Privacy Policy

Last updated: February 3, 2026

Your privacy is important to us. This Privacy Policy explains how Ortho Board Prep collects, uses, stores, and protects your information.

1. Information We Collect

Account Information

• Email address
• Name (if provided)
• Authentication credentials

Uploaded Content

• Medical documents and records you upload for case preparation
• Images (X-rays, clinical photos, etc.)
• Any text or files you provide to the service

Usage Data

• Features and pages accessed
• Session duration and frequency
• Practice session transcripts and results
• AI interactions and generated content

Technical Data

• Browser type and version
• Device information
• IP address
• Error logs and diagnostics

2. How We Use Your Information

We use your information to:

• Provide the Service: Process documents, generate summaries, conduct practice sessions
• Improve Our AI: Use aggregated, anonymized data to improve our AI models (never your raw PHI)
• Communicate: Send service-related notifications, updates, and support responses
• Ensure Security: Detect and prevent fraud, abuse, and unauthorized access
• Comply with Law: Meet legal obligations and respond to lawful requests

3. Data Storage and Security

Your data is stored on Google Cloud Platform (Firebase) infrastructure, which provides:

• Encryption at Rest: All data is encrypted using AES-256
• Encryption in Transit: All connections use TLS 1.2 or higher
• Access Controls: Role-based access with authentication required
• Data Centers: Located in the United States with SOC 2 compliance
• Backups: Regular automated backups with point-in-time recovery

4. Data Sharing

We do NOT sell your personal data.

We may share data with:

• Service Providers: Third-party processors that help us provide the service, including:
  • Google Cloud / Firebase (infrastructure, authentication)
  • Google AI / Gemini (document analysis, AI features)
  • OpenAI (optional AI features)
  • Anthropic (optional AI features)
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets

5. HIPAA and Protected Health Information

You are responsible for ensuring you have proper authorization to upload any Protected Health Information (PHI) and for using our redaction tools to de-identify documents before sharing.

6. Data Retention

• Active Accounts: Data retained while your account is active
• Account Deletion: Data deleted within 30 days of account deletion request
• Backups: May persist in backups for up to 90 days
• Anonymized Data: Aggregated, anonymized data may be retained indefinitely for analytics

7. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Export: Download your case summaries and documents
• Delete: Delete your account and associated data
• Correct: Update inaccurate personal information
• Opt Out: Unsubscribe from non-essential communications

To exercise these rights, contact us at orthoboardprep@gmail.com or use the account settings in the application.

8. Cookies and Tracking

We use:

• Essential Cookies: Required for authentication and session management
• Local Storage: To save your preferences and settings

We do not use third-party advertising cookies or sell data to advertisers.

9. Children's Privacy

Ortho Board Prep is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

10. International Users

Our services are hosted in the United States. If you access our service from outside the US, your data will be transferred to and processed in the United States. By using our service, you consent to this transfer.

For users in the European Economic Area (EEA), we process data based on legitimate interests and contractual necessity. You may have additional rights under GDPR — contact us for details.

11. Changes to This Policy

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

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: orthoboardprep@gmail.com