Privacy Policy

1. Introduction

RL4, LLC d/b/a Vetriq ("VETRIQ," "we," "us," or "our") is committed to protecting the privacy and security of your information. This Privacy Policy describes how we collect, use, disclose, and protect information when you use our website, applications, and services (collectively, the "Services").

VETRIQ provides software-as-a-service solutions that deliver financial reconciliation, analytics, and reporting services to healthcare providers. Our platform receives healthcare data from insurance companies, financial institutions, and medical providers. We process this information to produce outputs that can be transmitted to financial institutions for payment reconciliation purposes. We do not process payments or handle funds directly. Because our Services involve the processing of Protected Health Information ("PHI") as defined by the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), we are required by law to maintain robust privacy and security practices. For a detailed accounting of how we use and disclose PHI, see our Notice of Privacy Practices.

By using our Services, you agree to the terms of our policies and practices. If you do not agree, please do not use our Services.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you voluntarily provide when using our Services. Through our public website, we may collect basic contact information such as your name, email address, phone number, company name, and job title when you request information about our Services or contact us.

Through our SaaS application, we may collect account information including your name, contact information, email address, phone number, mailing address, business name, username and password, and job title. We also collect Customer Data through the application, which includes healthcare revenue data, medical service cost information, and related PHI. This may include patient billing records with diagnosis and procedure codes and other information necessary to categorize correspondence, convert unstructured data to standard formats, and reconcile payment data.

Additionally, we collect information when we conduct customer and consumer interviews for product enhancements and marketing activities or you contact us for technical support.

2.2 Information Collected Automatically

When you access our Services, we automatically collect certain device and usage information, which may include your IP address and general location information, browser type and version, operating system, device identifiers, pages visited and features used, date and time of access, and referring URLs. We may also create server logs which record requests made to our systems, error reports, performance data, authentication attempts, and system access.

2.3 Information from Third Parties

We may receive information about you from third parties, including business partners, identity verification services, credit reporting agencies, and publicly available sources.

3. How We Use Your Information

We use the information we collect to operate, maintain, and provide the features of our Services, process transactions, and send related information. We use your information to respond to your comments, questions, and support requests, and to monitor and analyze usage patterns and trends in order to develop new products, services, and features. Your information helps us personalize and improve your experience with our Services.

We use your information to send you administrative communications such as service updates, security alerts, and support messages. With your consent where required by law, we may also send you marketing communications. We use your information to respond to inquiries and fulfill your requests.

Your information is essential for protecting against fraud, unauthorized transactions, and other liability. We use it to verify identity and prevent unauthorized access, comply with our legal obligations, enforce our agreements, and investigate and address violations of our Terms of Service.

We conduct research and analysis to improve our Services and generate aggregated, de-identified data for industry insights. We also use de-identified data to train, validate, and improve our machine learning models and algorithms to enhance the accuracy and efficiency of our automation services. We also use your information to measure the effectiveness of our marketing efforts.

4. How We Share Your Information

We do not sell your personal information.

We share information with third-party vendors who perform services on our behalf, including cloud hosting and infrastructure providers, customer support platforms, analytics providers, and email delivery services. These providers are contractually obligated to use your information only for the services they provide to us and to maintain appropriate security measures.

We transmit financial data to certain business partners for payment reconciliation purposes. We do not process payments or handle funds on your behalf.

If VETRIQ is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction.

We may disclose your information if required by law, in response to legal action (e.g. court orders, subpoenas, or legal process), in response to requests from government authorities, to protect our rights, privacy, safety, or property, to enforce our Terms of Service, or to avert or in response to an emergency proclamation or disaster.

We may share aggregated or de-identified information that cannot reasonably be used to identify you. This data may be used for industry analysis, research, and other purposes.

5. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction.

We adhere to industry best practices when deploying technical safeguards to protect your data, which may include encryption of data in transit using TLS/SSL and at rest using AES-256, firewalls and intrusion detection systems, regular security assessments and penetration testing, multi-factor authentication for system access, and role-based access controls.

Our organizational safeguards include employee background checks, security awareness training for all employees, confidentiality and nondisclosure agreements, HIPAA Business Associate and Business Associate Subcontractor Agreements, incident response procedures, and regular security audits.

Our physical safeguards include hosting data in SOC 2 certified data centers with physical access controls and monitoring, as well as environmental controls and redundancy.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Services to you, comply with legal obligations, resolve disputes and enforce agreements, and fulfill the purposes described in this Privacy Policy. When information is no longer needed, we securely delete or anonymize it. Retention periods vary based on the type of information and applicable legal requirements.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information.

You may request access to the personal information we hold about you and receive a copy in a portable format. You may request that we correct inaccurate or incomplete personal information. You may request that we delete your personal information, subject to certain exceptions such as legal retention requirements.

You may opt out of receiving marketing communications by clicking the "unsubscribe" link in our emails, contacting us at privacy@vetriq.com, or updating your account preferences.

If applicable laws grant you the right to opt out of "sharing" for targeted advertising, you may exercise this right by contacting us. We will not discriminate against you for exercising your privacy rights.

To exercise any of these rights, please contact us using the information in Section 12. We will respond to your request within the timeframe required by applicable law.

8. State-Specific Privacy Rights

8.1 California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act. You have the right to know the categories and specific pieces of personal information we have collected about you, the sources of collection, our purposes for collection, and the categories of third parties with whom we share information. You have the right to request deletion of your personal information, subject to certain exceptions, and the right to request correction of inaccurate personal information. You may opt out of the sale or sharing of personal information and limit the use of sensitive personal information to purposes necessary to provide the Services.

The categories of personal information we collect include identifiers, commercial information, internet activity, professional information, and inferences drawn from this information. We collect this information directly from you, automatically through your use of our Services, and from third parties for the purposes described in Section 3 of this Privacy Policy. We disclose personal information to service providers as described in Section 4.

To submit a request, contact us at privacy@vetriq.com or call the number provided on our website. We may verify your identity before processing your request.

8.2 Other State Privacy Laws

Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws may have similar rights. Please contact us to exercise your rights under applicable state law.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. Essential cookies are required for the operation of our Services, including authentication and security. Functional cookies enable enhanced functionality and personalization. Analytics cookies help us understand how visitors interact with our Services. Marketing cookies are used to deliver relevant advertisements only with your consent where required by law.

You can manage cookies through your browser settings. Most browsers allow you to view cookies stored on your device, delete cookies individually or in bulk, block all cookies or only third-party cookies, and set preferences for specific websites. Note that disabling certain cookies may affect the functionality of our Services.

Some browsers offer a "Do Not Track" setting. We currently do not respond to DNT signals, but we honor opt-out preferences expressed through other means.

10. Third-Party Links and Services

Our Services may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you access.

11. Children's Privacy

Our Services are not directed to children under the age of 16 and we do not knowingly or intentionally collect information directly from children. However, we may receive data from and process data to our business partners for services rendered to children under 16.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

For privacy-related complaints, you may also contact the U.S. Department of Health and Human Services or other government authority in your jurisdiction.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will publish the updated Privacy Policy on our website and update the "Last Updated" date at the top of this Policy. Your continued use of our Services after any changes constitutes acceptance of the updated Privacy Policy.

14. Additional Information for Business Customers

If you are a business customer using our Services to process data on behalf of your clients, you are the custodian of the data and system of record. It is your responsibility to determine the purposes and means of processing your client data through our Services. We act as the data processor and process data on your behalf according to your instructions and our Terms of Service. Our Terms of Service include data processing provisions that govern our handling of customer data. If you are a Covered Entity or Business Associate or Business Associate Subcontractor as defined by HIPAA, please refer to our Business Associate Agreement or Business Associate Subcontractor Agreement.

RL4, LLC d/b/a Vetriq
A Delaware Limited Liability Company