Privacy Policy
Last updated: December 28, 2025
1. Introduction
AI4Docs.AI ("we", "our", or "us") operated by AI4Docs.AI LTD is committed to protecting your privacy and the privacy of your patients. This Privacy Policy explains how we collect, use, and safeguard information when you use our Clinical Documentation Assistant.
2. Information We Store
We store the following information to provide our service:
Account Information
- Name and professional credentials (as you enter them)
- Email address
- Payment information (securely processed and stored by Stripe, our payment processor)
Usage Information
- Feature usage statistics (notes generated count)
- Session duration and frequency
- Error logs for troubleshooting
3. Data We Process But Do NOT Store (Zero-Storage Policy)
Important: Patient data passes through our system to generate your clinical notes, but is never stored on our servers. This includes:
- Audio recordings — Transcribed in real-time, then immediately deleted
- Text notes and dictation — Processed through our AI, never retained
- Uploaded documents (lab results, imaging reports) — Processed and immediately deleted
- Generated notes — Exist only in YOUR browser until you copy, print, or close the tab
We maintain no database of patient information. Once your note is generated, all patient data is gone from our systems.
4. Quick Reference: What We Store vs. What We Don't
| Data Type |
Stored? |
Details |
| Account info (name, email) |
✅ Yes |
While your account is active |
| Usage statistics |
✅ Yes |
90 days retention |
| Payment records |
✅ Yes |
By Stripe (as required by law) |
| Audio recordings |
❌ No |
Processed & deleted immediately |
| Patient text/notes |
❌ No |
Processed & deleted immediately |
| Uploaded documents |
❌ No |
Processed & deleted immediately |
| Generated clinical notes |
❌ No |
Exists only in YOUR browser |
5. How We Use Stored Information
We use the information we store (account and usage data) to:
- Provide and improve our documentation service
- Process payments and manage subscriptions
- Send important service updates
- Provide customer support
- Ensure compliance with legal requirements
6. Third-Party Services
We use the following third-party services:
- Google Gemini API: For AI processing (encrypted transmission)
- Stripe: For secure payment processing. Stripe collects and processes payment card information directly on their PCI-compliant servers. Your payment details are never stored on our servers. See Stripe's Privacy Policy.
- Supabase: For user authentication and account management
- Netlify/Render: For hosting the application (encrypted transmission)
7. Data Security
We implement industry-standard security measures:
- SSL/TLS encryption for all data transmission
- Secure authentication mechanisms
- Regular security audits and updates
- No permanent storage of patient data
8. HIPAA Considerations
Our Clinical Documentation Assistant operates on a zero-storage model - we process but do not store any patient data. As such, we are not a covered entity or business associate under HIPAA.
Healthcare providers using our service remain fully responsible for their own HIPAA compliance, including:
- Obtaining appropriate patient consent
- Ensuring secure data handling on their devices
- Maintaining compliance with all applicable regulations
9. Your Rights
You have the right to:
- Access your account information
- Update or correct your information
- Delete your account
- Opt-out of marketing communications
- Request information about data processing
10. Data Retention
- Account Data: Retained while your account is active
- Patient Data: Not retained (zero-storage policy)
- Usage Logs: Retained for 90 days
- Payment Records: As required by law (typically 7 years)
11. International Data Transfers
Our service may process data through servers in multiple countries. We ensure all processing meets or exceeds privacy standards regardless of location.
12. Children's Privacy
Our service is not intended for users under 18 years of age. We do not knowingly collect information from minors.
13. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the service.
14. Contact Us
For privacy-related questions or concerns:
Email: support@ai4docs.ai
Company: AI4DOCS.AI LTD
United Kingdom
15. Complaints
If you have concerns about our data practices, please contact us at support@ai4docs.ai and we will work to resolve any issues promptly.
