Privacy Policy

1. Information We Collect

We may collect:

• Account and contact information, such as your name, email address, organization name, and information you provide when applying for a pilot or contacting us.
• Redacted referral packet content that you choose to submit for analysis.
• Processed results, including extracted information, findings, citations, and questions or messages submitted through the application.
• Technical and usage information, such as browser type, device information, pages visited, session activity, and approximate location collected through analytics tools.
• Support and feedback information that you voluntarily provide.

2. Referral Packets and Sensitive Information

ReferralReview is designed so that the original referral packet remains in your browser while sensitive information is detected and redacted locally.

We do not upload or store the original referral packet on our servers.

You are shown the redacted version before processing and choose whether to continue. Only the user-approved redacted version is transmitted for further processing.

Our server-side systems are designed not to intentionally receive or store Protected Health Information (“PHI”). Automated redaction may not always identify every sensitive value, so users should review the redacted version before submitting it.

ReferralReview is not offered as a HIPAA-compliant service and should not be used to intentionally transmit PHI to our servers or third-party processing services.

3. How We Use Information

We use information to:

• Provide referral packet analysis and related features.
• Extract and organize information from redacted documents.
• Generate evidence-based findings, citations, and answers.
• Store processed packets temporarily so you can access them.
• Maintain and secure the application.
• Respond to questions, support requests, and feedback.
• Understand how the website and application are used.
• Improve product performance and reliability.
• Comply with applicable legal obligations.

4. Third-Party Service Providers

ReferralReview uses third-party infrastructure and processing services.

These may include:

• OpenAI — used for AI analysis, embeddings, and related AI functionality. Only redacted content and information required to perform the requested analysis are submitted.
• Google Cloud Sensitive Data Protection — may be used as an additional sensitive-data detection and redaction step on content submitted for processing.
• Pinecone — used as a vector database to store and retrieve embeddings and portions of redacted document content required for document search and analysis.
• Supabase — may be used for application databases, authentication, storage, and related backend infrastructure.
• Google Analytics 4 — used to understand website and application usage, such as visits, sessions, devices, and general interaction patterns. Referral packet content is not intentionally sent to Google Analytics.

These providers process information according to their respective agreements, privacy practices, and security policies.

5. AI and Model Training

We do not use your referral packets to train our own public AI models.

We use third-party AI services through their business/API products to perform analysis. Their handling of submitted data is governed by their applicable business terms and data-processing policies.

6. Data Retention and Deletion

The original referral packet is not stored by ReferralReview outside your browser.

Processed redacted packet data, analysis results, and related vector data are retained for a maximum of 7 days after the packet is analyzed, unless you delete the packet sooner.

You may delete a processed packet at any time through the application.

When a packet is deleted or reaches the end of the retention period, we remove the associated data from the active systems under our control.

Limited copies or processing records may remain temporarily in backups, security logs, or third-party service-provider systems according to their own retention requirements.

Account information may be retained while your account remains active and for a reasonable period afterward when necessary for security, legal, or administrative purposes.

7. Analytics and Cookies

We use Google Analytics 4 to understand how visitors use ReferralReview.

Google Analytics may use cookies or similar identifiers to collect information such as:

• Pages visited.
• Session duration.
• Browser and device information.
• General geographic information.
• Interaction with website features.

We do not intentionally send referral packet content or health information to Google Analytics.

Where required by applicable law, we may ask for consent before enabling non-essential analytics cookies.

8. How We Share Information

We do not sell personal information.

We may share information:

• With service providers necessary to operate ReferralReview.
• When required by law, court order, or other valid legal process.
• When reasonably necessary to protect ReferralReview, our users, or others from fraud, abuse, security threats, or unlawful activity.
• In connection with a future sale, transfer, restructuring, or acquisition of the ReferralReview business or its assets.

Service providers receive only the information reasonably necessary to perform their services.

9. Security

We use reasonable technical and organizational safeguards intended to protect information against unauthorized access, loss, misuse, or alteration.

No internet-based service can guarantee absolute security.

10. Your Choices and Rights

You can delete processed referral packets directly through the application.

You may also contact us to request access to, correction of, or deletion of personal information associated with your account.

Depending on where you live, applicable privacy laws may provide additional rights regarding your personal information.

11. Children

ReferralReview is a business service and is not intended for individuals under 18 years of age.

12. Changes to This Policy

We may update this Privacy Policy as ReferralReview changes.

When we make material changes, we will update the effective date at the top of this page and may provide additional notice where appropriate.

13. Contact

For privacy questions or requests, contact:

ReferralReview
Email: ilyachedesign@gmail.com
Location: United States, New Jersey