Privacy Policy

Effective date: Oct 10th 2026
Last updated: Oct 10th 2026

This Privacy Policy explains how Roots Techvision ("Roots Techvision", "we", "us" or "our") collects, uses, stores, shares and protects personal information in connection with our website at https://rootstechvision.com/ (the "Website") and our medical billing and revenue cycle management related services. It is intended for website visitors, business contacts, clients and, where applicable, individuals whose information is processed in connection with services we provide to healthcare organizations.

Please read this Privacy Policy carefully. By using the Website or engaging with us in relation to our services, you acknowledge that you have read and understood this Policy to the extent it applies to you.

1. Introduction and Scope

This Privacy Policy applies to personal information that Roots Techvision handles in connection with:

- Visits to and use of our Website;
- Enquiries, consultations and other communications sent to us using the contact details or forms on the Website;
- Business discussions, proposals and client onboarding activities with healthcare providers, clinics, physician groups and other organizations; and
- Information processed in connection with medical billing, medical coding support, revenue cycle management (RCM), claims processing, denial management, accounts receivable (A/R) follow-up, payment posting, insurance eligibility verification and related healthcare administrative services that we provide to our clients.

This Policy does not replace any privacy or data protection terms that may be included in a separate written agreement between Roots Techvision and a client. Where there is a conflict between this Policy and a specific agreement, that agreement will generally govern our obligations in relation to the services covered by it, to the extent permitted by applicable law.

2. Company Identity and Contact Information

Roots Techvision is a medical billing and revenue cycle management service provider based in India and serving healthcare organizations, primarily in the United States.

For privacy-related questions, requests or concerns, you may contact us at:

Company: Roots Techvision
Legal entity name: Roots Techvision
Registered business address: 1065 SW 8th St #1412, Miami, FL, 33130
Website: https://rootstechvision.com/
Privacy contact email: info@rootstechvision.com

Please do not include sensitive patient information or Protected Health Information (PHI) in ordinary email or website enquiries unless we have specifically agreed on a secure method for doing so.

Roots Techvision RCM is located in Miami, FL. For data protection inquiries, please contact our administrative office using the details provided below.

3. Types of Personal Information Collected

The types of personal information that Roots Techvision may collect and handle depend on how you interact with us and the services we provide. They may include:

- Basic identifiers such as name, job title and role;
- Business contact details such as email address, telephone number and mailing address;
- Organization, clinic or practice information, including specialty, size and location;
- Enquiry details, consultation requests and information you choose to share with us when you contact us;
- Client onboarding and contractual information, including contact persons, billing details and service configuration information; and
- Information relating to patients and claims that we process on behalf of our healthcare clients, where this is necessary for authorized medical billing and RCM services (see Section 6 below).

We may also collect certain technical information related to Website usage, as described in Section 8.

We collect essential personal identifiers, professional credentials, and business contact data necessary for service delivery.

4. Information Collected Through Enquiry and Contact Forms

When you contact us through the Website, by email or by other communication channels, we may collect the information you provide, such as:

- Your name and business contact details;
- The name and details of your organization, clinic or practice;
- The nature of your enquiry, including information about your current billing or revenue cycle processes;
- Any other information you choose to include in your message.

We use this information to respond to your enquiry, schedule consultations, provide information about our services and, where appropriate, to prepare proposals or enter into agreements with you or your organization.

Please avoid including patient-specific information or PHI in general enquiry forms or emails unless we have agreed on a secure and appropriate process for doing so.

5. Business Contact Information and Client Onboarding Data

When we engage with healthcare providers and other organizations as potential or existing clients, we may collect and process business contact and onboarding information, such as:

- Names, roles and contact details of key contacts and decision-makers;
- Organizational details, including legal entity information, practice locations and specialties;
- Information about existing billing, coding, claims and revenue cycle workflows;
- Contractual and billing information, including invoicing details and payment terms; and
- Operational instructions and preferences relevant to the services we provide.

This information is used to evaluate potential engagements, set up and manage client accounts, configure services, communicate about ongoing work and maintain our business relationship.

Onboarding data includes professional identifiers and practice management details required to establish secure service protocols.

6. Patient Information and Protected Health Information (PHI)

Roots Techvision intends to provide medical billing, medical coding support, revenue cycle management, claims processing, denial management, A/R follow-up, payment posting, insurance eligibility verification and related healthcare administrative services to healthcare providers and organizations. In doing so, we may process patient information, including Protected Health Information (PHI), on behalf of our clients.

Examples of PHI and related patient information that may be processed in connection with our services include, where authorized and applicable:

- Patient identifiers and demographic details provided by the client;
- Information about visits, encounters, diagnoses and procedures;
- Insurance and payer information, including policy and coverage details;
- Claim, billing and payment information, including explanations of benefits (EOBs) and remittance data;
- Information related to denials, appeals and A/R follow-up activities.

We handle such information only for authorized purposes and in accordance with applicable law, client instructions and the terms of our agreements with each client. Where required, Roots Techvision and the client will enter into a Business Associate Agreement (BAA) or similar data protection agreement that defines the permitted uses and disclosures of PHI, the responsibilities of each party and the safeguards that must be implemented.

Patient information processed in this context is not used for unrelated marketing or shared with unauthorized third parties. Patients should not use general Website forms to submit PHI unless a specific, secure and approved process has been established and communicated by the relevant healthcare provider and Roots Techvision.

We process Protected Health Information (PHI) exclusively for revenue cycle management tasks, adhering to strict HIPAA safeguards.

7. Purposes and Legal Grounds for Processing

Roots Techvision processes personal information for purposes that may include:

- Operating, maintaining and improving our Website and services;
- Responding to enquiries, consultation requests and other communications;
- Evaluating potential client relationships and preparing proposals;
- Entering into and performing contracts with clients and vendors;
- Providing medical billing, coding support, RCM and related services to clients, including claims processing, denial management, A/R follow-up, payment posting and insurance eligibility verification;
- Managing client accounts, invoicing and payments;
- Complying with legal, regulatory and professional obligations; and
- Protecting our rights, property, operations and the security of information we handle.

The legal grounds for processing personal information depend on the context and applicable law. They may include one or more of the following, as relevant:

- Your consent, where you have provided it for a specific purpose;
- The need to enter into or perform a contract with you or your organization;
- Our legitimate interests in operating and improving our services, managing our business relationships and protecting our operations, balanced against your interests and rights; and
- Compliance with legal obligations to which we are subject.

Where specific legal bases, consents or formalities are required under applicable law (including Indian or US requirements), these should be confirmed and documented in the relevant agreements, notices or internal records.

Data processing is conducted based on contract performance, legal compliance, and legitimate service interests.

8. Website Logs, IP Addresses and Technical Information

When you visit the Website, certain technical information may be logged automatically by our hosting platform or service providers. This may include:

- IP address and approximate location based on IP;
- Browser type and version;
- Device type, operating system and settings;
- Referring and exit pages; and
- Date, time and duration of visits, and general usage patterns.

This information is typically used to operate the Website, maintain security, understand general usage trends and improve performance. It is not intended to be used to identify individual visitors unless this is necessary for security, fraud prevention or to comply with legal obligations.

We log technical identifiers to ensure platform stability, prevent unauthorized access, and improve user experience.

9. Cookies, Analytics and Tracking Technologies

The Website may use cookies and similar technologies to support its basic functionality, improve user experience and, where configured, enable analytics or other features.

Depending on the final configuration of the Website and any integrated tools, cookies and similar technologies may be used to:

- Remember user preferences and settings;
- Support security and session management;
- Measure Website performance and usage trends; and
- Enable certain embedded services or integrations.

We use standard analytics tools to facilitate website navigation and assess the effectiveness of our content.

10. How We Use Information

Roots Techvision may use personal information for purposes that include:

- Communicating with you about enquiries, consultations and potential or existing engagements;
- Providing, managing and improving our medical billing, coding support, RCM and related services;
- Configuring and maintaining client accounts and service settings;
- Processing claims, payments, denials and A/R activities on behalf of clients, in accordance with their instructions and applicable law;
- Managing our internal operations, including quality assurance, training and auditing;
- Complying with legal, regulatory and professional requirements; and
- Protecting our rights, interests and the security of our systems and information.

Where we process PHI on behalf of clients, our use of that information is limited to the purposes permitted by the relevant agreements and applicable law.

11. Information Sharing and Disclosures

We may share personal information, including PHI where applicable, in the following circumstances:

- With clients and their authorized representatives, in connection with the services we provide to them;
- With vendors and service providers who support our operations (for example, IT, hosting, security, communication or professional services), subject to appropriate confidentiality and data protection obligations;
- With professional advisors, such as legal, accounting or consulting firms, where necessary for legitimate business purposes;
- With authorities, regulators, courts or other third parties where required by law, regulation, legal process or to protect our rights, safety or property or that of others; and
- In connection with a business transaction, such as a merger, acquisition, reorganization or asset transfer, subject to appropriate safeguards and applicable law.

We do not sell personal information or PHI, and we do not share PHI with third parties for their independent marketing purposes.

12. International Data Transfers

Roots Techvision is based in India and provides services to clients, including those located in the United States. As a result, personal information, including PHI where applicable, may be transferred between India, the United States and other locations where clients, payers or service providers are based, to the extent necessary for the purposes described in this Policy and in our agreements with clients.

Where international data transfers occur, we aim to handle personal information in accordance with applicable data protection requirements. The specific mechanisms, contractual safeguards or legal bases for such transfers (for example, contractual clauses or other measures) should be confirmed and documented in the relevant agreements and internal records, taking into account the laws that apply to the client, the data subjects and Roots Techvision.

13. Data Retention and Deletion

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to:

- Provide and support our services;
- Maintain business and financial records;
- Comply with legal, regulatory and professional obligations; and
- Resolve disputes and enforce our agreements.

Retention periods may vary depending on the type of information, the nature of our relationship with the individual or client, and the requirements of applicable law. In some cases, clients may instruct us to retain or delete information in accordance with their own policies and obligations.

Specific retention periods, deletion procedures and storage arrangements for different categories of information should be confirmed and documented internally and, where appropriate, reflected in client agreements or additional notices.

14. Data Security and Access Controls

Roots Techvision aims to implement appropriate administrative, technical and physical safeguards to protect personal information, including PHI handled on behalf of clients, taking into account the nature of the information and the risks associated with its processing.

Specific security controls, technologies and certifications may vary over time and should be evaluated and documented based on the actual operating environment, applicable legal and contractual requirements and industry expectations.

We limit access to personal information to personnel and service providers who have a legitimate need to know it for the purposes described in this Policy and in our agreements, and who are subject to appropriate confidentiality obligations.

Roots Techvision RCM employs encryption, monitoring, and audit logs to protect systems and data at rest and in transit.

15. Individual Privacy Rights and Requests

Depending on applicable law and the context in which we process personal information, individuals may have certain rights in relation to their personal data. These may include rights to request access, correction, deletion, restriction, objection or data portability, or to withdraw consent where processing is based on consent.

To submit a privacy-related request or question to Roots Techvision, you may contact us at info@rootstechvision.com. When you do so, please provide enough information for us to understand and respond to your request, and to verify your identity where required.

Requests relating to PHI that we process on behalf of healthcare provider clients may need to be directed to the relevant healthcare provider, who is typically responsible for handling patient rights under applicable health privacy laws. In such cases, we may refer your request to the client or work with them to respond, in accordance with our agreement and applicable law.

The specific rights available to you, and the timelines and procedures for responding to requests, depend on the laws that apply to your situation. These should be confirmed based on the jurisdictions and regulations that are relevant to Roots Techvision and its clients.

Users and patients have specific rights to view or update data, as governed by their respective regional privacy statutes.

16. Indian Privacy and Data Protection Requirements

As an India-registered business, Roots Techvision is subject to applicable Indian laws and regulations relating to data protection and privacy. This may include, as and when in force and applicable, the Digital Personal Data Protection Act, 2023 and related rules or guidance.

The extent to which specific provisions apply will depend on factors such as the nature and volume of personal data processed, the role in which Roots Techvision acts (for example, as a data fiduciary or data processor/service provider) and the locations of data principals.

Before publishing this Policy, the applicability of the Digital Personal Data Protection Act, 2023 and any other relevant Indian requirements to Roots Techvision’s activities should be reviewed with appropriate advisors, and any necessary updates or additional notices should be incorporated.

17. US Privacy Considerations

Roots Techvision provides services to healthcare organizations in the United States. Certain US federal or state privacy requirements may apply to the activities of our clients and, in some cases, to Roots Techvision in connection with services we provide.

This may include, for example, health privacy and security requirements that apply to covered entities and their business associates, as well as general consumer or data protection laws in specific states, where relevant.

This Policy does not attempt to list every possible US law that could apply. Instead, the specific obligations that apply to Roots Techvision and its clients should be determined based on the services provided, the locations of clients and data subjects, and the applicable legal framework.

18. Healthcare Information, HIPAA and Business Associate Responsibilities

When Roots Techvision processes PHI on behalf of US healthcare providers and other covered entities or their business associates, we generally do so as a business associate or subcontractor under the US Health Insurance Portability and Accountability Act of 1996 (HIPAA) and related regulations, to the extent applicable.

In such cases, the permitted uses and disclosures of PHI, the safeguards to be implemented and the responsibilities of each party are typically set out in a Business Associate Agreement (BAA) or similar contract between Roots Techvision and the client (and, where relevant, upstream entities).

Roots Techvision does not use or disclose PHI in ways that are inconsistent with applicable law, the relevant BAA or client instructions. PHI is not used for unrelated marketing or shared with unauthorized third parties.

We do not claim in this Policy to have any particular certification, accreditation or security standard unless and until such status has been formally obtained and verified.

We maintain organizational security protocols required for HIPAA Business Associates to protect PHI integrity.

19. Children’s Privacy

The Website and our services are not directed to children. We do not knowingly collect personal information directly from children through the Website. Any PHI relating to minors that is processed in connection with our services is handled only as authorized by our healthcare clients and applicable law.

If you believe that a child has provided personal information to us directly through the Website, please contact us at info@rootstechvision.com so that we can review and address the situation as appropriate.

20. Third-Party Websites and External Links

The Website may contain links to third-party websites, services or resources that are not operated or controlled by Roots Techvision. This Privacy Policy does not apply to those external sites or services.

We are not responsible for the privacy practices, security or content of third-party websites. When you follow a link to another site, you should review the privacy policy and terms applicable to that site before providing any personal information.

We have no control over the privacy practices of external websites linked from our platform.

21. Data Breach Handling and Notifications

Roots Techvision aims to maintain processes for identifying, assessing and responding to potential data incidents involving personal information, including PHI handled on behalf of clients.

If a data incident occurs, we will evaluate it in light of applicable legal and contractual requirements, and we will coordinate with affected clients and, where required, relevant authorities to determine appropriate notifications and remedial actions.

Specific incident response procedures, notification timelines and responsibilities should be confirmed based on applicable law, client agreements and the actual security framework in place.

[CONFIRM INCIDENT RESPONSE AND NOTIFICATION PROCEDURES BEFORE PUBLICATION]

Roots Techvision RCM maintains incident response plans, including notification protocols for clients and authorities.

22. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, practices, legal requirements or other factors. When we make material changes, we will update the "Last updated" date at the top of this Policy and may provide additional notice where appropriate.

We encourage you to review this Policy periodically to stay informed about how we handle personal information.

23. Contact Details

If you have any questions, concerns or requests relating to this Privacy Policy or to how Roots Techvision handles personal information, you may contact us at:

Company: Roots Techvision
Legal entity name: Roots Techvision
Registered business address: 1065 SW 8th St #1412, Miami, FL, 33130
Website: https://rootstechvision.com/
Privacy contact email: info@rootstechvision.com

Please do not include PHI or other highly sensitive information in general email or Website enquiries unless we have agreed on a secure and appropriate process for doing so.