Privacy Policy

Last Updated: January 11, 2025

At MediMindLab, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.medimindlab.com) and use our services, including the MediWing application.

1. Information We Collect

1.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

  • Name and contact information (email address)
  • Account credentials (username, password)
  • Payment information (processed securely through third-party payment processors)
  • Communications with us (support requests, feedback, inquiries)

1.2 Health Information

When you use MediWing, you may upload medical documents that contain Protected Health Information (PHI) as defined by HIPAA. We treat all health information with the highest level of security and confidentiality.

1.3 Automatically Collected Information

We may automatically collect certain information about your device and usage, including:

  • IP address, browser type, and operating system
  • Device information and unique identifiers
  • Usage data (pages visited, features used, time spent)
  • Log files and analytics data

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Service Delivery: To provide and maintain MediWing and our website services
  • Document Analysis: To process and analyze medical documents you upload using AI technology
  • Account Management: To create and manage your user account
  • Communication: To respond to your inquiries, provide customer support, and send service-related notices
  • Improvement: To improve our services, develop new features, and conduct research and analysis
  • Security: To detect, prevent, and address technical issues, fraud, or security threats
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes

3. How We Share Your Information

We do not sell, rent, or trade your personal or health information. We may share your information only in the following limited circumstances:

3.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our services (e.g., cloud hosting, payment processing, analytics). These providers are contractually obligated to protect your information and use it only for the purposes we specify.

3.2 AI Processing

Medical documents you upload to MediWing are processed using AI technology (e.g., OpenAI, Anthropic). We ensure that all AI providers we work with maintain strict data privacy and security standards. Health information is processed securely and is not used to train AI models.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal requests, such as:

  • Court orders or subpoenas
  • Government or regulatory investigations
  • To protect our rights, property, or safety, or that of our users or the public

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this policy.

4. Data Security

We implement industry-standard security measures to protect your information, including:

  • Encryption: Data is encrypted in transit (TLS/SSL) and at rest
  • Access Controls: Strict access controls and authentication mechanisms
  • Secure Infrastructure: Hosting on secure, compliant cloud infrastructure
  • Regular Audits: Ongoing security assessments and vulnerability testing
  • HIPAA Compliance: Health information is handled in compliance with HIPAA regulations

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

  • Account Information: Retained while your account is active and for a reasonable period thereafter
  • Medical Documents: Retained as specified in your account settings or until you request deletion
  • Usage Data: Typically retained for 12-24 months for analytics and improvement purposes

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

You have the right to access, review, and obtain a copy of your personal information we hold.

6.2 Correction

You can update or correct your personal information through your account settings or by contacting us.

6.3 Deletion

You can request deletion of your account and associated data. Note that we may retain certain information as required by law or for legitimate business purposes.

6.4 Data Portability

You can request an export of your data in a structured, commonly used format.

6.5 Opt-Out

You can opt out of marketing communications by following the unsubscribe instructions in those communications.

To exercise these rights, please contact us at privacy@medimindlab.com.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect usage information and improve our services:

  • Essential Cookies: Necessary for the website to function properly
  • Analytics Cookies: Help us understand how visitors use our website
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but disabling certain cookies may limit website functionality.

8. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

9. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws and that your information receives an adequate level of protection.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Email: privacy@medimindlab.com

General Inquiries: info@medimindlab.com

13. Specific State Privacy Rights

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected, used, shared, or sold
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising your CCPA rights

European Residents (GDPR)

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

  • Right to access, rectification, erasure, and restriction of processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent
  • Right to lodge a complaint with a supervisory authority