How we protect
your information

Introduction

Your privacy matters to us. This policy outlines how we handle data across our platforms, including Patiently AI and other AI-driven tools.

We design our products using privacy-by-design and data-minimisation principles, meaning we aim to collect the least amount of personal information necessary and apply safeguards such as on-device processing and temporary AI handling wherever possible.

Information we collect

2.1 Personal information

We may collect personal information you provide, including:

• Name and email address when registering or subscribing
• Payment details where applicable
• Login credentials

2.2 Usage data

We automatically collect:

• IP address, browser type, device type, and operating system
• Interaction data relating to our website, PWAs, tools, or apps

This information helps maintain performance, security, and service reliability.

2.3 App-specific data (Patiently AI)

2.4 AI tool inputs and outputs

AI tools may process text or audio inputs and generate outputs such as summaries, explanations, or compliance feedback. Data is processed only to deliver the requested functionality and is not retained unless explicitly stated.

2.5 Security and abuse prevention

Security tools such as Captcha or rate-limiting systems may collect browser and IP information to prevent misuse.

How we use your information

We use information to:

• Provide and improve services
• Maintain platform safety and reliability
• Respond to enquiries
• Prevent fraud or abuse
• Enhance product performance through aggregated analysis

3.1 AI processing

• AI tools process data solely to deliver requested functionality
• Identifiers may be removed locally before transmission where supported
• Third-party AI processing providers may process submitted content temporarily
• Outputs are generated automatically and may contain inaccuracies; they are designed to support, not replace, professional or clinical judgement

Legal basis for processing

Depending on the activity, processing may rely on:

• Performance of a contract
• Legitimate interests in operating and improving our services
• User consent

Data retention

We retain data only as long as necessary:

• AI tool inputs: Not stored after processing unless clearly stated
• Audio recordings: Deleted after transcription
• Medications and symptoms: Retained only for user functionality
• Aggregated analytics: Fully anonymised and not identifiable

Disclosure of your information

We may share data with trusted processors including:

• AI processing providers
• Cloud hosting and infrastructure providers
• Analytics or security services

We do not sell personal data. Data may also be disclosed where legally required.

Third-party services

Our platforms may use services such as:

• OpenAI or similar AI providers
• Perplexity (AI-powered search and reference verification)
• Firebase / Google Cloud infrastructure
• Railway (application hosting and deployment)
• Resend (transactional email delivery)
• Apple or Google authentication services
• Mapping services for HushMap

These providers process data under their own privacy policies.

Data security and privacy by design

We apply layered safeguards including:

• HTTPS encryption in transit
• Secure cloud infrastructure
• On-device redaction and data minimisation where available
• Role-based access controls where applicable
• Continuous review of privacy risks through internal assessments

Our design approach aligns with recognised privacy and security frameworks used in UK and international digital health environments.

Data Protection Impact Assessment

A DPIA has been completed for Patiently AI to evaluate risks related to processing health-related content and to implement appropriate safeguards.

Your rights

Depending on applicable law, you may have rights to:

• Access, correct, or delete your data
• Restrict or object to processing
• Withdraw consent

Requests can be sent to: info@pharmatools.ai

Automated processing and AI transparency

Some tools use automated AI systems to generate outputs. These tools assist understanding or workflow support but do not provide medical diagnosis, regulatory determinations, or professional advice.

Users remain responsible for reviewing outputs and consulting qualified professionals where appropriate.

Children's privacy

Our tools are not intended for children under 13. If you believe personal data from a child has been submitted, please contact us so it can be removed.

International data transfers

Data may be processed internationally using trusted cloud infrastructure. Safeguards consistent with UK GDPR and applicable data protection standards are applied.

RefCheckr (web app & Word add-in)

HushMap mobile app (iOS)

Updates

We may update this policy from time to time. The latest version will always be published on our website.