Privacy Policy

1. Core Commitment: 100% Zero PHI Data Retention

phiReports.health is architected from the ground up to operate without retaining, storing, selling, or indexing Protected Health Information (PHI) or Personally Identifiable Information (PII). When you use our service to generate clinical notes, SOAP documentation, consultation letters, procedure reports, or ISBAR medical handovers, all clinical patient data (including names, medical record numbers, dates of birth, diagnostic measurements, and clinical notes) exists solely in your browser's local RAM.

No AI Training: We strictly do not use any submitted data, PHI or otherwise, to train artificial intelligence models, machine learning algorithms, or for any analytics purposes.

2. Ephemeral In-Memory PDF Compilation

When you request a PDF download or in-memory preview, your browser transmits the document payload over an encrypted TLS 1.3 connection to our serverless rendering instance. The server compiles the binary vector PDF in volatile memory and streams the bytes back to your client. The payload and compiled buffer are purged from memory immediately upon completion of the stream. No disk files or database records are created.

3. Cookies, Local Storage & Zero Third-Party Trackers

We use strictly necessary functional cookies and local browser storage (localStorage) to operate the platform securely and reliably. This includes:

• Authentication: Storing your encrypted passkey session without requiring centralized tracking databases.
• Clinic Customizations: Saving your clinic stationery logos, custom headers, and electronic stylus signatures exclusively on your own device.
• User Preferences: Remembering UI choices like your default template, theme mode, and cookie banner consent.

OCR Tracking Technology Compliance: In accordance with HHS Office for Civil Rights (OCR) guidance on healthcare tracking technologies, phiReports.health strictly prohibits and eliminates third-party tracking scripts, commercial browser fingerprinting libraries (e.g. FingerprintJS), canvas probes, advertising pixels, and cross-site marketing trackers. Device accountability is performed purely through sanitized request-header platform categorization without invasive hardware profiling.

4. Payment Processing Separation (Stripe)

Financial transactions for Pay-As-You-Go credit bundles are processed securely through Stripe, Inc. Stripe collects and processes payment method details exclusively for financial settlement. Stripe never has access to any clinical notes, patient names, diagnostic measurements, or medical records generated on phiReports.health.

5. Cloud Infrastructure & Edge Network Sub-Processors

To maintain high availability, low latency, and zero-compromise encryption, phiReports.health utilizes enterprise cloud infrastructure providers operating under strict sub-processor data protection standards:

• Tier-1 Enterprise Cloud Infrastructure: Hosts our containerized serverless application in SOC 2 Type II and ISO 27001-certified US data centers. We operate under a formal Business Associate Agreement (BAA) with our cloud infrastructure provider to ensure all hosting environments meet strict HIPAA regulatory standards. Compute execution occurs in hardware-isolated, ephemeral Linux containers where memory is flushed immediately upon response completion.
• Global Edge Network: Provides global Anycast DNS routing, automated TLS 1.3 encryption, and enterprise-grade DDoS edge protection (WAF). Routing rules are configured with strict no-store cache-bypass policies on all document rendering endpoints, mathematically preventing edge caching of document streams.

6. HIPAA Compliance Audit Trails & Cryptographic Integrity

To comply with federal HIPAA Security Rule requirements (45 CFR § 164.312(b), § 164.308(a)(5)(ii)(C), and § 164.312(c)(1)), phiReports.health maintains a strictly non-PHI compliance audit ledger for practice administrators. Audit records include:

• Authentication Monitoring: Timestamped successful logins and failed PIN attempts with brute-force lockout defense alerts.
• Document Generation Events: Clinician identity, template type, export destination, and rendering latency.
• Geographic Origin & Edge PoP: Coarse multi-region origin detection (e.g. San Juan [SJU], Miami [MIA]) via edge headers and offline store-and-forward sync.
• Sanitized Device Platforms: Platform categorization (e.g. Desktop App Windows, iPad Safari) for workforce device accountability without invasive tracking scripts.
• SHA-256 Document Integrity Checksum: Deterministic cryptographic hash of the compiled PDF byte stream proving tamper-evident authenticity.

Zero PHI Guarantee: Under no circumstances are patient names, medical record numbers (MRNs), dates of birth, clinical narratives, or audiograms recorded in audit logs.

7. 6-Year Immutable Legal Audit Retention (45 CFR § 164.316(b)(2)(i))

Non-PHI administrative security audit logs are retained for a mandatory minimum of 6 years in accordance with federal HIPAA compliance standards. Tiered storage policies automatically transition historical audit logs to tamper-proof, locked cold cloud storage with object retention locks, ensuring legal and regulatory integrity for healthcare organizations.