Privacy Policy

01

Who we are

The Rootwise App is operated by Rootwise, LLC, a Michigan limited liability company ("Rootwise," "we," "us," or "our"). We operate the Rootwise mobile application (the "App") and related services.

02

What Rootwise does

Rootwise is a clinical appointment tool. It helps you prepare for healthcare appointments, track how you feel between them, capture the conversation during your visit, and leave with an AI-generated summary and actionable task list that you can correct, export, and add to your calendar. You are in control of your data at every step.

03

Information we collect

a. Information you provide

• Account information: Email address and password when you create an account.
• Pre-appointment intake: Health history, symptoms, and context you enter before an appointment. Drafts are saved on your device as you type and are not transmitted to us until you continue to the recording step. This information is used solely to generate your appointment summary.
• Daily check-in entries: Symptoms you tap, symptoms you add yourself, and any optional notes you write in the daily check-in. See Section 06.
• Post-visit notes: If you write up your visit yourself instead of recording it, the text you enter. This text is transmitted only to generate your summary and task list, and is not stored separately from the summary it produces.
• Recording consent: Your affirmative acknowledgment of the recording disclosure before any session begins.

b. Information generated during use

• Appointment recordings: Audio recorded during your appointment session. Recordings are processed immediately and permanently deleted from our servers after your summary is generated. We do not store raw audio.
• Appointment summaries: AI-generated text summaries and task lists created from your recording or your written notes, including any edits you make to them. These are stored in your account until you delete them.
• Usage data: App interactions, session timing, and error logs used to maintain and improve the App.

c. Information collected automatically

• Device information: Device type, operating system version, and app version.
• Log data: IP address, access times, and crash reports.

04

How we use your information

We use the information we collect to:

• Provide, operate, and maintain the App and its features
• Generate your appointment summary and task list
• Reflect your recent daily check-ins in the summary you generate
• Authenticate your identity and maintain account security
• Diagnose technical problems and improve App performance
• Comply with legal obligations
• Communicate with you about your account or the App

05

Recording and audio data

Recording requires your explicit consent. Before any recording begins, you must affirmatively agree to the recording disclosure. You may decline at any time.

If your healthcare provider does not consent to being recorded, you may skip the recording feature and write up the visit yourself instead. The AI summary and task extraction will still function.

06

Daily check-in data

The daily check-in lets you log how you felt on a given day — symptoms you select from a list, symptoms you add in your own words, and an optional free-text note. Using it is entirely optional.

Your day-to-day entries are stored on your device. We do not maintain a separate check-in history on our servers, and the context sent when you generate a summary is used to produce that summary and is not retained separately afterward. What remains is the summary itself, in your account, until you delete it.

Because entries live on your device, deleting the App or the device data removes them, and they are not restored by signing in on a new device. You can also delete individual entries within the App. If you would rather your check-ins not inform a summary, skip the check-in — no other feature depends on it.

07

AI processing

Your summary and task list are produced by third-party artificial intelligence services acting as our processors. Depending on how you capture the visit, the content sent for processing may include your appointment recording or its transcript, the notes you wrote before or after the visit, and the check-in context described in Section 06.

These providers are bound by data processing agreements that limit them to processing your content for the purpose of returning your summary. Content transmitted for AI processing is not used to build advertising profiles. AI-generated output can be inaccurate or incomplete; you can edit any summary or task list, and the edited version is what we store.

08

How we share your information

We do not sell, rent, or trade your personal information. We may share information only in the following limited circumstances:

• Service providers: Third-party vendors who assist in operating the App (such as cloud infrastructure and authentication providers), bound by data processing agreements.
• AI processing services: The providers that generate your summary and task list, on the terms described in Section 07.
• Legal compliance: When required by law, court order, or governmental authority.
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice provided to you.
• With your consent: For any other purpose with your explicit permission.

Mobile information and SMS opt-in data: No mobile information, phone numbers, or SMS opt-in consent will be shared with third parties or affiliates for marketing or promotional purposes. Phone numbers provided for SMS notifications (such as waitlist confirmations and app launch alerts) are used solely by Rootwise, LLC for the purposes you consented to, and are transmitted only to the SMS messaging service provider strictly to deliver the messages you requested.

09

Data storage and security

Your account data is stored using industry-standard cloud infrastructure with encryption at rest and in transit. We implement reasonable administrative, technical, and physical safeguards to protect your information.

No method of transmission or storage is 100% secure. If a security incident occurs that affects your health information, we will notify you as required under applicable law, including the FTC Health Breach Notification Rule.

10

Your rights and choices

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate information in your account, including editing any AI-generated summary or task item directly in the App
• Delete your account and associated data, individual appointments, or individual check-in entries
• Export your appointment summaries and task lists, including saving or printing a summary as a PDF from the App
• Withdraw consent for recording at any time (this does not affect summaries already generated)
• Decline the check-in entirely — it is optional, and skipping it does not limit any other feature

To exercise any of these rights, contact us at privacy@rootwisehealth.org.

11

Data retention

• Recordings: Deleted immediately after summary generation.
• Transcripts and post-visit notes: Not retained. They exist only for as long as it takes to produce your summary.
• Daily check-in entries: Held on your device, not on our servers, until you delete them or remove the App.
• Appointment summaries and task lists: Retained until you delete them or your account is deleted.
• Account information: Retained while your account is active and for a reasonable period after deletion to comply with legal obligations.
• Usage and log data: Retained for up to 12 months.

12

Children's privacy

The App is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately at privacy@rootwisehealth.org.

13

Third-party links and services

The App may reference third-party services or integrate with your device's calendar. We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies.

Calendar events. When you add an action item to your calendar, the text of that item — which may describe a test, a medication, or a follow-up — is written to your device's calendar. From that point it is governed by your calendar provider's privacy policy, not this one, and it may sync to any other device or account connected to that calendar. Nothing is added to your calendar unless you tap to add it.

Exported PDFs. A summary you save, print, or share as a PDF leaves the App and is no longer covered by this policy or by our deletion practices. Where it goes next is up to you.

14

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify you through the App or by email if the changes are material. Continued use of the App after changes are posted constitutes your acceptance of the updated policy.

15

Contact us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us at: