Legal

Privacy Policy

Last updated: July 2026

Revasyn LLC ("Revasyn," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website and software platform (collectively, the "Service"). Please read this policy carefully.

1. Information We Collect

We collect information in the following ways:

Information you provide directly:

• Account registration information (name, email address, practice name, phone number)
• Billing information (processed securely by our payment processor - Revasyn does not store full card numbers)
• Practice data you enter into the platform (referral partner contacts, campaign data, audit responses)
• Patient, clinical, billing, and insurance-claim information your practice enters or receives through the platform - processed on your practice's behalf as described in Section 5, including transmission to your claims clearinghouse when you submit claims
• Communications you send to our support team

Information collected automatically:

• Usage data (pages viewed, features used, session duration, click events)
• Device and browser information (browser type, operating system, IP address)
• Cookies and similar tracking technologies (see Section 6)

2. SMS / Text Messaging (Revasyn Signal)

Revasyn Signal enables hearing healthcare practices to send SMS text messages to their patients and leads. The following applies to SMS communications sent through our platform:

• Consent: End users (patients and leads) consent to receive messages when they provide their phone number to a practice - through an in-office intake form, website contact form, or by texting the practice first. Practices are responsible for obtaining proper consent before messaging contacts through Signal.
• Opt-out: Recipients can reply STOP at any time to stop receiving messages. Reply HELP for assistance.
• Message frequency: Message frequency varies based on the practice's communication needs (appointment reminders, recall notices, follow-ups).
• Message and data rates may apply.
• No data sharing: Phone numbers and message content collected through Revasyn Signal are not sold, shared with, or used by third parties for marketing purposes.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process payments and manage your subscription
• Send transactional communications (receipts, account alerts, password resets)
• Send product updates and marketing communications (you may opt out at any time)
• Analyze usage patterns to improve the platform
• Respond to support requests and inquiries
• Comply with legal obligations

We do not sell your personal information to third parties.

4. How We Share Your Information

We may share your information with:

• Service providers: Third-party vendors who assist us in operating the Service (cloud hosting, payment processing, email delivery, analytics). These vendors are contractually bound to handle data only as directed by Revasyn.
• Legal requirements: When required by law, court order, or government authority, or to protect the rights and safety of Revasyn or others.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We do not share, sell, or rent your personal information to advertisers or data brokers. Practices may optionally share aggregate, non-patient performance data with hearing-aid manufacturers through the Vendor Partnerships feature; that sharing is off by default, controlled by the practice, limited to the vendor's own-brand aggregates, and every vendor view is logged for the practice to see (see the Terms of Service, "Vendor / Manufacturer Visibility").

5. HIPAA and Patient Data

Revasyn provides practice-management features that process protected health information (PHI) on behalf of hearing healthcare practices - including patient records, audiograms, clinical notes, appointment and billing records, and patient communications. When a practice stores PHI in the Service, Revasyn acts as a business associate under HIPAA and requires an executed Business Associate Agreement (BAA) with the practice. Contact cpoole@revasyn.com to execute a BAA before storing PHI.

• Safeguards: PHI is encrypted in transit and at rest, access is restricted by role-based and row-level controls, and access to patient records is logged in an audit trail available to the practice.
• Subprocessors: PHI is shared only with subprocessors that support delivery of the Service - cloud hosting and database, medical speech-to-text transcription, HIPAA-eligible AI processing, secure email delivery, SMS/voice carriage, and HIPAA-configured video visits - each bound by a BAA or equivalent contractual safeguards.
• Practice responsibility: the practice remains the covered entity and is responsible for its own HIPAA obligations, including patient consent for communications and appropriate staff access.

5a. AI Features and Patient Data

Some features use artificial intelligence: the Ambient Scribe (transcribing a visit and drafting a clinical note), the AI voice agent (calling patients to schedule appointments), and AI drafting tools. Where these features process PHI, the processing is routed exclusively through HIPAA-eligible AI providers operating under a BAA. Non-clinical AI features (for example marketing copy tools) use separate providers and are not given patient data. We do not permit our AI providers to train their models on your data. AI-generated drafts (notes, messages, call outcomes) are always subject to review by the practice - the practice's clinicians and staff remain responsible for their content.

6. Data Retention

We retain your account information and practice data for as long as your account is active, or as needed to provide the Service. After account termination, we retain data until deletion is requested and typically purge it within 90 days of a verified deletion request. HIPAA-required audit logs are retained for six years as required by law even after other data is deleted. You may request deletion at any time by contacting us.

7. Cookies

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences
• Understand how you use the Service (analytics)

You can control cookies through your browser settings. Disabling cookies may affect the functionality of certain parts of the Service.

8. Security

We implement industry-standard technical and organizational measures to protect your information, including encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of marketing communications
• Data portability (receive your data in a structured format)

To exercise any of these rights, contact us at cpoole@revasyn.com. We will respond within 45 days. We will never discriminate against you for exercising a privacy right, and you may designate an authorized agent to submit a request on your behalf.

10. Children's Privacy

The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from minors for our own purposes. Patient records that a practice enters about minor patients (for example, pediatric hearing care) are processed on the practice's behalf as described in Section 5, under the practice's own privacy notices and legal obligations. If you believe we have inadvertently collected a minor's information outside that role, contact us immediately.

11. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on the Service. Continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Revasyn LLC
cpoole@revasyn.com

Revasyn LLC - Practice growth for hearing healthcare.