Privacidade

This Privacy Policy explains how Salisan, Inc. ("Salisan", "we", "us") collects, uses and shares personal data when you visit our website, contact us or use Salisan.

Scope

This policy covers personal data for which Salisan is the controller. It also explains how AI features process information on behalf of healthcare practices; the practice remains responsible for its patient data and its own privacy notice.

Healthcare practices use Salisan to keep patient records and to communicate with patients. For that data, and for the records a practice keeps about its own team, such as audit logs, the practice is the controller and Salisan acts as its processor under a data processing agreement. The practice's own privacy notice applies. If you are a patient, please contact your practice; if you contact us, we will forward your request to it.

Information we collect and how we use it

Website visits

• Information: IP address, browser type, pages visited and time of visit.
• Purpose and legal basis: to operate and secure the website, based on our legitimate interests (Art. 6(1)(f) GDPR).
• Retention: server logs are kept for up to 60 days.

Sales and demo requests

• Information: name, email address, organisation and its size, your message and, if you book a demo, the time you choose. Messages from our contact form reach our team by email. We use Cal.com to schedule demos.
• Purpose and legal basis: to answer your request, arrange a demo and follow up on it, based on our legitimate interests (Art. 6(1)(f) GDPR).
• Retention: while we are in contact with you, and up to 24 months after our last contact, unless your organisation becomes a customer.

Waitlist

• Information: email address and the page where you signed up.
• Purpose and legal basis: to tell you when Salisan is available to you, based on your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.
• Retention: 12 months.

Accounts

• Information: name, email address, password, profile picture, language, role, security settings and sign-in history (IP address and device). We may receive these details from your practice when it invites you, from Google if you sign in with Google, or from your organisation's single sign-on provider.
• Purpose and legal basis: to create and secure your account and to provide the service your organisation has subscribed to. Where you are our customer, the legal basis is the performance of our contract (Art. 6(1)(b) GDPR); otherwise it is our legitimate interest in providing the service your organisation ordered and keeping accounts secure (Art. 6(1)(f) GDPR). Providing this information is necessary to use Salisan.
• Retention: for as long as your account exists; sign-in alerts are kept for 90 days. After your account is deleted, your name may remain in a practice's records where they must show who made an entry, and in our record of contract acceptance.

Use of the service

• Information: server logs, error reports, performance data and records of AI usage (not the content).
• Purpose and legal basis: to operate, secure, bill and improve the service, based on our contract (Art. 6(1)(b) GDPR) and our legitimate interests (Art. 6(1)(f) GDPR).
• Retention: logs, error reports and performance data for 30 days; AI usage records with our billing records.

AI features

When you use the Agent or other AI features, we send your request, relevant conversation history and information retrieved by authorised tools to our AI providers to produce a response. Depending on the feature, this can include patient names and clinical content. Processing patient data is carried out on the practice's behalf under its instructions.

We do not use customer content, including patient data, to train AI models, and our agreements with our AI providers do not allow them to do so. AI providers may retain requests for up to 30 days to detect abuse. For literature and web research, we send only the search question, after checking it for names and other identifiers.

We reduce identifying information supplied by patient tools, for example by providing age or birth year instead of an exact birth date and contact availability instead of contact details. Local text filters redact supported patterns for sensitive identifiers, payment details and credentials before model requests. These measures do not make the remaining content anonymous or reliably detect every instance of prohibited data.

AI-use restrictions. Do not provide AI features with personal data relating to anyone under 18, personal government or health-insurance identifiers, payment-card or bank-account details, passwords or access credentials. These restrictions cover chat, pasted text, attachments, images and recordings; see section 7.6 of our Terms of Service. Patients under 18 are automatically excluded from AI based on their recorded date of birth. The exclusion stays in place until an authorised user removes it after the patient is an adult.

Documents and recordings. AI document processing and transcription send the original document, image or audio to the relevant provider. Local text filters do not redact those original files before transmission. Check the content before using these features, remove prohibited data or avoid AI processing. If a patient file must retain prohibited data, exclude that patient from AI before uploading it.

Agent conversations in a practice's workspace are deleted after 90 days of inactivity by default, and practices can choose another period. Agent conversations of Marketplace publishers are kept for as long as the account exists.

Billing

• Information: organisation name, billing contact name and email address, billing address, VAT number, and subscription and payment status. Stripe processes card and bank details; we do not receive full card numbers.
• Purpose and legal basis: to charge for the service and meet our tax and accounting obligations, based on our contract (Art. 6(1)(b) GDPR), our legitimate interests (Art. 6(1)(f) GDPR) and legal obligations (Art. 6(1)(c) GDPR).
• Retention: invoices and billing records for 7 years; other payment records for 90 days.

Support

• Information: your messages to us through our contact form, by email or to the support assistant, your name, email address and organisation, and the page you were on. Please do not include patient details in these messages.
• Purpose and legal basis: to respond to your request and improve our help, based on our legitimate interests (Art. 6(1)(f) GDPR). We may turn resolved requests into help articles after removing personal data and patient data.
• Retention: support assistant conversations for 90 days; support requests, including those sent through our contact form or by email, for 2 years after they are closed.

Marketplace publishers

• Information: publisher name and description, the content you publish and your account details.
• Purpose and legal basis: to publish your content and provide usage statistics that do not identify practices, based on our contract (Art. 6(1)(b) GDPR).
• Retention: for as long as your content is published and your account exists.

Contracts

• Information: who accepted which version of our terms, for which organisation and when, and correspondence about the contract.
• Purpose and legal basis: to evidence our contracts and to establish or defend legal claims, based on our legitimate interests (Art. 6(1)(f) GDPR) and legal obligations (Art. 6(1)(c) GDPR).
• Retention: for the duration of the contract and 5 years after it ends.

Cookies

Our website uses only cookies and similar storage that are strictly necessary for it to work, such as your language and privacy choices. If we measure how the website is used, we do so only with your consent, using cookie-free analytics that we host in the EU. They do not store your IP address and count visits with an identifier that changes daily. Analytics data is kept for 13 months and your consent choice for 3 years. When measurement is active, you can change your choice at any time under Privacy choices in the website footer. See our cookie and analytics notice for details.

How we share personal data

We do not sell personal data. We share it only as described below.

Service providers. We use the following providers to run Salisan. They process personal data on our behalf, under contract and on our instructions.

The providers that process customer data, including Requesty's subprocessors, are listed on our subprocessor page.

Your organisation. If you are a member of a practice, its administrators can see your name, email address, role and activity in their workspace.

Other controllers. Stripe also processes payment data as an independent controller, for example to prevent fraud. If you sign in with Google or your organisation's single sign-on, that provider processes the sign-in under its own privacy policy.

Legal reasons and business transfers. We may disclose personal data where the law requires it, to protect our rights or the safety of others, or to a successor if our business is sold or reorganised. We disclose data that we process for practices only on their instructions or where European Union or Member State law requires it.

International transfers

We host Salisan for European customers in Frankfurt, Germany. Some of our providers, and Salisan, Inc. as a US company, may process personal data outside the European Economic Area. Where they do, we rely on an adequacy decision of the European Commission, such as for the United Kingdom or for companies certified under the EU-US Data Privacy Framework, or on the European Commission's Standard Contractual Clauses. You can ask us for a copy of these safeguards.

Retention

We keep personal data only for as long as needed for the purposes described in this policy, or longer where the law requires it. The periods for each purpose are listed above. Backups are kept for 35 days.

Security

We use technical and organisational measures appropriate to the risk, including encryption in transit and at rest, role-based access, two-factor authentication and audit logging. No system is completely secure. If a personal data breach affects you, we will notify you and the authorities as the law requires.

Your rights

Under the GDPR, you can ask us to access, correct or delete your personal data, to restrict how we use it, and to provide it to you or another provider in a machine-readable format. Where we rely on your consent, you can withdraw it at any time, without affecting earlier processing.

Right to object. Where we rely on our legitimate interests, you can object at any time, on grounds relating to your particular situation. We will then stop, unless we have compelling legitimate grounds or need the data for legal claims.

To exercise your rights, contact privacy@salisan.com. We respond within one month and may ask you to verify your identity. You also have the right to lodge a complaint with a data protection authority, in particular in the country where you live or work; in the Netherlands, this is the Autoriteit Persoonsgegevens. We would appreciate the chance to address your concern first.

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.

Children

Salisan is a service for healthcare professionals and organisations, not for children to use directly. Practices may keep records about patients under 18 using supported non-AI features, subject to their lawful instructions and responsibilities. Children's personal data must not be submitted to AI features, including through another patient's record or user-provided content.

Changes to this policy

We may update this policy from time to time. We will post the new version on this page with a new date and, if the changes are significant, notify account holders by email or in the app before they take effect.

Contact us

Salisan, Inc., 2261 Market Street STE 38901, San Francisco, CA 94114, United States

Email: privacy@salisan.com

Our representative in the European Union under Article 27 GDPR is Mohammed Al-Azzani, the Netherlands, reachable at privacy@salisan.com.