Privacy Policy
What Clinical Capture is
Clinical Capture is a decision-support tool that analyzes operative note text and returns suggested ICD-10 and CPT codes with documentation guidance. It is intended for use with de-identified operative notes and is not a system of record.
Operative note text is not stored
When you submit a note for analysis, the text is transmitted over an encrypted connection to our application server, forwarded to our AI provider (Anthropic) to generate the coding output, and returned to you. The note text is not written to any database or persistent storage. It exists only transiently in memory for the duration of the request.
What we do store
We retain only the minimum needed to operate the service:
- Account information: email, name, hashed password, plan, and security settings.
- Usage metadata: per-analysis we store the specialty, the note's character count, the total work-RVU of the result, and a timestamp — never the note content itself.
- Security logs: sign-in events (timestamp, result, IP, user agent) for account protection.
- Contact-form submissions you choose to send us.
Subprocessors
We rely on a small set of established providers: Vercel (application hosting and compute), Neon (encrypted database for account and metadata only), Anthropic (the AI model that generates coding output), and Resend (transactional email for password resets and contact messages). Only Vercel and Anthropic ever process operative note text, and only transiently.
AI model training
Note text submitted through our AI provider's API is not used to train models.
Protected Health Information (PHI)
Clinical Capture is offered for de-identified use. Users are instructed to remove patient identifiers (name, MRN, date of birth, etc.) before entering a note, and acknowledge this at registration. The service is not currently intended as a HIPAA-covered system for processing identifiable PHI.
Security
All traffic is encrypted in transit (TLS). Passwords are hashed with bcrypt. Accounts support two-factor authentication, brute-force lockout, and bounded session lifetimes. See our security overview for details.
Your choices
You may request deletion of your account and associated metadata at any time via our contact form.
This policy is provided for transparency and may be updated. It is not legal advice; an organization evaluating Clinical Capture should review it against its own requirements.