Privacy Notice

We are the controller for data about our own customers and the staff who work for them, which means we decide how it gets used. That covers account details, billing records, support conversations, and how people use the site and the app.

For the patient and clinical data a provider puts into SpectraRIS, the provider decides and we do not. We act on their instructions and only to run the service, which makes us their processor. If you are a patient, go to the clinic or hospital that treated you. They hold the relationship with you and they will tell us what to do.

Account data covers your name, work email, phone number, role, organisation, and the sign-in data that goes with them, including the one-time codes we send. If you sign in with Google, we get your name and email from Google.

Billing data covers your plan, subscription status, invoices, and billing contact. Card numbers go to our payment provider and never reach us.

Clinical data, which we hold as a processor, covers patient identifiers, appointments, studies, radiology reports, and the rest of what your organisation enters or uploads.

We also log technical and usage data: IP address, browser and device, pages viewed, what was clicked and when, and an audit trail of who opened or changed a record. Anything you send us when you get in touch, attachments included, sits alongside it.

• To run, secure, and support the service. That is our contract with you.
• To check people are who they say they are and keep intruders out. Legitimate interests, and in places a legal obligation.
• To take payment, issue invoices, and report tax. Contract and legal obligation.
• To keep the audit trail a clinical setting demands. Legal obligation and legitimate interests.
• To find faults and improve the product, using aggregated or de-identified data wherever we can. Legitimate interests.
• To send you service and security notices. Contract. Marketing email only goes out if you asked for it, and you can stop it at any time.

We do not sell personal data and we do not train AI models on patient data. Where the product has an AI feature, content goes to our AI provider to answer that one request and comes back. We do not keep it for training.

Paddle.com is our reseller and Merchant of Record. Paddle runs checkout, payments, refunds, and tax, and looks after the billing data that goes with them under its own privacy notice.

Beyond Paddle, data reaches:

• The cloud hosting, storage, and email providers our infrastructure sits on, all under written data processing terms.
• Advisers, auditors, and authorities, where the law says we have to disclose.
• A buyer, if we are ever merged or acquired, who would be held to this same notice.

Everyone in that list works to our instructions, is bound by confidentiality, and cannot use the data for their own ends. Ask oliverotchere4@gmail.com and we will send you the current list of subprocessors.

Our providers may handle data outside the country you are in. When they do, we rely on proper safeguards, either standard contractual clauses or an adequacy decision. Where we have agreed a data residency commitment with your organisation in writing, we keep to it.

• Account data: while you are subscribed, and up to 12 months after you leave.
• Clinical data: as long as your organisation tells us to. Once the account closes you have 30 days to export it, then we delete or anonymise it unless the law says otherwise.
• Billing and tax records: as long as the law requires, usually 6 to 7 years.
• Audit and security logs: normally 12 months, longer where clinical record-keeping rules demand it.

Data is encrypted in transit, access depends on your role, and signing in needs a second factor. Sessions expire, forms are protected against cross-site request forgery, tenants are kept apart from each other, and every record access is logged.

No system is completely secure, so we test and review these controls regularly. If a personal data breach happens that meets the reporting threshold, we will tell the affected customers and the regulator without undue delay.

We use the cookies the app cannot work without: the ones that keep you signed in, protect the sign-in flow, and remember preferences like your theme. There is no way to switch those off and still use the product. We do not use advertising cookies or third-party ad tracking.

Depending on where you live, you can ask to see your personal data, correct it, delete it, restrict or object to what we do with it, get a copy in a portable format, or withdraw consent where consent is what we relied on. Email oliverotchere4@gmail.com and we will answer inside the deadline that applies, usually 30 days. You can also complain to your local data protection authority.

If your request is about patient data we hold for a provider, we pass it to that provider. The decision is theirs to make.

The service is not aimed at children and we do not knowingly set up accounts for anyone under 18. Patient records will sometimes be about minors, and those sit with the treating provider, who decides how they are handled.

We will update this notice from time to time. The date at the top tells you which version you are reading, and we will give you notice in the app or by email before anything significant changes.