Privacy Policy

Case Log Pro ("we," "us," or "our") is committed to protecting your privacy and the confidentiality of Protected Health Information (PHI) entrusted to our care. This Privacy Policy describes how we collect, use, disclose, store, and protect information when you use our application and related services.

This Privacy Policy applies to:

IMPORTANT: You must accept this Privacy Policy before you can access PHI within the Service. Annual re-acceptance is required to maintain continued access. Continued use constitutes your acceptance of this policy.

• Our web application
• Our mobile application (iOS and Android)
• Our APIs
• Any related services we provide

We collect information in the following categories:

Account Information: name, email, password, occupation, institution

Profile Information: photo, specialty, credentials

Case/Logbook Data: patient MRN, name, age, sex, procedure details, consultant, role, category, specialty, comments

Consent Records: privacy policy acceptance, terms acceptance, timestamps

Subscription Information: plan type, subscription status, billing or store identifiers (e.g. from app store)

Usage Data: pages visited, features used, actions

Device Information: device type, OS, browser

Log Data: IP address, user agent, timestamps

We process PHI for healthcare documentation. We protect PHI using encryption in transit, access controls, and audit logging.

We use information to:

• Provide the Service (create account, store case data, enable features)
• Authenticate and authorize access
• Manage your subscription and subscription-based features
• Comply with legal obligations (HIPAA, state, federal)
• Ensure security (fraud detection, unauthorized access prevention)
• Maintain audit trails for compliance

We may use aggregated, de-identified data to improve the Service and develop features. We do NOT sell your personal information or PHI to third parties.

Contract Performance: account and case data for providing the Service

Legal Obligation: PHI and audit logs for HIPAA compliance

Legitimate Interest: usage data and security logs for security and service improvement

Consent: privacy policy acceptance for PHI access

We may share information with:

Service Providers: hosting, database, email, storage, authentication

OCR (Google): our document text recognition (OCR) feature uses Google's OCR service; document or image content you submit for OCR may be sent to Google for processing

Your Institution: usage and case data as authorized

Law Enforcement: as required by subpoena or court order

Regulatory Authorities: HIPAA, HHS, state requirements

We require all service providers to sign BAAs where PHI is processed, implement security measures, and use data only for specified purposes. We do NOT sell, rent, or trade your personal information or PHI.

When you use the OCR (optical character recognition) feature to extract text from documents or images, that content is processed by Google's OCR service. Google's handling of data is subject to Google's privacy policy and terms.

We retain account-linked data while your account is active so we can provide the Service. After confirmed in-app account deletion, we immediately and permanently remove account-linked server data and clear locally stored app data as described in Section 6.1.

Account, profile, case, logbook, template, consent, security, and audit data: retained while the account is active; deleted immediately after confirmed in-app account deletion

Email or support deletion requests: completed within 30 days after we verify the account owner's identity

You may permanently delete your account and all associated data at any time. Account deletion cannot be undone.

To delete your account in the mobile app:

• Open Settings (My Profile) and tap Delete Account
• Review the warning and confirm you want to proceed
• Enter your password to verify your identity

If your account was created with Google or Apple social sign-in and does not have a password, you must first set a password in Security settings before you can delete your account.

When you delete your account, we permanently remove the following from our servers:

Cases and PHI: patient MRN, names, procedures, and all case/logbook entries

Logbooks and templates: all logbooks and custom templates

Account and profile data: name, email, specialty, institution, consent records, and subscription metadata

Security settings: server-stored PIN and related security data

Authentication tokens: email verification and password reset records

Audit logs: audit logs associated with your account

Profile photo: profile image stored in our cloud storage, if applicable

Connected account and subscription records: Apple authorization credentials and RevenueCat customer records linked to your account

After successful deletion, the app clears locally stored cases, logbooks, sync queue, and session credentials from your device.

You may also request account deletion through our Delete Account page on this website or by emailing support@caselogpro.com. We will verify your identity and complete the request within 30 days.

Deleting your account does not automatically cancel an active app store subscription. Manage or cancel subscriptions through Google Play or the App Store account settings.

We implement:

Administrative safeguards: risk analysis, workforce training, incident response

Physical safeguards: facility security, device security, session timeout

Technical safeguards: encryption at rest and in transit, bcrypt, JWT, access control, audit logging

PHI access may be logged with details such as user, action, resource, IP address, user agent, and timestamp. Account-linked audit logs are retained while the account is active and deleted when the account is deleted.

In the event of a data breach we:

• Monitor and investigate
• Assess scope and impact
• Notify affected individuals within 60 days as required by HIPAA
• Report breaches affecting 500+ individuals to HHS
• Take remediation steps

Contact: support@caselogpro.com

You have the right to:

• Access your personal information
• Receive a copy in portable format
• Correct account/profile information
• Request deletion
• Request restriction or object to processing
• Withdraw consent (may affect Service use)

To exercise these rights, contact us at the address below. We will respond within 30 days. You may lodge complaints with HHS OCR or your local data protection authority.

Contact: support@caselogpro.com

We use cookies for:

You can control cookies through browser settings.

Essential: authentication, session, security

Preferences: settings

Analytics: aggregated, non-PHI

Data may be transferred to and processed in our jurisdiction or service provider locations. We ensure appropriate safeguards (e.g., Standard Contractual Clauses) as required by law.

The Service is not intended for individuals under 18. We do not knowingly collect information from children. Contact us if you believe we have collected information from a child.

California residents may have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what information is collected
• Right to know if personal information is sold or disclosed
• Right to opt out of the sale of personal information (we do not sell data)
• Right to deletion
• Right to non-discrimination for exercising your rights

Contact: support@caselogpro.com

We may update this policy. We will notify you by posting on our website/app, sending email, or displaying an in-app notice. Annual re-acceptance is required. Continued use after changes constitutes acceptance.

Case Log Pro offers subscription-based access to premium features through the Apple App Store and Google Play. A subscription may include a free trial or introductory offer when the store confirms that the offer is available and you are eligible.

Apple and Google process subscription payments. We do not collect or store your payment card information. Payment information is handled under the applicable store's terms and privacy policy.

Subscriptions automatically renew at the localized price and billing period displayed by the store before purchase unless canceled through your App Store or Google Play account settings. Refunds are subject to the applicable store's policies.

Pricing details shown in the app are provided by your device's store and may vary by region.

Subscription fees cover access to secure case documentation, encrypted storage, and premium features. We do not sell user data. Subscription payments are not related to medical diagnosis or healthcare services.

Email: support@caselogpro.com

Address: 700 Smith St, Suite 61070, Houston, TX 77002