Privacy Policy
Medroll Technologies LLC · Last revised April 2026
1. Quick Overview
Medroll Technologies LLC provides professional payer enrollment services. To do that well, we need to collect and manage personal information—including sensitive information. This policy explains exactly what we collect, why we collect it, how we protect it, and what control you have over it.
We don’t sell your data. We don’t share it beyond what’s needed to run our services or comply with the law. And we’ve written this policy in plain language so you actually know what you’re agreeing to.
This policy covers everyone who interacts with us: visitors to medroll.co, app users, enrolled clients, healthcare professionals on our platform, job applicants, and our vendor partners.
2. The Data We Handle
Because we work in payer enrollment, we handle more categories of personal data than a typical software company. Here’s a straightforward breakdown of what we collect and why each category matters to our work.
Identity & Contact Details
We need to know who you are. This includes your full legal name (including maiden name where relevant), personal and professional email addresses, phone numbers, home and mailing addresses, date of birth, citizenship status, and government-issued IDs such as your Social Security number, driver’s license, and passport number. For healthcare professionals, we also collect your NPI and professional license numbers.
Professional History
For enrollment, we collect your employment record—current and past employers, job titles, dates of employment, and professional references. In some cases we also need compensation details, performance history, disciplinary records, and professional development documentation.
Education & Credentials
We collect information about the institutions you attended, the degrees and certifications you earned, graduation dates, academic transcripts, and any continuing education or training relevant to your professional standing.
Verification & Background Data
The nature of healthcare credentialing requires us to collect and process background check results, drug screening outcomes, license status and board certifications, and any documented disciplinary actions on record. This category of data is treated with extra care throughout its lifecycle.
Financial Information
For billing, payment & enrollment purposes, we collect payment card details, bank account information, billing address history, and tax identification numbers.
Technical & Usage Data
When you use our website or apps, we automatically receive data about your device, browser type and version, operating system, IP address, the pages you visit, how long you spend on them, and where you arrived from. This helps us keep the platform running well and understand how people use it.
A Note on Sensitive Data
Some of what we collect—government IDs, biometric identifiers, health-related credentials, background check results—falls into a higher-sensitivity category. We only collect this information when it’s strictly necessary, and we apply additional safeguards throughout its handling.
3. Where Your Data Comes From
Directly from you
Most of the data we hold comes straight from you: when you create an account, submit a service request, fill out an application, respond to a survey, or contact our support team.
Automatically, when you use our platform
Our systems automatically capture technical data—log files, cookies, device fingerprints, session activity, and approximate location signals—whenever you interact with our website or apps.
From third parties
In some cases, we receive data from outside sources that are relevant to credential verification or enrollment. These include:
• Professional licensing boards and regulatory bodies
• Background check and identity verification providers
• Public records databases
• Credit reporting agencies
• Social media platforms (where you’ve authorized the connection)
• Marketing data partners
4. How We Use It
Every use of your data maps back to a legitimate purpose. Here’s what that looks like in practice:
Running our services
This is the core: delivering payer enrollment services, verifying credentials, tracking application status, communicating updates, and keeping the platform secure and functional.
Improving and building
We use aggregated and anonymized data to improve existing features, develop new products, and conduct internal research. Individual-level data is only used here where necessary.
Staying compliant and safe
We process data to meet our legal obligations, detect and prevent fraud and abuse, enforce our Terms of Service, and protect the legitimate interests of our users and the company.
Our legal basis for processing
Depending on the context, we rely on one or more of the following grounds:
• Contractual necessity — processing needed to fulfill a service agreement
• Legal obligation — processing required by law or regulation
• Legitimate interests — our reasonable business interests, where they don’t override your rights
• Consent — where you’ve explicitly agreed to a specific use
• Public interest — where applicable in healthcare-related contexts
5. Who We Share It With
We don’t sell your personal data. Sharing only happens when it’s necessary to operate our services, meet a legal requirement, or act on your explicit instructions.
Vendors who help us operate
We work with a limited set of carefully selected service providers—cloud infrastructure, payment processing, analytics, customer support, marketing, and security. They can only use your data for the specific purpose we’ve contracted them for.
Credential and verification partners
Enrollment inherently involves sharing data with identity verification providers, background check firms, professional licensing organizations, and integration partners. We share only what’s needed, only when needed.
Legal and regulatory requirements
We may disclose information to government agencies, law enforcement, courts, or regulators when we’re legally obligated to do so.
Corporate transactions
If Medroll undergoes a merger, acquisition, asset sale, or similar transaction, your data may be transferred as part of that process. We’ll notify you if this happens and your data becomes subject to a different privacy policy.
With your permission
If you ask us to share your information with a specific organization or individual, we’ll do so based on your explicit authorization.
6. How Long We Keep It
We keep your data for as long as it’s needed—no longer. Here are the specific timelines we follow:
• Active accounts — retained for the duration of the service relationship
• Closed accounts — retained for 7 years after closure
• Transaction records — retained for 7 years
• Marketing data — retained for 2 years after your last interaction with us
• Unsuccessful job applications — retained for 1 year
These timelines are set based on legal requirements, applicable statutes of limitations, genuine operational need, and the principle that data we no longer need should not be kept. When data reaches the end of its retention period—or when you make a valid deletion request—we delete it securely, subject only to any legal hold requirements that apply.