AI-HEART Lab Privacy Policy

Effective Date: October 4, 2026

1. Introduction

AI-HEART Lab, LLC operates the AI-HEART Lab website and associated services. This policy explains how we handle your information.

2. Information We Collect

Web Services

Clinical data you enter (patient demographics, lab values, medications, clinical history) — processed entirely in your browser for calculator features
Email address — when you create an account for ARBITER, CANVAS, COMPASS, or ENLIST; or when you send a clinical note via email or subscribe to a digest newsletter
Phone number — when you verify your account for free credits
Payment information — processed by Stripe (our payment processor); we do not store credit card numbers
Manuscripts and abstracts — uploaded to ARBITER for AI-powered review (see Section 6)
AI conversation transcripts and clinical notes — submitted to VIGIL for audit (see Section 7a)
Clinical trial data — entered into ENLIST for electronic data capture (see Section 7b)

Mobile Application (applicable upon mobile app release)

Audio recordings — only when you use the voice input feature
Account information — email and authentication credentials
Subscription status — managed through Apple App Store or Google Play Store

3. How We Process Data

Calculator computations: 100% in-browser. Clinical data entered into calculators is not stored or transmitted to any server.
AI features (text extraction, AI note generation, voice transcription): Clinical data is sent to our secure API servers for processing. Data is held in memory ONLY during the active request and is NEVER logged, stored, cached, or persisted to any database or file system.
Email delivery: Your email address and the clinical note content are transmitted to deliver the email. No copies are retained after delivery.
Evidence Search: Search queries are sent to PubMed, Europe PMC, and Semantic Scholar APIs. Clinical notes pasted for patient contextualization are processed in memory only and never stored.

4. HIPAA Compliance

AI processing is performed through HIPAA-compliant cloud infrastructure under a signed Business Associate Agreement (BAA)
Email delivery is performed through a HIPAA-compliant email service provider under a signed BAA
Authentication provider is used for account management (email and authentication tokens only — no PHI)
Clinical data entered into calculators and AI note features is not stored. ENLIST stores declared trial fields in an encrypted database (see Section 7b)

5. Third-Party Services (Sub-Processors)

Cloud AI infrastructure provider — AI processing (extraction, note generation, audit), HIPAA BAA signed, zero data retention enabled
Email service provider — email delivery (clinical notes, digests, OTP), HIPAA BAA signed
Cloud SQL database provider — account data, ARBITER/CANVAS submission metadata, ENLIST trial data; HIPAA BAA signed
Stripe — payment processing (receives no clinical data or PHI)
Twilio — phone verification OTP (receives phone number only, no clinical data)
Vercel — website and API hosting; HIPAA BAA signed
Neon PostgreSQL — digest newsletter subscriptions (email address only, no clinical data)

Upon mobile app release, additional sub-processors may include RevenueCat (subscription management) and Apple/Google (app distribution).

6. ARBITER Pre-Submission Review Tool

ARBITER (AI-Based Review & Intelligent Thesis Evaluation Resource) processes author-uploaded manuscripts for AI-powered peer review. The following data practices apply specifically to ARBITER:

All AI processing is performed on HIPAA BAA-covered cloud infrastructure with Zero Data Retention (ZDR) enabled — no AI provider retains submitted data in API logs
Manuscripts are encrypted in transit (TLS 1.3) and at rest (AES-256) on SOC 2 Type II, ISO 27001 certified infrastructure
Uploaded manuscripts are automatically deleted from our servers after the review is delivered. No long-term manuscript storage occurs
Review artifacts (generated review output, not the manuscript) are retained for up to 30 days for quality assurance, then purged
Manuscript data is never used for AI model training by any provider
Account data (email, authentication credentials, submission history) is retained while your account is active

7. CANVAS AI Scientific Illustration

Manuscript text or abstracts uploaded for illustration generation are processed under the same HIPAA BAA-covered infrastructure and zero-data-retention policies as ARBITER
Generated illustrations are stored temporarily for delivery and then purged
Account data (email, authentication credentials, job history) is retained while your account is active

7a. VIGIL Clinical AI Audit

AI conversation transcripts and clinical notes submitted for audit are processed in memory only — never stored in any database or file system
Audit results are returned to you in real time and are not retained on our servers
Zero data retention: no submitted content is logged, cached, or used for model training

7b. ENLIST Electronic Data Capture

Clinical notes pasted for AI-assisted screening are processed in memory only — never stored in the database
Declared trial fields (structured data extracted from screening) are stored in an encrypted Cloud SQL database
Audit logs are retained per 21 CFR Part 11 principles; soft-deleted data is anonymized
Account data (email, credentials, site assignments) is retained while your account is active

7c. COMPASS Unified Clinical Suite

Clinical notes submitted for unified extraction are processed in memory only — never stored
Account data and usage credits are retained while your account is active

7d. CADENCE, MedStudentLearner & Evidence Search

CADENCE: Uploaded PDFs are processed for audiobook conversion and stored temporarily for delivery, then purged. Audit logs are retained for up to 7 years
MedStudentLearner: Conversational interactions are processed in memory only and not stored
Evidence Search: Search queries and clinical context are processed in memory only. PubMed, Europe PMC, and Semantic Scholar APIs receive your search queries

8. Data Retention

Clinical data (calculators, AI notes): Not retained. Processed in-memory during active requests only.
ARBITER manuscripts: Automatically deleted after review delivery. See Section 6 for details.
ENLIST trial data: Retained per 21 CFR Part 11 principles. See Section 7b.
CADENCE audiobooks: Source PDFs purged after conversion; audit logs retained up to 7 years.
Account data: Email and authentication credentials retained while your account is active across all products.
Digest subscriptions: Email address retained until you unsubscribe.

9. Your Rights

Data deletion is automatic for calculator and AI note features — clinical data is never stored, so there is nothing to delete
You can request deletion of your account and associated data by contacting information@ai-heart.org
You can unsubscribe from the digest newsletter at any time via the link in each email

10. Analytics & Cookies

We use Google Analytics and Google Tag Manager to understand site usage (pages visited, session duration, device type). These services use cookies and do not receive any clinical data.
We use Google Ads conversion tracking to measure the effectiveness of advertising campaigns. No clinical data is shared with advertising services.
No third-party analytics or advertising scripts are loaded on pages where clinical text is entered (calculator pages, VIGIL audit pages, ENLIST screening pages).

11. Children's Privacy

This application is intended for use by licensed healthcare professionals only. We do not knowingly collect information from individuals under 18 years of age.

12. Changes to This Policy

We may update this policy from time to time. The effective date at the top indicates the most recent revision.

13. Contact Us

AI-HEART Lab, LLC

Pittsburgh, PA

information@ai-heart.org

https://ai-heart.org