Privacy Policy

Overview

AppealSmith helps you prepare insurance appeal letters. Doing that means briefly handling sensitive documents, so we collect as little as possible, delete source files as soon as we've read them, and never sell your data.

This policy explains what we collect, why, how long we keep it, and the choices you have.

Information we collect

Account information: the email address you use to sign in. We use email magic links, so we don't store passwords.

Documents you upload: denial letters, Explanation of Benefits, and policy documents. These often contain protected health information. We process them to extract the facts needed for your appeal.

Case details: the anonymized, structured facts pulled from your documents — denial codes, dates, amounts, plan type, and state.

Payment information: when you buy an appeal package, payment is handled by our payment processor, Razorpay. Your card details never touch our servers — we receive only a payment confirmation and a reference id.

How we use your information

We use your information to read your denial, produce your free verdict, generate your appeal letter, track your filing deadline, and provide support. We also use aggregated, de-identified outcomes to improve our win-rate estimates.

We do not sell your personal information or use your documents to train third-party models without your consent.

Document retention and deletion

Uploaded source files are deleted immediately after we extract the facts we need — typically within seconds of processing. We retain only the anonymized case details required to build and track your appeal.

The link between your email and your internal case ID is kept only in our primary database, separate from the de-identified case data.

Where your data is processed and stored

Your documents, case details, and appeal letters are processed and stored on infrastructure located in the United States. Our application servers and our primary database both run in a US region, and the AI providers that read your documents to extract case facts are US-based companies operating on US infrastructure.

We chose this deliberately: your health information stays within US jurisdiction, under US law, for its entire life in our systems.

Two narrow exceptions are worth naming plainly. First, payments are processed by Razorpay, which operates from India — it receives your name, email, and billing details in order to take payment. It never receives your documents, your health information, or any details of your claim. Second, AppealSmith is operated by a small team based in India, which means support and administrative staff may access account and case data from outside the United States when helping you or maintaining the service.

Apart from those two, your information does not leave US infrastructure.

How we share information

We share information only with service providers who help us run AppealSmith (such as our payment processor and infrastructure providers), and only as needed to deliver the service. We may disclose information if required by law.

You are always the author and sender of your appeal — we do not file or transmit anything to your insurer on your behalf.

Security

We use encryption in transit, access controls, and data-minimization practices designed to a healthcare-grade standard. No system is perfectly secure, but we limit what we hold so there is little to expose.

Your choices and rights

You can request access to or deletion of your account data at any time by contacting us. Because we delete source documents automatically and store only minimal anonymized case data, there is very little personal information to remove.

Depending on where you live, you may have additional rights under laws such as the CCPA.

Changes to this policy

If we change this policy, we'll update the date above and, for material changes, provide a more prominent notice.

Contact us

Questions about your privacy? Email us at support@appealsmith.com and we'll help.