Privacy Policy

1. Who we are

“PromptDoc”, “we”, “us” and “our” refers to the operator of the PromptDoc website and application. You can reach us about privacy at mahmoud121999@gmail.com.

2. Information we collect

• Account information — your name, email address and a securely hashed password.
• Usage information — your saved prompts, chat session titles, message counts, plan and entitlement status, and basic logs needed to run and secure the service.
• Billing information — if you purchase a paid plan, our payment processor (Stripe) handles your card details. We receive a customer identifier and subscription status, not your full card number.
• Messages you send us — if you use the contact form, we receive your name, email and message.

3. What we deliberately do not collect

• Chat message content is not stored by default. Unless you explicitly opt in (Account → Privacy), the content of your AI-chat conversations is processed transiently to generate a response and is not written to our database. Session titles and message counts are retained so your dashboard works.
• We do not intentionally collect health information or patient-identifiable information, and the product is designed to discourage you from entering any. You must not enter information that identifies a patient.
• When our PHI guard flags content, we log only that a check occurred and how many matches were found — never the flagged text.

4. How we use your information

We use personal information to operate and secure your account, provide the service, enforce plan limits, process payments, respond to enquiries, and improve PromptDoc in aggregate. We do not sell personal information, and we do not use your chat conversations to train AI models.

5. Disclosure to third parties

We share limited personal information with service providers who help us run PromptDoc, only as needed to deliver their function:

• Hosting and database — to run the application.
• Stripe — to process payments.
• Microsoft Azure (Azure OpenAI) — to generate AI-chat responses, when you use the chat.
• Resend — to deliver contact-form emails.

We do not otherwise disclose your personal information except where required or authorised by law.

6. Overseas disclosure

Some of our service providers store or process data outside Australia, including in the United States. Where this occurs we take reasonable steps to ensure your information is handled consistently with the APPs. By using PromptDoc you consent to your information being processed overseas for these purposes. The AI provider in use is shown in the runner header so the data-handling posture is never ambiguous.

7. Security

We take reasonable technical and organisational measures to protect personal information, including encryption in transit, hashed passwords, and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Retention

We keep account and usage information for as long as your account is active and as needed to provide the service and meet legal obligations. Chat message content is not retained unless you opt in; you can turn retention off and delete stored history at any time. You may ask us to delete your account and associated personal information.

9. Your rights

• Access and correct the personal information we hold about you.
• Opt in or out of chat history retention at any time.
• Delete any session, or all history, with one click.
• Request export or deletion of your account data.
• Make a privacy complaint to us; if unresolved, you may contact the Office of the Australian Information Commissioner (OAIC).

10. Cookies

We use a small number of essential cookies to keep you signed in and remember your theme preference. We do not use them for advertising.

11. Children

PromptDoc is intended for clinicians and health students and is not directed at children. We do not knowingly collect information from anyone under 16.

12. Changes

We may update this policy from time to time. We will post the updated version here with a new “last updated” date; material changes will be notified where reasonable.

13. Contact

Privacy questions or requests: mahmoud121999@gmail.com.