Privacy policy

What stays on your PC

Patient files, visits, prescriptions, attachments, photos, invoices, stock and reports are all in a database on the clinic’s computer, and your backups are on your disk or on an external drive of your choice

No cloud copy, no account, no analytics, no tracking, no crash reports

What leaves your PC — exhaustively

To the licence server (which we host on Cloudflare): your device fingerprint and the program version at start-up and then every 6 hours, to verify your licence and match the trial period, the server also records the IP address and the time of the last contact, and no patient name, file or amount is sent with the fingerprint

To the update server: a read-only request for the release file, 30 seconds after start-up and then every 6 hours

To the AI provider you choose — only if you put your own key in Settings, and only when the doctor clicks transcribe or elaborate: the report text or case summary without the patient’s name, ID or phone, without a key the feature is disabled and nothing is sent

To WhatsApp: when you click the reminder button the program opens a WhatsApp link on your PC with the patient’s number and the message text, nothing is sent except by your click

What we keep about you

If you buy through our reseller or write to us for support, we keep the contact details you gave us to manage your licence, together with the device fingerprint and IP address these count as personal data and we treat them as such, and we keep nothing about your patients

Legal basis

We process this data on the basis of performing the contract — managing your licence and providing support — not on the basis of consent

Who processes your data with us

Paddle — our merchant of record, processes purchase data and keeps transaction records for its tax and accounting obligations

Cloudflare — hosts the licence server and the update server

The AI provider — if you enable it — is governed by your own agreement with it, and nothing passes through us

Retention and deletion

We keep licence data for as long as the licence exists, we keep the event log — including the IP address — for 180 days and then delete it, daily usage traces of the copy (the day, the number of contacts, the last IP address) are kept for as long as the licence exists, because they are the proof of entitlement in a dispute

You can ask for your licence to be deleted at any time via info@aijolabs.com, deleting it revokes it irreversibly and makes the program read-only at the first contact with the server, contact details and linked devices are deleted with it, daily usage traces and the event log remain for the retention periods above, and your patients’ data on your PC is untouched

Transaction records are kept by Paddle for its tax obligations, deleting our record does not affect them

Contact about your data

For any request about your data — access, correction or deletion — write to info@aijolabs.com