Synic AI privacy policy

Introduction

Synic AI ("we," "our," or "us") is committed to protecting your privacy and the confidentiality of medical information processed through the platform.

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use Synic AI, including clinical documentation, AI Copilot, medical coding, prior authorization support, and medical scan management.

Information We Collect

Account information, including your name, email address, professional credentials, and subscription details.

Clinical data and medical information you choose to enter so the platform can generate documentation, provide copilot assistance, extract codes, manage scans, or support payer workflows.

Usage data such as features accessed, time spent, system events, and performance information used to operate, secure, and improve the platform.

Voice Recordings and Audio Data

When you use voice-to-text features, audio recordings are processed in real time and destroyed after transcription is complete.

We do not store, retain, or provide ongoing access to voice recordings. Audio data is used momentarily for speech-to-text conversion and deleted after processing.

How We Use Information

To provide and maintain Synic AI's clinical workflow services.

To process and generate clinical documentation, provide AI Copilot assistance, extract medical codes, manage medical scans, and support prior authorization or payer documentation workflows.

To improve platform functionality, provide customer support, secure the Service, prevent unauthorized access, and comply with legal and healthcare obligations.

HIPAA Compliance

Synic AI is designed with HIPAA-oriented safeguards for protected health information where applicable.

We use administrative, physical, and technical controls intended to protect PHI, including encryption in transit and at rest, access controls, and business associate processes where required.

We have signed Business Associate Agreements with healthcare partners when required for HIPAA compliance.

Data Security

Data is protected using industry-standard encryption for transmission and storage.

Access controls and authentication measures are used to limit access to authorized users and personnel.

Security practices are reviewed and updated to align with current healthcare security expectations.

The platform is hosted on secure cloud infrastructure with monitoring and operational safeguards.

Data Sharing and Disclosure

We do not sell medical information.

We may disclose information with your explicit consent, to comply with legal obligations or court orders, to protect rights and safety, or to trusted service providers who help operate the platform under confidentiality and security obligations.

Data Retention

We retain information only as long as necessary to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and support account recovery.

Upon account deletion, we will securely delete applicable data within 30 days, except where retention is required by law.

OpenAI Zero Retention

Synic AI is configured for zero data retention with OpenAI where available for the relevant processing path.

Voice recordings are processed in real time and deleted. Conversation history is not stored with OpenAI, and input/output data is not retained by OpenAI for those zero-retention interactions.

Your Rights

You may request access to personal information, corrections to inaccurate information, deletion of your account and associated data, export of your data in a portable format, or withdrawal of consent where applicable.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post updates on this page and revise the "Last updated" date when changes are made.

Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.