Privacy Policy
The short version
We store your email address, a scrambled version of your password, and the text of every question you ask, along with your IP address and browser. Your questions are sent to OpenAI to generate answers and stored in a Supabase database. This is not a HIPAA-compliant system and there is no business associate agreement with anyone. Do not type patient information into it.
The rest of this page is the same thing in more detail.
1. Who is responsible
Isaac Lies, an individual, at ihlies97@gmail.com. Not a company, and not Erlanger Health.
2. What we collect
When you create an account
- Your email address.
- A bcrypt hash of your password. We do not store the password itself and cannot recover it.
- If you request a password reset, a hashed reset token that expires and is destroyed once used.
- The date you created the account, the date you last logged in, and the record of which version of these documents you accepted and when.
When you ask a question
- The full text of your question, exactly as you typed it.
- Which guideline documents were retrieved to answer it.
- How long it took, how many tokens it used, and what that cost.
- Any error the request produced.
Automatically, with each request
- Your IP address.
- Your browser's user agent string.
- Timestamps.
We do not use advertising trackers or third-party analytics. There is a session cookie so you stay logged in, and that is all it does.
3. Why we collect it
The account fields exist so you can log in and so we can reach you. The query and technical fields exist so the tool can be debugged, so retrieval quality can be checked against real questions, and so cost can be tracked. That is the whole list.
4. Who else sees it
- OpenAI processes the text of your questions and the retrieved guideline text to generate answers.
- Supabase hosts the database where accounts and logs are stored.
- Vercel and Render host the application.
- A mail service sends password resets and account notices.
We do not sell your information. We do not share it for advertising. We do not share it with Erlanger Health, and Erlanger Health has no access to your account or your query history. We would disclose information if legally compelled, and we would tell you if we were permitted to.
5. HIPAA, plainly
This application is not a HIPAA-compliant system. It is not a covered entity and it is not a business associate. There is no business associate agreement with OpenAI, with Supabase, or with anyone else. It has no lawful basis to hold protected health information, and it has no technical controls designed to protect it.
That is why the answer to "can I paste the note in" is no. Ask the question generically.
If you believe you have entered patient information by mistake, email ihlies97@gmail.com straight away, say roughly when, and it will be located and deleted.
6. How long we keep things
- Account records: for as long as you have an account, and 30 days after you delete it.
- Query text: 30 days, then automatically deleted.
- Query metadata with no free text (timings, token counts, which documents were retrieved, a one-way fingerprint of the question): up to 24 months, for quality and cost work.
- IP address and user agent: 90 days.
- Records of which version of these documents you accepted: kept for as long as the account exists and for seven years afterwards, because that record is the proof of what you agreed to.
7. Security
Passwords are stored as bcrypt hashes. Traffic runs over TLS. Password reset tokens are stored hashed, expire, and can be used once. Access to the database is limited to the operator.
We are telling you what is actually in place rather than describing it as industry-standard, because you should be able to judge it for yourself. This is a small tool run by one person. Use a password you do not use anywhere else.
8. If there is a breach
If your account information is exposed, we will email you without unreasonable delay and in no case more than 45 days after we discover it, and we will tell you what was exposed and what to do.
9. Your choices
Write to ihlies97@gmail.com to get a copy of what we hold about you, correct it, delete your account, or ask a question about any of this. Deleting your account deletes your account record and unlinks your query history from you.
10. Not for minors
This tool is for clinicians and clinical trainees who are 18 or older. We do not knowingly collect information from anyone under 18. If you believe a minor has created an account, tell us and we will remove it.
11. Institutional status
Institutional status
This application is an independent project. It is not currently formally endorsed, sanctioned, approved, certified, or licensed by Erlanger Health, and nothing it produces should be read as an official statement of Erlanger Health or as carrying that institution's authority.
The operator is a clinical trainee within Erlanger Health and built this tool for his own reference. That is a personal capacity and not an institutional one, and it does not make this an institutional tool.
The application is presently under compliance review, and its institutional status may change as that review proceeds. Until it does, treat every response as an unofficial convenience copy and rely on the guideline as published by Erlanger Health at Erlanger.org.
12. Changes to this policy
This policy carries a version number and an effective date. If we start collecting something new, add a new outside service, change how long we keep things, or change anything else that matters, we will ask you to accept the new version at your next login and we will email you first. Superseded versions stay published.
Changes will not be applied backwards to information already collected under an earlier version without asking you.
13. Contact
ihlies97@gmail.com. For Erlanger Health staff: ihlies97+pmg-institutional@gmail.com.