Privacy Policy

This Privacy Policy explains how AppealFox (“AppealFox,” “we,” “us”) collects, uses, discloses, and protects information when you visit appealfox.com or use our insurance-appeal drafting service (the “Service”).

We are based in Manitoba, Canada. By using the Service, you agree to the practices described below.

1. Information we collect

We collect only what we need to deliver appeals to you and run the business:

• Contact information. Your name, practice name, and email address when you reach out to us.
• Appeal information. The documents, denial letters, EOBs, payer names, CPT codes, dates of service, and patient identifiers you share with us in order for us to write your appeal. Some of this may constitute Protected Health Information (PHI) under HIPAA.
• Payment information. We use Stripe to process payments. We do not see or store your full card number; Stripe handles that directly. We receive only a payment confirmation and the last four digits of the card.
• Usage data. Standard server logs (IP address, browser, pages viewed, referring URL). We do not use third-party analytics or advertising trackers on our website.

2. How we use information

• To research, draft, and deliver your appeal letter.
• To communicate with you about your appeal, payment, or our Service.
• To process payments and prevent fraud (via Stripe).
• To comply with legal obligations.

We do not sell your information, and we do not use it for advertising.

3. How we share information

We share information only with vendors who help us run the Service, and only to the extent necessary:

• Stripe — payment processing.
• Vercel — website hosting.
• Email and document storage providers covered by a Business Associate Agreement (BAA) where PHI is involved.

We may also disclose information if required by law, to enforce our Terms, or to protect the rights, property, or safety of AppealFox, our users, or others.

4. Protected Health Information (PHI) and HIPAA

Where we receive PHI in order to draft an appeal, we treat it as PHI under HIPAA and comparable Canadian privacy law (PHIA in Manitoba; PIPEDA federally). A Business Associate Agreement is available on request before any patient information is shared. Ask for one in your first email and we will send it over.

5. Data retention and deletion

We retain appeal-related documents only for as long as needed to deliver the appeal and answer follow-up questions, and then delete them. Our default retention window is 30 days after your appeal is closed. You can ask us to delete your information sooner at any time by emailing finn@appealfox.com.

We retain limited business records (invoices, contact information) for as long as required by applicable tax and accounting law.

6. Security

We use industry-standard safeguards, including encryption in transit (TLS) and at rest, access controls, and limited retention. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

7. Your rights

You can ask us at any time to:

• Confirm what information we hold about you.
• Correct inaccurate information.
• Delete information we no longer need.
• Receive a copy of your information in a portable format.

Email finn@appealfox.com and we will respond within 30 days. Depending on where you live (California, EU/UK, etc.), you may have additional rights under local law.

8. Children

AppealFox is intended for licensed professionals operating private practices. We do not knowingly collect information directly from individuals under 18 years of age. (Pediatric patient information may appear in denial letters provided by therapists; that information is handled as PHI as described above.)

9. International users

AppealFox is operated from Canada. If you access the Service from outside Canada, your information will be transferred to and processed in Canada and the United States (where our vendors operate). By using the Service, you consent to that transfer.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Effective” date at the top. Material changes will be communicated by email to active customers.

11. Contact

Questions, concerns, or requests under this policy: finn@appealfox.com.