Privacy policy

HIPAA Chat accounts are created by your organization's administrator — there is no self-signup. The account holds your name and work email address, which we use to sign you in (via Amazon Cognito) and to associate your conversations and files with you and your organization.

Messages you send to HIPAA Chat — and documents you attach to them — are processed by AI models running on AWS Bedrock in order to answer you. Your content is not used to train AI models. Conversation history is stored so you can pick up where you left off, and is deleted when you delete it or when your account is deleted.

Uploaded files are stored in Amazon S3, encrypted, in a storage area reserved for your organization. Files are automatically deleted 90 days after upload. Files HIPAA Chat produces for you (spreadsheets, documents, PDFs) live under the same rules.

When you dictate or use voice mode, your audio is transcribed by Amazon Transcribe. The transcript becomes part of your conversation and is kept with it; the audio recording itself falls under the same automatic 90-day deletion as uploaded files. Spoken replies are generated by Amazon Polly and are not retained as audio.

Some answers require current information from the web. When that happens, the assistant shows the search it wants to run, and it goes to Tavily, our search provider, only if the person presses Search. No account details are attached: your name, email, and account ID never go with it, only the search text. The assistant is instructed not to put resident, client, or staff identifiers into a search query, and a filter refuses such a query when the assistant writes it, including a date, phone number, email or ID number. That filter does not detect names, so it is not a guaranteed de-identifier. A query that may carry patient information is marked on the card, but the person can still send it, and whatever they type into the card goes as typed. Tavily is not under a BAA and is treated as a non-PHI vendor. Every search shows its exact text and waits for the person to press Search, and a workspace administrator can turn web search off for the whole workspace.

Subscriptions are purchased by organizations through Stripe on our website. Card details go directly to Stripe; we never see or store card numbers. Payment is handled entirely on the web — the mobile app contains no purchasing.

For security and compliance, HIPAA Chat keeps an audit trail of account activity — things like “a chat was started” or “a file was transcribed,” with timestamps and token counts. These logs are metadata only: they never contain the text of your messages, your documents, or the AI's responses.

• No advertising, and no advertising SDKs in the app.
• No third-party analytics or tracking SDKs.
• No sale of personal information — ever, to anyone.
• No use of your content to train AI models.

HIPAA Chat runs on AWS in the United States. Your stored data (conversations, files, and account records) is kept in the US East (N. Virginia, us-east-1) region. To answer you, AI model requests may be processed in other AWS US regions through Amazon Bedrock cross-region inference; that processing stays within AWS in the United States. Data is encrypted in transit and at rest, and each organization's data is isolated from every other's. For customers handling protected health information, we operate under Business Associate Agreements (BAAs) with the customer organization, and AWS services in our stack are used under AWS's HIPAA-eligible terms. HIPAA Chat is a tool for your work — it is not a medical record system, and AI answers should always be verified before being used in care decisions. For a fuller picture of our safeguards, see our security & compliance overview.

Files and voice recordings are deleted automatically after 90 days. Conversations persist until you delete them. To delete your account and everything associated with it, follow the steps on the account deletion page— deletion completes within 30 days. Some audit records are retained where the law requires it.

We may update this policy as the service evolves; the effective date above always reflects the current version, and material changes will be communicated to your organization. Questions, concerns, or requests go through our support form.