Privacy Policy

01Who We Are

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

02What Rootwise Does

Rootwise is a clinical appointment tool. It helps you prepare for healthcare appointments, capture the conversation during your visit, and leave with an AI-generated summary and actionable task list. You are in control of your data at every step.

03Information 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. This information is used solely to generate your appointment summary.
• 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. 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.

04How 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
• 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

05Recording 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 enter a manual post-visit summary. The AI task extraction will still function.

06How 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.
• 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.

07Data 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.

08Your Rights and Choices

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate information in your account
• Delete your account and associated data
• Export your appointment summaries and task lists
• Withdraw consent for recording at any time (this does not affect summaries already generated)

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

09Data Retention

• Recordings: Deleted immediately after summary generation.
• 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.

10Children'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.

11Third-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.

12Changes 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.

13Contact Us

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