Privacy Policy

1. Local Processing and Patient Data

The RadPhrases computer application performs phrase expansion locally on your computer. Patient data, dictated text, report text, and clipboard contents do not need to be sent to RadPhrases servers for expansion. The app may connect to RadPhrases services for authentication, license checks, software updates, and optional template synchronization.

2. Information We Collect

We collect account information such as your name, email address, authentication identifiers, hashed computer identifiers, optional professional profile fields, subscription tier, and support communications. If you use community sharing, we also store the reusable templates or reports you publish, the registered recipient email addresses you select for private sharing, installation records, user reports, and moderation records. If you purchase Premium, Lemon Squeezy processes billing and payment details. RadPhrases stores the subscription status and billing identifiers needed to grant access and let you manage billing.

3. How We Use Your Information

We use information to provide accounts, authenticate the computer app, deliver downloads and updates, process subscriptions, synchronize templates when enabled, operate public and private community sharing, deliver automatic updates to added libraries, investigate reports and remove content when appropriate, respond to support requests, improve product reliability, and send important service notices.

4. Cookies and Similar Technologies

RadPhrases uses necessary cookies or browser storage to keep you signed in, protect account flows, remember privacy choices, and support checkout or security features you request. Privacy-masked error monitoring starts when the website loads so RadPhrases can detect browser errors and reliability problems, including failures that occur before the privacy banner appears. With your permission, RadPhrases may also use optional product analytics to understand website usage and product events. You can change optional analytics preferences from the Cookie preferences link in the footer.

5. Service Providers

RadPhrases uses trusted service providers for hosting, authentication, analytics or diagnostics, email delivery, and payments. These providers may process limited personal information only as needed to provide their services to RadPhrases.

6. Retention and Security

We retain account and billing records for as long as needed to provide RadPhrases, comply with legal obligations, resolve disputes, and enforce agreements. Community library version, report, and moderation records may be retained after a library is removed when reasonably needed for security, dispute handling, legal compliance, or enforcement. We use reasonable administrative and technical safeguards, but no internet service can be guaranteed completely secure.

7. Your Choices

You may request access, correction, deletion, or export of personal information by contacting us. You can manage subscription billing through the account page when signed in.

8. Contact Us

For more information about our privacy practices, to ask a question, or to make a complaint, email [email protected].

9. AI Report Writing

When you request report generation or a voice revision through Premium or Premium AI, your audio recording, selected catalog templates, and current AI report draft are sent through RadPhrases servers to OpenAI. This feature needs an internet connection and microphone permission. Standard local phrase expansion is unaffected.

RadPhrases temporarily stores recordings, templates, drafts, transcripts, and generated reports in private Appwrite job files to process background requests. Inputs are deleted after the worker loads them. Result access expires one hour after submission; scheduled hourly cleanup deletes files older than one hour by their creation time, subject to service availability. Clinical content is not added to product analytics. The editable draft stays in the open window's memory. The allowance-window marker and request count are retained in your profile to enforce usage limits. The small AI allowance in Premium also keeps temporary reservation records without clinical content. OpenAI retention depends on its service and data-control settings; persistent response storage is disabled for report-writing requests. Review generated reports before use.

10. Connections to ChatGPT, Claude and Other AI Assistants

When you link your RadPhrases account to an assistant such as ChatGPT or Claude, RadPhrases and our authentication provider Appwrite process your account identifier, the account details displayed on the consent screen, the connecting application's identifier, the permissions you approve, and your subscription or organization access. We use these details to authenticate you, manage the connection you requested, and supply only templates you are entitled to use. The connected application may also receive identity information covered by the permissions you approve.

The MCP connection's template tools receive modality, report language, catalog template identifier, variant, and numeric pagination values. We return selected catalog templates and their source information to the connected assistant. The connection does not automatically send your full conversation to RadPhrases. Data handling for the separate RadPhrases AI Report Writing feature is described in section 9.

Do not send patient names, patient identifiers, findings, patient reports or patient files to the connection. The tools offer no fields for that content and reject unexpected fields or invalid requests. However, a misused HTTP request can still reach the host, and identifier-shaped text can reach a catalog lookup. These controls do not automatically de-identify information or guarantee that patient information can never be transmitted.

Appwrite provides account and OAuth records, the template database and MCP Function hosting. Cloudflare serves the published catalog service and its files. ChatGPT/OpenAI or Claude/Anthropic process your conversations and returned templates under their own terms and privacy settings. RadPhrases does not set conversation retention in those services. The MCP connection does not initiate an additional AI model request by RadPhrases.

Appwrite retains connection consent until you remove the connection or your account is deleted. Our current OAuth settings give public-client access tokens a 1-hour lifetime and confidential-client access tokens an 8-hour lifetime. Refresh tokens expire after 30 days for public clients and 365 days for confidential clients; they are replaced when used and can be revoked. These records are not used to store patient reports.

The MCP handler does not write tool-request bodies, access tokens or template text to application logs or create a separate permanent request archive. Under our Appwrite Pro plan, standard execution logs are retained for up to 7 days, plan activity logs for 7 days, and service-usage records for 30 days. Hosting services may process technical records such as request method and path, time, status, duration and network metadata. Support correspondence follows the account and support retention described above.

You can remove a connection from Connected apps in your account. Removal stops new token issuance and renewal; because our MCP service verifies tokens offline, an existing access token can remain accepted until its expiry. Removing a connection does not delete your ChatGPT or Claude conversations or copies of templates already returned. Manage those records in the relevant service. To request access to or deletion of connection records, email [email protected] without including patient information or access tokens.

11. Chrome Extension

The RadPhrases Chrome extension reads text in the active typing field only on websites you enable, to recognize shortcuts, display autocomplete suggestions, and insert text you choose. Phrase matching and calculators run on your device. Routine report typing does not upload report text, calculator inputs, clipboard contents, or browsing history to RadPhrases servers. The extension does not include the report catalog or AI Report Writing.

When you sign in through the website, RadPhrases and Appwrite process your account identifier, name, email address, subscription or organization access, a randomly generated browser installation identifier, and connection credentials. These provide account access, enforce device limits, and deliver the phrase library you are entitled to use. Subscription and payment management use the website's existing billing flow.

The extension stores account connection credentials, cached phrases, personal shortcuts, favorites, pending changes, and language and suggestion preferences in Chrome local storage. Chrome retains permissions for enabled websites. If your plan includes personal-content sync, the personal shortcuts and favorites you deliberately save are sent to RadPhrases and stored in Appwrite. Cloudflare may also serve published phrase files. Typing in a report does not automatically save that report to your personal library.

Signing out removes your library from active use and requests connection revocation. If you are offline, the server connection record may remain until expiry or later revocation. Separate local caches for each account remain so your work can be restored when the same account signs in again; remove the extension's data in Chrome to delete those caches. Website access can be removed in extension settings or Chrome.

We use information obtained through the Chrome extension only to provide and secure the disclosed phrase-expansion, calculator, account, and synchronization features. This use complies with the Chrome Web Store User Data Policy, including its Limited Use requirements. We do not sell extension data or use it for personalized advertising, and the extension does not keep an activity log containing report text.