🔒 Privacy-First Design: We do NOT store your medical notes or generated
letters. All processing is ephemeral (in-memory only). Your data cannot be retrieved
after processing completes.
1. Introduction
This Privacy Policy explains how the Medical Notes to Patient Letter Converter (the "Service")
handles data. We are committed to protecting the privacy and security of medical information.
Key principle: We process data, we don't store it.
2. Information We Collect
2.1 Medical Data (Processed, NOT Stored)
| Data Type |
How We Handle It |
Storage |
| Medical Notes |
Processed in-memory to generate patient letters |
❌ Never stored |
| Generated Letters |
Created in real-time and sent to your browser |
❌ Never stored |
| Patient Information |
Exists only during ~30-second processing window |
❌ Never stored |
| File Uploads |
Converted to text in memory, original file discarded |
❌ Never stored |
2.2 Technical Data (Anonymous)
We may collect limited anonymous technical information:
- Usage Statistics: Number of letters generated (no content)
- Error Logs: Technical errors only (no medical data)
- Performance Metrics: Response times, server load
Important: These logs do NOT contain medical information, patient data,
or generated content.
2.3 Passcode Authentication
When you enter the access passcode:
- Passcode is validated server-side
- No passcode is stored in your browser or on our servers
- Session is maintained in your browser's session storage only
- Session expires when you close your browser
3. How We Use Information
3.1 Primary Purpose: Letter Generation
Medical notes are used exclusively to:
- Process the text through AI models
- Generate patient-friendly letter content
- Return the result to your browser
- Delete all data from memory
Data lifetime: Approximately 30-60 seconds from upload to deletion.
3.2 No Secondary Uses
We do NOT use your data to:
- ❌ Train AI models
- ❌ Improve our Service
- ❌ Conduct research
- ❌ Create analytics
- ❌ Share with third parties
- ❌ Market to you
4. Data Storage and Retention
🗑️
Zero Persistent Storage: We maintain NO database, NO file storage,
and NO logs containing medical information.
4.1 What Happens to Your Data
Step-by-step data flow:
- Upload: You upload medical notes through your browser
- Transmission: Data encrypted via HTTPS and sent to our servers
- Processing: AI processes text in server memory (RAM only)
- Response: Generated letter sent back to your browser
- Deletion: All data automatically deleted from memory
Result: Your data cannot be retrieved by anyone after processing,
including us.
4.2 No Backups
Because we don't store data, we don't have backups. Your medical information:
- Does not exist in any database
- Is not backed up anywhere
- Cannot be recovered if lost
- Is not subject to data breaches (nothing to breach)
4.3 Data Location
Processing occurs on Cloudflare's edge network:
- Where: Geographically distributed data centers
- How: Serverless functions (isolated environments)
- Duration: Milliseconds to seconds
- Persistence: None
5. Data Sharing and Disclosure
5.1 We Do NOT Share Your Data
Because we don't store data, we cannot share it. We do not:
- Sell data to third parties
- Share data with partners
- Provide data to researchers
- Transfer data internationally (beyond Cloudflare's edge network)
- Allow third-party access
5.2 Third-Party Services
Cloudflare Workers AI: We use Cloudflare's AI service to process text.
Cloudflare's privacy policy and terms apply to their processing:
- Cloudflare processes data in-memory only
- Data is not used to train AI models
- Cloudflare has strong security and privacy protections
- See: Cloudflare Privacy Policy
5.3 Legal Obligations
Because we don't store data, we have nothing to provide in response to:
- Subpoenas
- Court orders
- Government requests
If legally required to preserve data, we would notify users in advance (if permitted by law).
6. Security Measures
6.1 Encryption
- In Transit: All connections use HTTPS/TLS encryption
- At Rest: N/A (we don't store data)
- Processing: Occurs in isolated serverless environments
6.2 Access Controls
- Passcode Protection: Access gate prevents unauthorized use
- No User Accounts: No passwords to steal or compromise
- No Admin Access: No backend system to hack
6.3 Infrastructure Security
We leverage Cloudflare's enterprise-grade security:
- DDoS protection
- Web Application Firewall (WAF)
- Bot mitigation
- SSL/TLS certificate management
- Rate limiting
6.4 Data Breach Protection
🛡️ Best Protection: The most secure way to protect data is to not store it.
Since we maintain zero persistent storage, there is no data to breach.
7. Your Rights and Choices
7.1 Data Subject Rights
Under privacy laws (GDPR, CCPA), you typically have rights to:
- Access: ✅ Not applicable (we don't store your data)
- Deletion: ✅ Automatic (data deleted after processing)
- Correction: ✅ Not applicable (no stored data to correct)
- Portability: ✅ You receive letters in your browser
- Opt-out: ✅ Simply don't use the Service
7.2 Browser Storage
The Service uses your browser's session storage only for:
- Authentication state (passcode validated)
- Session management
You control this data: Clear your browser data to remove it immediately.
7.3 Cookies
We do NOT use cookies for tracking or analytics. Any cookies used are:
- Essential for Service functionality only
- Session-based (deleted when you close browser)
- Not used for advertising or tracking
8. HIPAA Considerations
⚠️ Important Notice: While our Service is designed with privacy in mind,
YOU are responsible for ensuring your use complies with HIPAA and other regulations.
8.1 Our Privacy-Preserving Design
Features that support HIPAA-compliant workflows:
- ✅ No persistent storage of PHI (Protected Health Information)
- ✅ Encrypted transmission (HTTPS)
- ✅ Ephemeral processing only
- ✅ No sharing with unauthorized parties
- ✅ No use of data for secondary purposes
8.2 Your Responsibilities
To maintain HIPAA compliance, you should:
- Follow your organization's policies for external tool use
- De-identify patient information when possible
- Obtain patient consent for AI tool use if required
- Review all generated content before sending to patients
- Use secure networks (avoid public WiFi)
- Maintain your own access controls (don't share passcode)
8.3 Business Associate Agreement (BAA)
Because we do not store PHI, we do not typically act as a Business Associate under HIPAA.
However, if your organization requires a BAA, please contact us to discuss.
9. International Users
This Service is based in the United States. If you access from outside the U.S.:
- Your data may be processed on servers in various countries (via Cloudflare's edge network)
- Data is processed ephemerally regardless of location
- U.S. privacy laws apply to our practices
- Your local laws may provide additional protections
10. Children's Privacy
This Service is intended for healthcare providers only, not for children. We do not
knowingly collect information from anyone under 18. If you believe a child has provided
information, please contact us immediately.
11. Changes to Privacy Policy
We may update this Privacy Policy to reflect:
- Changes to our practices
- Legal or regulatory requirements
- Improvements to the Service
Material changes will be communicated by:
- Updating the "Last Updated" date at the top
- Displaying a notice on the Service
- Email notification (if we have your contact information)
Continued use after changes constitutes acceptance of the updated policy.
12. Data Processing Summary
| Question |
Answer |
| Do you store medical notes? |
❌ No |
| Do you store generated letters? |
❌ No |
| Do you log medical content? |
❌ No |
| Do you share data with third parties? |
❌ No |
| Do you use data to train AI? |
❌ No |
| Is data encrypted in transit? |
✅ Yes (HTTPS) |
| How long is data kept? |
30-60 seconds (in memory only) |
| Can data be recovered after processing? |
❌ No |
| Do you have backups? |
❌ No (nothing to back up) |
| Can you respond to data requests? |
❌ No (we don't have your data) |
13. Contact Information