Privacy Policy

1. Who we are

IRMAAssist ("IRMAAssist," "we," or "us") is operated by Coellaborate, LLC, based in Moseley, Virginia. IRMAAssist provides software that financial advisors use to evaluate IRMAA appeals and generate appeal paperwork and detailed instructions. This policy explains how we collect, use, and share information through the IRMAAssist service (the "Service").

2. Information we collect

About advisors who create accounts:

• Account details: name, email address, password (stored hashed).
• Firm details you choose to add: firm name, logo, brand colors, contact information.
• Billing information processed by our payment provider (see "Subprocessors" below).
• Usage data: pages visited, actions taken, IP address, browser, and device information.

About end clients (the people appealing IRMAA determinations):

• Identifiers the advisor provides: name, address, and IRMAA notice details.

3. How we use information

• To provide the Service: store, determine an appropriate appeal process to follow, generate appeal documents.
• To operate accounts and process subscription billing.
• To communicate with advisors about their account, security, and service updates.
• To improve, secure, and troubleshoot the Service.
• To comply with applicable law.

4. Roles for client data

Where an advisor (or their firm) inputs client information the advisor determines what data to input. It is not required that an advisor (or their firm) input client names or addresses to utilize the service. Any advisor (or their firm) may elect to omit any of the client data and instead fill in the appeal forms by hand, using IRMAAssist to simply verify the best appeal process and to calculate any potential savings. Therefore, end clients should direct privacy requests about their data to their advisor in the first instance.

5. How we share information

• With the advisor who owns the client record.
• With our subprocessors, who help us run the Service under written contracts.
• To comply with legal process, protect rights, or respond to security incidents.
• In connection with a merger, acquisition, or sale of assets, subject to this policy remaining in force.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

6. Subprocessors

We rely on the following service providers to run the Service:

• Supabase — database, authentication, and file storage.
• Stripe — subscription billing and payment processing.
• Vercel — web hosting and content delivery.

7. Data retention

We retain information for as long as the advisor's account is active and for a reasonable period afterwards to support business, legal, and audit requirements. Advisors can delete client records from their dashboard at any time, which removes the underlying client data from our active systems.

8. Security

We use industry-standard measures to protect information, including encryption in transit, encrypted storage, role-based access controls, and row-level database security. No system is perfectly secure, and we cannot guarantee absolute security.

9. Your rights

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, and to object to or restrict certain uses. To exercise these rights, email support@coellaborate.com. If you are an end client and your data was provided by your advisor, please contact your advisor first.

10. Minors

The Service is not directed to users under 18, and we do not knowingly collect personal information from them. If you believe a minor has provided us information, contact us so we can delete it.

11. International users

IRMAAssist is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, which may have different data-protection rules than your country.

12. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify advisors by email or through the Service before the changes take effect.

13. Contact

Questions about this policy? Email support@coellaborate.com.