Privacy Policy

Digital Envision LLC ("MedCase AI", "we", "us", "our") operates the MedCase AI platform at medcase.ai. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our platform.

We are committed to protecting the privacy of our users and the data subjects whose medical records are processed through our platform. This policy applies to all users of MedCase AI, including account holders, team members, and visitors to our website.

1. Who We Are

2. Data We Collect

2.1 Account Data

When you register for MedCase AI, we collect:

• Full name
• Email address
• Password (stored only as a bcrypt hash — we never store or have access to your plaintext password)
• Organisation name (if you create or join an organisation)

2.2 Billing Data

When you subscribe to a paid plan, we collect:

• Payment method details (processed and stored by Stripe — we do not store card numbers, CVVs, or full payment details on our servers)
• Billing address
• Invoice history

Stripe acts as our payment processor and is PCI DSS Level 1 certified.

2.3 Medical Record Data (Processed on Behalf of Our Customers)

When you upload medical records for analysis, the platform processes:

• Medical record PDFs — uploaded by the user for compliance analysis
• Extracted text — text extracted from the uploaded PDF via direct extraction or OCR
• Sanitised text — text with all personally identifiable information (PII) removed
• Analysis outputs — compliance findings, medical timeline, AI chat messages and responses

Important: MedCase AI processes medical record data on behalf of our customers (the data controllers). We act as a data processor in relation to medical record data. See our Data Processing Agreement for full details.

2.4 Usage Data

We automatically collect:

• Case creation and processing activity (number of cases, processing status)
• Feature usage (AI chat messages sent, analyses run)
• Error and performance data (via Sentry — for debugging and platform stability)

2.5 Website Data

When you visit our website, we may collect:

• Browser type and version
• Pages visited
• Referring website
• IP address (for rate limiting and security purposes)

3. How We Use Your Data

3.1 Medical Record Processing

Medical records are processed for the specific purpose of clinical negligence compliance analysis, as instructed by the customer (data controller). The lawful basis for processing medical record data is:

• Article 6(1)(f) — Legitimate interest: processing medical records for the purpose of legal claims assessment
• Article 9(2)(f) — Legal claims: processing special category health data in connection with the establishment, exercise, or defence of legal claims

4. PII Sanitisation

Before any medical record text is sent to external AI services for analysis, all personally identifiable information is removed through a triple-layer sanitisation system:

1. Microsoft Presidio — Enterprise-grade PII detection engine identifying names, NHS numbers, dates of birth, addresses, phone numbers, email addresses, and other identifiers
2. spaCy Named Entity Recognition — Independent linguistic analysis catching named entities that the first layer may have missed
3. Custom regex patterns — 30+ pattern-matching rules specifically tuned for UK medical records, catching NHS numbers, postcodes, GMC numbers, hospital numbers, and other structured identifiers

After sanitisation, no raw patient names, dates of birth, NHS numbers, addresses, or other identifiable information is sent to external AI services. Only anonymised clinical narratives with type-labelled placeholders (e.g., [PERSON], [NHS_NUMBER], [DATE]) are transmitted.

5. Data Storage and Security

5.1 Encryption at Rest

All sensitive data stored in our database is encrypted using AES-256-GCM (Galois/Counter Mode):

• 256-bit encryption keys
• Unique 12-byte random nonce per record
• 128-bit authentication tag for tamper detection
• Base64 encoding for storage

5.2 Encryption in Transit

All data transmitted between your browser and our servers is encrypted via TLS (HTTPS). We enforce HTTPS via HSTS headers and never accept unencrypted HTTP connections.

5.3 Password Security

User passwords are hashed using bcrypt with automatic salt generation. We never store plaintext passwords. Password verification uses constant-time comparison to prevent timing attacks.

5.4 Infrastructure Security

• Hosting: Hetzner (data centres in Germany and Finland, ISO 27001 certified)
• Database: PostgreSQL with encrypted connections
• Rate limiting: Enforced on authentication, case uploads, and chat endpoints
• CSRF protection: Signed tokens on all state-changing requests
• Security headers: Comprehensive headers including Content Security Policy, X-Frame-Options, Strict-Transport-Security, and cache prevention
• Two-factor authentication: Required for admin accounts (6-digit email code, 10-minute expiry)

5.5 Uploaded Files

• Users can choose whether the original PDF file is retained after text extraction
• If file retention is disabled, the uploaded PDF is deleted after text extraction completes
• If file retention is enabled, the file is stored securely and deleted according to the case's retention schedule

6. Data Sharing and Sub-Processors

We share personal data with the following third-party sub-processors, solely for the purposes of providing the MedCase AI platform:

Important: OpenRouter/Anthropic and OpenAI only receive PII-sanitised text. No patient-identifiable information is transmitted to AI service providers.

7. Data Retention

8. Your Rights

Under the UK GDPR, you have the following rights:

To exercise any of these rights, contact us at privacy@medcase.ai. We will respond within 30 days.

8.1 Data Subject Rights for Medical Records

If you are a data subject whose medical records have been processed through MedCase AI, please contact the organisation (our customer) that uploaded your records. They are the data controller and are responsible for responding to your rights requests. We will assist the data controller in fulfilling these requests in accordance with our Data Processing Agreement.

9. Case Data Deletion

When a case is deleted (either by user request or at the end of the retention period), the following is permanently and irreversibly removed:

• All extracted medical record text
• All text chunks and vector embeddings
• All compliance analysis results
• All findings
• All AI chat messages and responses
• The uploaded PDF file (if stored)
• All associated usage records

Deletion is logged with a timestamp and reason for audit purposes.

10. Cookies

MedCase AI uses only essential cookies required for the platform to function:

We do not use analytics cookies, advertising cookies, or third-party tracking cookies.

11. Children

MedCase AI is a professional platform designed for legal and medical professionals. It is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from anyone under 18.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. The "Last updated" date at the top of this policy indicates when it was last revised.

13. Contact

For privacy-related enquiries or to exercise your data protection rights:

• Email: privacy@medcase.ai
• General enquiries: hello@medcase.ai
• Address: Digital Envision LLC, Newcastle Upon Tyne, United Kingdom

If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.