Privacy Policy

RoundsBrief collects identifiers and account details, professional-learning content, subscription information, calendar data you choose to import, and security/usage metadata for the purposes described below. We do not sell personal information or share it for cross-context behavioral advertising under the current pilot.

Do not submit identifiable patient information. The current service is limited to synthetic or appropriately de-identified material.

• Identifiers: name, email address, internal account IDs, and verification status. Legacy mobile numbers collected before email-only signup may remain until the account is deleted or a deletion request is completed.
• Credentials and security: password hash, session-token hash, consent versions, login and security events, IP-derived rate-limit keys, and timestamps.
• Workspace content: debrief transcripts, organized segments, cases, notes, tasks, research questions, insights, conversations, edits, and provenance you choose to save.
• Audio: a recording is processed for transcription when requested; the current local adapter uses a temporary file and does not intentionally retain audio after processing.
• Calendar information: event titles, descriptions, dates, source identifiers, and connection metadata for imports you enable. Google access is read-only.
• Commercial information: plan, subscription, billing-customer identifiers, payment status, and renewal dates. Hosted payment providers collect card details.
• Operational metadata: feature actions, success or failure, latency/error information, audit records, and pseudonymous actor references. We do not use session replay or advertising trackers in the current pilot.

We receive information directly from you, automatically from your use of the service, from your browser or device, from administrators limited to account and billing operations, and from integrations you choose such as verification, payment, or calendar providers.

We use information to create and verify accounts; provide transcription, organization, search, recall, tasks, imports, export, and deletion; secure and troubleshoot the service; prevent fraud and abuse; process subscriptions; comply with law; respond to incidents; and measure aggregate adoption and reliability.

Private workspace content is not used for targeted advertising or training public models in the current pilot.

Information may be disclosed to service providers performing narrowly defined functions such as hosting, email, payments, or calendar access; to a customer organization only where a separate agreement and permissions allow; during a business transaction subject to appropriate protections; or when required to comply with law, protect rights, investigate abuse, or address an emergency.

Configured providers receive only the information needed for their function. A production provider and subprocessor list must be published before launch.

Site-owner analytics show aggregate counts, pseudonymous activity, failures, readiness checks, and masked identity-verification diagnostics. They do not expose passwords or private transcripts, notes, task titles, cases, research questions, or conversations.

Platform, practice, support, and billing administrators do not receive standing access to private workspace content. Break-glass access is disabled in the pilot.

RoundsBrief may not be a HIPAA covered entity or business associate in every use; status depends on the parties and service relationship. A privacy policy does not create HIPAA compliance. If RoundsBrief processes PHI for a covered entity, a business associate agreement and the required safeguards must be in place before processing.

The identifier scanner does not establish Safe Harbor or Expert Determination. Even properly de-identified information can retain residual re-identification risk.

Account and workspace data are retained while the account remains active and are deleted through the account-deletion workflow, subject to legal obligations and backup retention. Sessions expire after 12 hours. Verification codes expire after 10 minutes; related challenge and security records may be retained temporarily to prevent abuse.

Production launch requires a published schedule for account records, content, audit data, billing records, support data, and backups. We will not retain personal information longer than reasonably necessary for the disclosed purpose unless law requires it.

Account settings provide authenticated workspace export and account deletion. You may disconnect calendar access and control what content you submit. Depending on where you live and whether a law applies, you may also have rights to know, access, correct, delete, restrict, or obtain a portable copy of personal information and to receive non-discriminatory treatment.

RoundsBrief does not currently sell personal information, share it for cross-context behavioral advertising, or use it for targeted advertising, so no sale/advertising opt-out is presently necessary. We will add legally required request channels and identity verification before public launch.

The service uses an essential HTTP-only session cookie for authentication and may keep unsent recordings temporarily in the browser. The current pilot does not use advertising cookies or cross-site behavioral tracking. Any future analytics or cookie changes will require updated disclosure and consent where applicable.

Controls include hashed passwords, protected session cookies, owner-scoped queries, input validation, rate limits, metadata-only audit trails, processor gates, verified backups, and health checks. No safeguard eliminates all risk.

We will investigate suspected incidents and provide notices required by applicable breach laws. Health-app breach obligations may apply even when HIPAA does not.

The service is intended for adults 18 and older and is not directed to children. International availability, cross-border transfer mechanisms, and region-specific terms are not enabled for this U.S. development pilot.

Material changes use a new version and require renewed acceptance when appropriate. Previous consent versions and acceptance timestamps are retained with the account for accountability.

A monitored privacy email, legal business name, physical notice address, and jurisdiction-specific request channel must be added before public launch. Until then, use the account support channel provided during the pilot.