Terms of Service

Last Updated: February 2026

1. Acceptance of Terms

By accessing and using ReCapture (“Service”), you accept and agree to be bound by the terms and provision of this agreement.

2. Description of Service

ReCapture provides AI-powered insurance appeal generation and denial management tools for healthcare providers. The Service includes case management, document processing, AI-assisted appeal writing, patient outreach, analytics, and related features. ReCapture operates as a transient data processor—not a system of record—for Protected Health Information (PHI).

3. User Accounts

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must immediately notify us of any unauthorized use of your account.

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You may not use the Service to transmit any harmful code, engage in unauthorized access, or violate any applicable laws or regulations.

5. PHI Handling & Transient Processing

We are committed to HIPAA compliance. All Protected Health Information (PHI) is encrypted at rest using organization-specific AES-256-GCM encryption keys, access-controlled via role-based permissions, and handled in accordance with our Business Associate Agreement and HIPAA regulations.

ReCapture operates as a transient data processor. This means:

  • 7-Year Retention Window: Patient PHI (name, date of birth, phone number, email, insurance details) is retained for a maximum of 7 years from case creation, in accordance with HIPAA record retention requirements.
  • Automatic Purge: Upon expiration of the retention window, all PHI fields are automatically and irreversibly replaced with purge markers. This process is automated and cannot be reversed.
  • De-Identified Analytics: After PHI is purged, de-identified clinical data (procedure codes, diagnosis codes, denial reasons, claim amounts, and appeal outcomes) is retained indefinitely for analytics, quality improvement, and organizational reporting purposes. This data cannot be used to identify individual patients.
  • Your EHR Remains the System of Record: ReCapture is not intended to replace your Electronic Health Record system. You are responsible for maintaining complete patient records in your primary EHR system.

By using the Service to process PHI, you acknowledge and agree to this transient processing model. If you require indefinite PHI retention, ReCapture may not be the appropriate solution for your practice.

6. Business Associate Agreement (BAA)

Before any PHI can be processed through the Service, an authorized representative of your organization must accept our Business Associate Agreement. The BAA:

  • Is required by HIPAA before PHI processing can begin
  • Can be accepted electronically during onboarding or in organization settings
  • Defines the permitted uses and disclosures of PHI
  • Establishes breach notification procedures
  • Requires typed signature, signer title, and records the acceptance timestamp and IP address for audit purposes

7. Patient Consent

You represent and warrant that you have obtained appropriate patient consent before entering any patient PHI into the Service. Each case created in ReCapture requires confirmation that patient consent has been obtained for the collection and processing of their information for insurance appeal purposes. You are solely responsible for obtaining and maintaining valid patient consents as required by applicable law.

8. Patient Outreach & Communications

The Service may send SMS messages and portal access links to patients on your behalf for the purpose of collecting information needed for insurance appeals. All outreach messages are HIPAA-compliant and do not contain PHI in the message body. You are responsible for ensuring that patient phone numbers are accurate and that patients have consented to receive SMS communications. Standard messaging rates may apply to patients.

9. Intellectual Property Rights

The Service and its original content, features, and functionality are owned by ReCapture and are protected by international copyright, trademark, and other intellectual property laws.

10. Billing and Payment

Subscription fees are billed in advance on a monthly or annual basis. All fees are non-refundable except as required by law or as explicitly stated in our refund policy.

11. Cancellation & Data Handling Upon Termination

You may cancel your subscription at any time with 30 days notice. Upon cancellation:

  • You will retain access until the end of your current billing period
  • Any PHI still within the 7-year retention window will be purged according to the standard schedule
  • De-identified analytics data will be retained unless you request deletion
  • Audit logs are retained for 7 years per HIPAA requirements regardless of account status

12. AI-Generated Content Disclaimer

Appeal letters and other content generated by the Service are created using artificial intelligence and are intended as drafts for physician review. All AI-generated content includes confidence scores. You are solely responsible for reviewing, editing, and approving any content before submission to insurance companies. ReCapture does not guarantee the accuracy or success of any appeal.

13. Warranties and Disclaimers

The Service is provided “as is” without warranties of any kind. We do not guarantee that the Service will be uninterrupted, secure, or error-free.

14. Limitation of Liability

In no event shall ReCapture be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or relating to your use of the Service.

15. Indemnification

You agree to indemnify and hold harmless ReCapture from any claims, damages, or expenses arising from your use of the Service or violation of these Terms.

16. Dispute Resolution

Any disputes arising from these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law provisions.

18. Contact Information

For questions about these Terms, please contact us at legal@daventry.ai, or by mail at Daventry Cyber Solutions, 14425 Falcon Head Blvd, Building E, Suite 100, Austin, Texas 78738.