Legal & Policies

1. About This Policy

This Privacy Policy describes how ClinStreams ("we", "us", or "our") collects, uses, stores, and protects information when you use the ClinStreams platform — including the mobile application, web application, and any associated services (collectively, the "Service").

By registering an institution or user account, you acknowledge that you have read and understood this policy.

2. Information We Collect

Account & Institution Data

• Institution name, email address, country, phone number, and address collected at registration.
• User name, email address, role, and department assignment.
• Hashed passwords (never stored in plain text).
• Device identifiers for push notifications and session management.

Clinical & Patient Data

• Patient demographic information entered by authorised clinical staff.
• Clinical notes, tasks, medical records, and discharge summaries created within the platform.
• Handover sessions and associated patient lists.
• Voice recordings submitted for AI-assisted note transcription (processed transiently and not retained after transcription).

Usage & Audit Data

• Audit logs capturing user actions (logins, record access, data modifications) for compliance and security review.
• Device type, operating system, and app version for diagnostic purposes.
• IP addresses and session tokens for authentication security.

Billing Data

• Subscription plan and payment status. Payment card details are handled exclusively by Stripe and are never stored on ClinStreams servers.

3. How We Use Your Information

• Service Delivery: To provide clinical workflow features including patient management, handovers, notes, tasks, and records.
• AI Features: Patient data within your institution's account is processed by our AI engine solely to generate summaries, suggestions, and discharge notes for your clinical team.
• Authentication & Security: To verify user identity, detect suspicious login activity, manage session tokens, and enforce role-based access control.
• Billing: To manage subscriptions, invoices, and plan upgrades via Stripe.
• Compliance & Auditing: To maintain audit logs that institutions can review for regulatory compliance.
• Platform Improvement: Aggregated, anonymised usage analytics to improve product features. No individual patient data is used for this purpose.
• Communications: To send transactional emails (password reset, account notifications). We do not send unsolicited marketing to clinical users.

4. Data Ownership & Institutional Control

Your institution owns all patient and clinical data entered into ClinStreams. We act as a data processor on your behalf. As the data controller, your institution is responsible for ensuring that data entered into the platform complies with applicable laws in your jurisdiction.

Super Admins have full access to manage users, roles, departments, and data within their institution. The platform enforces strict multi-tenant data isolation — no institution can access another institution's data.

5. Data Sharing & Third Parties

We do not sell, rent, or trade your data. We share limited data only with the following trusted sub-processors:

• Stripe — Payment processing. Governed by Stripe's own privacy policy and PCI-DSS compliance.
• AI Infrastructure Providers — Clinical text (notes, patient data) is sent to our AI provider solely to generate summaries and suggestions. Data is processed under a data processing agreement and is not retained for model training.
• Cloud Hosting Provider — Infrastructure hosting (data stored in encrypted form). Physical access is controlled by the hosting provider's enterprise security programme.

We may disclose data if required by law, court order, or to protect the safety of users or the public.

6. Security

We implement industry-standard technical and organisational measures to protect your data:

• All data in transit is encrypted using TLS 1.2 or higher.
• Passwords are hashed using bcrypt with a per-user salt.
• Refresh tokens use rotation — reuse of a revoked token invalidates all sessions.
• Role-based access control ensures users can only access resources appropriate to their clinical role.
• Rate limiting and account lockout protect against brute-force attacks.
• Sensitive fields (e.g. medical record content) are encrypted at rest using AES-256.

Despite these measures, no system is completely immune to security incidents. We will notify affected institutions without undue delay in the event of a data breach as required by applicable law.

7. Data Retention

• Patient and clinical data is retained for as long as the institution's account is active.
• Upon account deletion, data is purged from active systems within 30 days and from backups within 90 days.
• Audit logs are retained for a minimum of 2 years to meet healthcare regulatory requirements.
• Voice recordings submitted for transcription are deleted immediately after the transcription is returned.

8. HIPAA & GDPR

HIPAA (US): ClinStreams is designed to operate as a Business Associate under HIPAA. Covered entities using ClinStreams to process Protected Health Information (PHI) should ensure a Business Associate Agreement (BAA) is in place. Contact us to request a BAA.

GDPR (EU/EEA): If you are located in the European Economic Area, you have the following rights regarding your personal data:

• Right to access, correct, or erase your data.
• Right to restrict or object to processing.
• Right to data portability.
• Right to lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at privacy@clinstreams.com.

9. Children's Privacy

ClinStreams is a professional clinical platform intended exclusively for healthcare institutions and their authorised staff. It is not designed for use by individuals under 18. We do not knowingly collect personal information from minors.

10. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will update the "Last Updated" date at the top of this page. For material changes, we will notify Super Admin users by email at least 14 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance.

11. Contact Us