ReferralFit Privacy Policy

Effective September 7, 2026 · Last updated November 4, 2026

ReferralFit ("the App") is a professional tool for addiction interventionists and their practice teams to manage referral relationships and find clinically appropriate treatment placements. It is published by Matt Brown, Freedom Interventions ("we", "us"). This policy explains what information the App collects, how it is used, and the choices you have.

Who the App is for

ReferralFit is intended for licensed or certified professionals and their staff. It is not intended for patients, clients, families, or anyone under 18.

Information you provide

Account information. Your email address and a password, used to sign you in. Passwords are stored only as secure hashes.
Workspace data. Your practice's referral partners (program names, contacts, phone numbers, email addresses, levels of care, insurance networks), referral and contact history, follow-up reminders, and notes you enter.
Case files. Case titles, stage, de-identified client labels, family contact details you choose to enter, payment status, and documents you attach. The App instructs users to keep case data de-identified and not to enter protected health information; you are responsible for the content you enter.
Insurance and cost details. If you choose to enter them on a case: the family's insurance carrier and plan name, the last four characters of the member ID (never the full ID, a date of birth, or a Social Security number), the plan's cost-sharing amounts (such as the deductible, out-of-pocket maximum, coinsurance, and how much has been met), and what each program said in a benefits check (network status, daily rates, copays, and whether pre-authorization is needed). The App uses them only to show you an estimate of what the family may pay. They stay in your workspace: they are never shared with treatment programs, never included in the copy of a placement packet meant for a program, and never used in program rankings or aggregate statistics.
Directory suggestions. If you propose a treatment program for the shared directory, the program's public business details are submitted for review.

Information collected automatically

Usage and diagnostics. Basic technical information needed to operate the service (for example, timestamps of syncs and errors). We do not use third-party advertising or analytics SDKs.
Device storage. The App caches your workspace data on your device so it works offline, and stores your sign-in session in the device's secure keychain.

Permissions

Photo library — requested only when you attach a document to a case file. Attachments are uploaded to a private storage bucket accessible only to your workspace.
Notifications — used for on-device reminders (daily briefing, follow-up cadences, consult alerts) and push notifications about new leads, work assigned to you, overdue items, and decisions on your directory submissions, which you can turn off in the App. Reminders and push notifications show only generic text on your lock screen (for example, "A follow-up is due"), never client, family, or program names.

How we use information

To provide and secure the service; to sync your data across your devices and share it with teammates you invite to your workspace; and to compute aggregate, anonymized network statistics (see below). We do not sell personal information and we do not use it for advertising.

AI-drafted follow-ups

The App can draft a follow-up text, email, or call script for you. This is optional. It uses your own Anthropic API key (Anthropic is the maker of the Claude AI model), which you add in the App; drafts run on, and are billed to, your own Anthropic account under Anthropic's terms. Your key is stored only in your device's secure keychain. It is sent with each draft request to our server, which passes it to Anthropic for that request and never stores or logs it.

To write a draft, the App sends Anthropic only: the recipient's first name and relationship (or a referral partner's organization name and type), your first name and practice name, the case stage, how many times you have reached out and how and how long ago you last did, and any note you type for that draft. It never sends phone numbers, email addresses, last names, case titles, case notes, or documents. Anthropic does not use API data to train its models. Drafts are not stored by us. You review and edit every draft and send it yourself from your device's Messages, Mail, or phone app; the App logs that you sent it and schedules your next follow-up.

Shared directory and aggregate statistics

The shared directory contains business listings of treatment programs (not personal data about clients). Usage statistics shown on listings (for example, how many practices refer to a program) are aggregated across workspaces and are only disclosed when at least five distinct practices have contributed, so no individual practice, professional, or client can be identified. Treatment programs cannot pay for placement or ranking.

Program credentials (a program's state license, accreditation, LegitScript certification, and NPI) are public business information about the program, never client data. Credentials on a program's directory listing are visible to signed-in ReferralFit users; credentials a practice records on its own partners stay in that practice's workspace. They are shown to help you check a program before referring, and never change program rankings.

Placement requests

If you use the App to ask treatment programs about a placement, the programs you choose receive a de-identified summary and nothing more: the level of care; whether the client is an adult man, an adult woman or an adolescent; the treatment needs; the insurance carrier's name (never a member ID) or "self-pay" (never a budget or an amount); the home state and location preference; when the client could be admitted; an optional short note you write; and your practice's name. The App never shares the client's label or name, contact details, case notes, documents, or the family's budget, and it refuses a note that contains an email address, a phone or ID number, a date, a link, an amount of money, or the client's label. Programs that use ReferralFit's center portal answer there and see only the requests addressed to them, never where they ranked or which other programs were asked. For other programs, you send the same summary yourself from your device's Messages or Mail. Programs' answers are stored in your workspace and shown to you side by side; they never change program rankings, and treatment programs cannot pay to be asked. A client is identified to a program only when you send a placement packet yourself.

Service providers

Supabase — hosts the database, authentication, and file storage. Data is protected with row-level security scoped to your workspace.
Anthropic (optional) — writes AI follow-up drafts, on your own Anthropic account, when you add your API key and ask for one, from the limited information described under "AI-drafted follow-ups".
NPI Registry (U.S. Centers for Medicare & Medicaid Services; optional) — when you tap "Check NPI registry", your device asks this public registry for the name registered to a program's 10-digit NPI. Only that number is sent; no client or account information.
Expo — delivers push notifications to your device. It receives only the generic notification text and your device's push token.
Square and PandaDoc (optional) — if you link a case to a Square invoice or PandaDoc contract, those providers process the payment or signature under their own privacy policies; we receive status updates only.

Data retention and deletion

Your data is retained while your account is active. You can delete partners, cases, documents, and referrals in the App at any time. You can delete your account in the App (Workspace and settings, the gear icon at the top of the screen → Delete account): this deletes your sign-in and, if you are the only member of your workspace, the whole workspace and its documents. You can also email matt@freedominterventions.com from your account email; deletion is then completed within 30 days. Aggregate statistics that no longer reference your data are not affected.

Security

Data is encrypted in transit (TLS) and at rest by our hosting provider. Access to workspace data is enforced server-side by row-level security. No method of transmission or storage is completely secure, and you should use a strong, unique password.

Children

The App is not directed to children and we do not knowingly collect information from anyone under 18.

Your choices and rights

You may access, correct, export, or delete your information by using the App or contacting us. Depending on where you live, you may have additional rights under applicable privacy law; we will honor verified requests.

Changes

We may update this policy from time to time. The effective date above will change and material changes will be noted in the App or by email.

Contact

Matt Brown, Freedom Interventions
matt@freedominterventions.com