Privacy Policy

Effective 28 June 2026 · Last updated 4 September 2026

1. Who we are

MedRecap (“MedRecap,” “we,” “us,” or “our”) is a patient-facing application that records medical appointments, transcribes the audio, and generates plain-language summaries to help patients remember and act on what was discussed with their healthcare providers.

This policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have.

• Operator / data controller: MedRecap
• Contact: support@medrecap.app
• Jurisdiction: British Columbia, Canada (operator)

MedRecap is a personal health record (PHR) application used by individuals to manage their own health information. MedRecap is not a covered entity or business associate under HIPAA. Canadian users are protected under PIPEDA; US users are protected under the FTC Health Breach Notification Rule and applicable state laws. All users benefit from the security and privacy practices described in this policy.

2. Information we collect

2.1 Information you provide

• Account information: your name and email address (used for sign-in and to personalize the app).
• Audio recordings of medical appointments that you choose to record.
• Health information you enter or that is generated from your recordings, including visit summaries, transcripts, medications, allergies, conditions, surgeries, family history, appointments, and follow-up tasks.

2.2 Information generated automatically

• Transcripts and AI summaries derived from your recordings (see Section 4).
• Product usage data — which features you use (e.g. recording a visit, asking Lumi a question, completing a check-in), the screens you visit, a random analytics identifier, and basic device and app information. We use Mixpanel, a third-party product-analytics provider (see Section 4), to collect and analyze this data so we can understand and improve the app. Mixpanel receives feature-usage events only — never your recordings, transcripts, summaries, or health record content, and it is not configured to capture on-screen content, taps, or screen recordings. MedRecap does not include advertising SDKs and does not use your data for advertising.

2.3 Information we do not collect

• We do not sell your data.
• We do not use your health information for advertising.
• We do not share your data with third parties except the service providers needed to operate and improve the app (Section 4).

3. How we use your information

We use your information solely to provide and improve the MedRecap service, including to:

• transcribe and summarize your recordings;
• maintain your health record, medications, appointments, and tasks;
• send you reminders you have enabled (appointments and tasks);
• let you share a read-only summary of a visit when you choose to (Section 6);
• secure your account and prevent misuse.

We process your health information only on your instruction and for the purposes above.

4. AI processing and third-party service providers

Your data is sent to the following providers to operate and improve the app:

• Audio is sent to the relevant transcription provider only to convert speech to text.
• Transcript text is sent to the summarization model only to generate your summary or answer your questions.
• OpenAI's account-level data controls for MedRecap are set to not share inputs or outputs with OpenAI for training or improving their models. Their data-handling practices are described at openai.com/enterprise-privacy.
• Speechmatics' data-handling practices are described at speechmatics.com/legal/privacy-policy.

5. How information is stored and protected

• Your data is stored in your personal account, protected by per-user access controls (row-level security) so that only you can access your records.
• Data is encrypted in transit (TLS) and at rest (AES-256) by our infrastructure provider (Supabase).
• Audio files are stored in a private storage bucket accessible only to your account.

No method of transmission or storage is 100% secure, but we take reasonable technical and organizational measures to protect your information.

6. Sharing a visit summary

MedRecap lets you generate a read-only share link for an individual visit to send to a family member or caregiver.

• A share link contains a long, random, unguessable token. Only a person holding that exact link can view the visit it points to.
• A shared page shows only that visit's summary and follow-up tasks. It does not expose your full transcript, your other visits, or any other part of your account.
• You control sharing. You can remove a share link at any time from the visit screen; once removed, the link no longer works.
• Anyone you send a link to can view it without an account. Only share links with people you trust.
• We record anonymous usage of the share page. When someone opens a share link, we log that a shared summary was opened, and whether a link was still valid, using our analytics provider (Mixpanel — see Section 4). This tells us whether shared summaries are actually being read. We do not send the share link itself, the visit summary, or any of its content to our analytics provider, and we do not attempt to identify the recipient or link them to you. Recipients are not required to have a MedRecap account and we do not create one for them.

7. Your choices and rights

• Access and correction: you can view and edit your records within the app.
• Deletion: you can delete individual recordings, transcripts, summaries, and other records within the app. You can also permanently delete your entire account and all associated data at any time from More → Profile → Delete my account — this is immediate and cannot be undone. If you're unable to access the app, contact support@medrecap.app for help.
• Withdraw consent: you may stop using the app and delete your account at any time.
• Canadian users (PIPEDA): you have the right to access your personal information, request corrections, and file a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca).
• US users (FTC Health Breach Notification Rule): in the event of a breach of your identifiable health information, MedRecap will notify you promptly as required by law.
• California users: you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Confidentiality of Medical Information Act (CMIA).

To exercise any right, contact support@medrecap.app.

8. Data retention

We retain your information for as long as your account is active or as needed to provide the service. When you delete your account, we delete it immediately, not after a delay — except where retention is required by law.

9. Children's privacy

MedRecap is not directed to individuals under 18 years of age, and we do not knowingly collect their information. If you are under 18, do not use this app or provide any personal information.

10. Medical disclaimer

MedRecap is not a medical device and does not provide medical advice. AI-generated summaries may contain errors. Always rely on your official medical records and the guidance of your healthcare provider for clinical decisions.

11. Changes to this policy

We may update this policy from time to time. We will post the updated version with a new “Last updated” date and, where appropriate, notify you in the app.

12. Contact us

Questions about this policy or your data: support@medrecap.app.