Provide customer support

3. How We Protect Your Information

We take data security seriously and implement multiple layers of protection:

Encryption:

• In Transit: All data transmitted to/from our servers uses TLS/SSL encryption
• At Rest: Sensitive data is encrypted in our database
• End-to-End: Your documents are encrypted throughout processing

Access Controls:

• Limited employee access to personal data
• Role-based permissions and authentication
• Regular security audits and monitoring

Secure Infrastructure:

• Secure cloud hosting with industry-leading providers
• Regular security updates and patches
• Automated backup and disaster recovery

4. Information Sharing

We do NOT sell your personal or medical information.

We only share your information with:

• Service Providers: Companies that help us operate our service (e.g., cloud hosting, payment processing)
• AI Processing: OpenAI and Anthropic for document analysis and appeal generation (under strict data processing agreements)
• Legal Requirements: When required by law, court order, or government regulation

Third-Party Service Providers:

• Stripe: Payment processing (they handle your payment info, we never store credit card details)
• OpenAI & Anthropic: AI-powered document analysis and writing assistance
• Cloud Hosting: Secure data storage and application hosting

5. HIPAA and Medical Privacy

While AppealArmor is not a "covered entity" under HIPAA (we are not a healthcare provider, health plan, or healthcare clearinghouse), we recognize the sensitive nature of your medical information and voluntarily follow HIPAA-inspired best practices:

• Encryption of all medical information
• Strict access controls and audit logs
• Employee training on medical data privacy
• Secure data handling procedures
• Data minimization (we only collect what we need)

6. Data Retention

How long we keep your information:

• Active Account Data: Stored while you have an active account
• Appeal Documents: Retained for 90 days after generation (unless you request earlier deletion)
• Payment Records: Retained for 7 years for tax and accounting purposes
• Anonymous Analytics: Retained indefinitely to improve our service

Data Deletion:

You can request deletion of your data at any time by contacting us at support@appealarmor.com. We will delete your information within 30 days, except where required to retain for legal or tax purposes.

7. Your Privacy Rights

You have the right to:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information
• Portability: Request a copy of your data in a portable format
• Opt-Out: Opt-out of marketing communications
• Restrict Processing: Request limits on how we process your data

To exercise these rights, please contact us at support@appealarmor.com. We will respond within 30 days.

8. State-Specific Privacy Rights

California Residents (CCPA/CPRA):

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know what personal information we collect
• Right to know if we sell or share personal information (we don't)
• Right to deletion
• Right to non-discrimination for exercising your rights

Other States:

If you reside in Virginia, Colorado, Connecticut, or other states with privacy laws, you may have similar rights. Contact us to learn more.

9. Cookies and Tracking

We use cookies and similar technologies to:

• Remember your preferences and session information
• Analyze how our service is used
• Improve user experience and performance

Types of cookies we use:

• Essential cookies: Required for the service to function
• Analytics cookies: Help us understand usage patterns
• Preference cookies: Remember your settings

You can disable cookies in your browser settings, but this may affect functionality.

10. Children's Privacy

AppealArmor is not intended for use by individuals under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date
• Sending email notification for significant changes

Your continued use of AppealArmor after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us:

• Email: support@appealarmor.com
• Privacy Requests: privacy@appealarmor.com
• Website: www.appealarmor.com