Privacy Policy
Last Updated: May 15, 2026

Purpose of Privacy Policy

Record Rx, LLC (“Record Rx,” “RecordRx,” “we,” “our,” or “us”) is committed to protecting your information. This Privacy Policy describes how we collect, use and disclose information through: our website located at www.RecordRx.com; social media pages that we control, from which you are accessing this Privacy Policy (“Social Media Pages”); HTML-formatted email messages that we send to you that link to this Privacy Policy or other communications with you; and other offline interactions you have with us. Collectively, we refer to the website, Social Media Pages, emails, and offline business interactions as the “Services.” If you are using our web-based or mobile application platform (the “Platform”) as a patient or authorized recipient of records, please also review our Web-based and Mobile Application Platform Privacy Policy to learn more about how we process information collected through the Platform. Record Rx provides medical records coordination, aggregation and retrieval services to commercial referral sources (including personal injury law firms and life settlement firms), healthcare providers, business partners and the patients they serve. The handling of protected health information (“PHI”) obtained through our services on behalf of healthcare providers is governed by the Health Insurance Portability and Accountability Act (“HIPAA”) and the applicable Business Associate Agreement (“BAA”) between Record Rx and the relevant covered entity. This Privacy Policy describes how we handle information collected through the Services described above; it does not modify any obligations of Record Rx under HIPAA or any BAA. For information about the privacy practices that apply to PHI specifically, please refer to the Notice of Privacy Practices provided to you at the time of your account creation.

Table of Contents

Personal and Other Information We Collect and How We Collect It

How We Use and Process Your Information

Disclosure of Your Information

Interest-Based and Third-Party Advertising

Transfer and Storage of Your Information

Data Retention

Security

Sensitive Information

Children

Your Choices Regarding Direct Marketing

Your Rights

External or Third-Party Links

Changes to the Privacy Policy

How to Contact Us

Additional Information Regarding California

Personal and Other Information We Collect and How We Collect It

Personal Information

“Personal Information” means any information that can be used to identify you as an individual or is reasonably linkable, directly or indirectly, to a specific natural person. The Services collect the following kinds of Personal Information: name, mailing address, telephone number, email address, other contact information, date of birth, prior names or maiden name, last four digits of Social Security Number (where required for records-release verification), case or matter identifier (where applicable), referral source identifier, health-related information and IP address. We collect Personal Information in order to provide the requested Services to you. If you do not provide the information requested, we may not be able to provide the Services. If you disclose any Personal Information relating to other people to us or to our service providers in connection with the Services, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy. We and our service providers collect Personal Information in a variety of ways, including through the Services generally and from other sources.

Through the Services

We collect Personal Information through the Services, for example, when you register an account, complete the patient signup workflow, sign HIPAA forms, request information about our services or otherwise communicate with us.

Other Sources

We may receive your Personal Information from other sources, for example from healthcare providers, our contracted telehealth network, our affiliated records-retrieval technology platform, your referral source (such as your attorney or life settlement broker), business partners and publicly available databases when they share the information with us in connection with our medical records coordination and retrieval services.

Other Information

“Other Information” refers to any information that does not reveal your specific identity or does not directly relate to an identifiable individual, and includes information such as the type of Internet browser and operating system used; domain name of the website from which you came; number of visits; average time spent on the site; and pages viewed. We may use Other Information, for example, to monitor the relevancy of our website and improve its performance or content. We may use and disclose Other Information for any purpose, except where we are required to do otherwise under applicable law. If we are required to treat Other Information as Personal Information under applicable law, we may use and disclose it for the purposes for which we use and disclose Personal Information as detailed in this Policy. In some instances, we may combine Other Information with Personal Information. If we do, we will treat the combined information as Personal Information as long as it is combined. We collect Other Information in a variety of ways, including from your browser or device; cookies; clear gifs / web beacons; analytics; third-party plugins; and third-party online tracking.

From Your Browser or Device

Certain information is collected by most browsers or automatically through your device, such as your Media Access Control (MAC) address, computer type (Windows or Mac), screen resolution, operating system name and version, device manufacturer and model, language, Internet browser type and version and the name and version of the Services you are using. We use this information to ensure that the Services function properly.

Cookies

We use cookies on our website. Cookies are small files that are stored on your computer by your web browser. A cookie allows our website to recognize whether you have visited before and may store user preferences and other information. If you are concerned about having cookies on your computer, you can set your browser to refuse all cookies or to indicate when a cookie is being set, allowing you to decide whether to accept it. You can also delete cookies from your computer. However, if you choose to block or delete cookies, certain features of the website may not operate correctly. For more information, please refer to our Cookie Policy.

Clear Gifs

We may employ a software technology called clear gifs (also known as web beacons, web bugs or pixel tags) along with other technologies such as e-tags and JavaScript that help us better manage content on our site by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies that are used to track the online movements of web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on web pages. We do not tie the information gathered by clear gifs to our users’ Personal Information.

Analytics

We partner with certain third parties to obtain the automatically collected information discussed above and to engage in analysis, auditing, research and reporting. These third parties may use web logs or web beacons, and they may set and access cookies on your computer or other device.

Third-Party Plugins

Our website may include plugins from other companies, including social media companies. These plugins may collect information, such as information about the pages you visit, and share it with the company that created the plugin even if you do not click on the plugin. These third-party plugins are governed by the privacy policies and terms of the companies that created them.

Aggregated and De-identified Information

From time to time, we may also collect and share aggregated or deidentified information about users of the Services. Such aggregated or deidentified information will not identify you personally.

How We Use and Process Your Information

We and our service providers use the Personal Information that we collect for the following purposes:

  • Providing the functionality of the Services and fulfilling your requests. We use Personal Information to provide the Services’ functionality to you, such as creating and arranging access to your registered account; responding to your questions or requests concerning the Services; providing customer service; coordinating telehealth appointments through our contracted clinical network; coordinating the retrieval, aggregation, and delivery of medical records to authorized recipients; completing your transactions and verifying your information; sending administrative information to you, such as changes to our terms, conditions, and policies; and delivering confirmations, account information, notifications and similar operational communications. We engage in these activities to manage our contractual relationship with you and to comply with a legal obligation.
  • Analyzing information for business reporting and improving our Services. We analyze information to prepare aggregated trend reports on how our digital content is used so we can improve our Services; to improve the user experience and quality of our products and Services generally; and to better understand user preferences. We do so based on our legitimate interests.
  • Aggregating and/or anonymizing Personal Information. We may aggregate and/or anonymize Personal Information so that it will no longer be considered Personal Information. We do so to generate other data for our use, which we may use and disclose for any purpose, as it no longer identifies you or any other individual.
  • Accomplishing our business purposes. We may use Personal Information for data analysis to improve the efficiency of our Services; for audits, to verify that our internal processes function as intended and to address legal, regulatory or contractual requirements; for fraud prevention and security monitoring; for developing new products and services or improving our existing Services; for identifying usage trends; to comply with legal and/or regulatory requirements; and to manage our business. We engage in these activities to manage our contractual relationship with you, to comply with a legal obligation and/or based on our legitimate interest.

We may link information gathered through the website with information that we collect in other contexts. In that event, we will handle the combined information in a manner consistent with this Privacy Policy.

Disclosure of Your Information

We disclose Personal Information to third-party service providers who support our Services and via other means described below. You also may disclose your Personal Information yourself.

Third-Party Service Providers

Record Rx uses third-party service providers that perform services on our behalf, including web-hosting companies, mailing vendors, analytics providers, e-signature platforms, identity verification vendors, telehealth provider networks, medical records retrieval and aggregation platforms, and case-management or dashboard delivery vendors. These service providers may collect and/or use your information, including information that identifies you personally, to assist us in achieving the purposes discussed above. Where such service providers handle PHI, they do so subject to Business Associate Agreements as required by HIPAA. We may share your information with other third parties when necessary to fulfill your requests for services; to complete a transaction that you initiate; to meet the terms of any agreement that you have with us or our partners; or to manage our business. Where you have authorized us to deliver records or related information to a designated recipient (such as your attorney or life settlement broker), we will deliver such information consistent with the scope of your authorization.

Other Uses and Disclosures

We also use and disclose your Personal Information as necessary or appropriate, in particular when we have a legal obligation or legitimate interest to do so, including:

  • To comply with a court order, law or legal process, including to respond to a government or regulatory request, which could include laws outside of your country of residence.
  • To cooperate with public and government authorities, including to respond to a request or to provide information we believe is necessary or appropriate.
  • To cooperate with law enforcement, including, for example, when we respond to law enforcement requests and orders or provide information we believe is important.
  • For other legal reasons, including to enforce our terms and conditions or to protect our rights, privacy, safety or property, and/or that of our affiliates, you or others.
  • In connection with a sale or business transaction. We have a legitimate interest in disclosing or transferring your Personal Information to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).

Your Own Disclosures

By using the Services, you may elect to disclose Personal Information. This includes disclosure via our Social Media Pages and other services to which you are able to post information and content. Please note that any information you post or disclose through these services will become public and may be available to other users and the general public. This also includes disclosure through your social sharing activity.

Interest-Based and Third-Party Advertising

The website may enable third-party tracking mechanisms to collect information about you and your computing devices for use in online interest-based advertising. For example, third parties, such as Meta, may use the fact that you visited our website to target online ads to you. In addition, our third-party advertising networks might use information about your use of our website to help target advertisements based on your online activity in general. For information about interest-based advertising practices, including privacy and confidentiality, visit the Network Advertising Initiative website at www.networkadvertising.org or the Digital Advertising Alliance website at www.aboutads.info. The use of online tracking mechanisms by third parties is subject to those third parties’ own privacy policies and not this Privacy Policy. If you prefer to prevent third parties from setting and accessing cookies on your computer or other device, you may set your browser to block cookies. Additionally, you may remove yourself from the targeted advertising of companies within the Network Advertising Initiative by opting out at http://optout.networkadvertising.org or of companies participating in the Digital Advertising Alliance by opting out at www.aboutads.info. You may also visit our Cookie Policy to learn more about how we use cookies and about how you can adjust your cookie preferences.

Transfer and Storage of Your Information

Record Rx is headquartered in Babylon, New York, in the United States. Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers, and by using the Services you understand that your information will be transferred to countries outside of your country of residence, including the United States, which may have data protection rules that are different from those of your country. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your Personal Information.

Data Retention

We retain your Personal Information for the length of time needed or permitted in light of the purpose(s) for which it was obtained, as outlined in this Privacy Policy and/or in accordance with applicable law. The criteria used to determine our retention periods include:

  • The length of time we have an ongoing relationship with you and provide the Services to you (for example, for as long as you have an account with us or keep using the Services);
  • Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or
  • Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).

Records and related information processed in our capacity as a Business Associate are retained in accordance with the applicable Business Associate Agreement and HIPAA.

Security

Record Rx is committed to protecting the Personal Information you share with us. We seek to utilize a combination of reasonable security technologies, procedures and organizational measures, including end-to-end encryption of sensitive health information in transit and at rest, to help protect your Personal Information from unauthorized access, use or disclosure. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “How to Contact Us” section below.

Sensitive Information

Except where we request it in connection with providing our Services (for example, where we collect health-related information and limited identifying data such as the last four digits of your Social Security Number for records-release verification), we ask that you not send us, and you not disclose, any sensitive Personal Information (e.g., full Social Security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, biometrics or genetic characteristics, criminal background or trade union membership) on or through the Services or otherwise to us.

Children

Record Rx’s Services are not directed to individuals under the age of eighteen (18), and we do not knowingly collect Personal Information from individuals under 18 without seeking and obtaining consent from the minor’s parent or legal guardian, if required by applicable law. Where records coordination services are provided in connection with a minor, those services are coordinated through the minor’s parent, legal guardian or other authorized representative.

Your Choices Regarding Direct Marketing

We give you choices regarding our use and disclosure of your Personal Information, including for marketing purposes. If you do not want to receive marketing emails from us in the future, you may unsubscribe at any time by clicking on the “unsubscribe” link in any such email or contacting us . Record Rx will try to comply with your request(s) as soon as reasonably practicable and consistent with applicable law. Please note that if you opt out of receiving marketing-related emails from us, we may still send you important administrative messages, such as messages relating to your account, the status of your records coordination request or changes to our terms, conditions and policies, from which you cannot opt out. No mobile opt-in data will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent will not be shared with any third parties.

Your Rights

If you would like to request to access, correct, update, suppress, restrict or delete Personal Information, object to or opt out of the processing of Personal Information, or if you would like to request to receive a copy of your Personal Information for purposes of transmitting it to another company (to the extent these rights are provided to you by applicable law), please contact us using the contact information at the end of this Privacy Policy. We will respond to your request consistent with applicable law. If you are a California resident, please refer to the “Additional Information Regarding California” section at the end of this Privacy Policy for more information about the requests you may make under the California Consumer Privacy Act. In your request, please make clear what Personal Information you would like to have changed or whether you would like to have your Personal Information suppressed from our database. For your protection, we may only implement requests with respect to the Personal Information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. We will try to comply with your request as soon as reasonably practicable. Please note that we may need to retain certain information for recordkeeping purposes, and your rights with respect to PHI are governed separately by HIPAA and the Notice of Privacy Practices.

External or Third-Party Links

This website may contain links to third-party websites. If you use these links, you will leave our website. This Privacy Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any website or service to which the Services link. The inclusion of a link on the Services does not imply our endorsement of the linked site or service. In addition, we are not responsible for the information collection, use, disclosure or security policies or practices of other organizations, such as Meta, Apple, Google, Microsoft or any other app developer, app provider, social media platform provider, operating system provider, wireless service provider, or device manufacturer, including with respect to any Personal Information you disclose to other organizations through or in connection with our Social Media Pages. If you decide to access any of the third-party sites listed on our website, you do so at your own risk.

Changes to the Privacy Policy

We may make changes to the website in the future and, as a consequence, we will need to revise this Privacy Policy to reflect those changes. We will post all such changes on the website, so you should review this page periodically. Any changes will become effective when we post the revised Privacy Policy on the Services.

How to Contact Us

If you have any questions or comments about the Record Rx Privacy Policy, please submit form on contact page >. You may also contact us at: Record Rx, LLC 42 Deer Park Avenue Babylon, NY 11702

Additional Information Regarding California

Pursuant to the California Consumer Privacy Act of 2018, as amended (the “CCPA”), we are providing the following additional details regarding the categories of Personal Information that we collect, use and disclose about California residents.

Collection and Disclosure of Personal Information

Within the preceding 12 months, we have collected and disclosed the following categories of Personal Information (as defined under the CCPA):

  • Identifiers such as name, alias, contact information, unique personal identifiers, online identifiers — disclosed to service providers, business partners, and legal authorities.
  • Health-related information such as information you provide to us in connection with our records coordination services and information contained in records retrieved on your behalf — disclosed to service providers, healthcare providers and the recipients you have designated under a HIPAA Authorization.
  • Internet or network activity information such as browsing history, search history and interactions with our online properties or ads — disclosed to service providers.

Sales or Sharing of Personal Information

Under the CCPA, California residents have the right to opt out of the “sale” and/or “sharing” of their Personal Information. We do not sell your Personal Information to third parties for monetary value. However, some cookies used on our website may be considered a “sale” or “sharing” under the CCPA because of possible disclosures via certain advertising and other cookies. You can reject or opt out of the use of cookies for targeted advertising through the Cookie Settings on our website. You can adjust your cookie preferences at any time.

Minors

Our Services are not directed at or intended for use by minors.

Sources of Personal Information

We collect Personal Information as described above, directly from you when you contact us through the Services and/or from a device associated with you, and from third parties such as your referral source, healthcare providers, and our service providers.

Use of Personal Information

We may use this Personal Information to operate, manage, and maintain our business, to provide our products and services and to accomplish our business purposes and objectives, including as described above.

CCPA Rights and Requests

Subject to certain limitations and exceptions, California residents may make the following requests:

  • Request Correction: the right to correct inaccurate Personal Information that we have about you.
  • Request Limitation: the right to limit the use and disclosure of Sensitive Personal Information collected about you.
  • Request to Know: you may request that we disclose to you the following information covering the 12 months preceding your request:
    • The categories of Personal Information we collected about you and the categories of sources from which we collected such Personal Information;
    • The specific pieces of Personal Information we collected about you;
    • The business or commercial purpose for collecting Personal Information about you; and
    • The categories of Personal Information about you that we otherwise shared or disclosed, and the categories of third parties with whom we shared or to whom we disclosed such Personal Information.
  • Request to Delete: you may request that we delete Personal Information we collected from you.

To make a request, please contact us in accordance with the “How to Contact Us” section above. We will verify and respond to your request consistent with applicable law, taking into account the type and sensitivity of the Personal Information subject to the request. We may need to request additional Personal Information from you, such as your name, email address or phone number, in order to verify your identity and protect against fraudulent requests. You may make a request on behalf of a child who is under 13 years old if you are the child’s parent or legal guardian. If you make a Request to Delete, we may ask you to confirm your request before we delete your Personal Information. If you want to make a Request to Know or a Request to Delete as an authorized agent on behalf of a California resident, you may use the submission methods noted above. As part of our verification process, we may request that you provide proof concerning your status as an authorized agent, which also may include:

  • Proof of your registration with the California Secretary of State to conduct business in California; or
  • Proof of a power of attorney from the resident pursuant to Probate Code sections 4121–4130.

If you are an authorized agent and have not provided us with a power of attorney from the resident pursuant to Probate Code sections 4121–4130, we may also require the resident to verify the resident’s own identity directly with us, or directly confirm with us that the resident provided you permission to make the request.

Right to Limit Use and Disclosure of Sensitive Personal Information

Record Rx does not use or disclose Sensitive Personal Information beyond the purposes authorized by the CCPA.

Data Retention

Record Rx retains Personal Information we collect only as reasonably necessary for the purposes described in this Privacy Policy or otherwise disclosed to you at the time of collection, or as authorized by you, or as required by law.

Right to Non-Discrimination

You have the right to be free from unlawful discriminatory treatment for exercising your rights under the CCPA.