SightFlow Privacy Policy

What SightFlow Does

SightFlow is an AI-powered clinical documentation assistant that works inside the Nextech electronic medical record (EMR) system. It listens to provider dictation during patient encounters and generates structured clinical documentation.

User Data We Collect

The Extension collects and processes the following categories of user data:

1. Data collected during use (transient — not stored)

• Voice audio — recorded through the browser microphone during active dictation. Audio is buffered locally in the browser, transmitted to our backend for AI processing, and immediately discarded after the response is returned. No audio is saved.
• Clinical text — text visible in the open Nextech chart (e.g., patient history, exam findings, diagnoses). Read from the page DOM during processing, transmitted to our backend, and not stored.
• Uploaded files — images or documents (JPG, PNG, PDF) that the user voluntarily selects from their device for AI interpretation. Files are read into memory, transmitted over HTTPS, processed, and immediately discarded. They are not saved on our servers or in browser storage.

2. Configuration data (stored locally)

• Organization ID and API key — stored in Chrome's local storage (chrome.storage.local) to authenticate requests to our backend. These are organization-level identifiers, not personal user credentials.
• User preferences — settings configured through the Extension's options page are stored in chrome.storage.local. No personal information is included in these settings.

3. Operational metadata (logged server-side)

• Request metadata — when the Extension sends a request to our backend, we log operational metadata including: timestamp, organization ID, and AI token usage counts. These logs contain no patient data, no audio, no clinical text, and no personally identifiable information.

Data We Do Not Collect

We do not collect any of the following:

• Patient names, dates of birth, or medical record numbers
• Insurance, billing, or financial information
• Personal user account credentials or passwords
• Device identifiers, browser fingerprints, or IP addresses
• Browsing history or activity outside of Nextech
• Location or geolocation data
• Cookies or tracking technologies of any kind

How We Use Your Data

All collected data is used solely for the following purposes:

• Voice audio, clinical text, and uploaded files are used exclusively to generate structured clinical documentation for the current encounter. They are not used for any other purpose, including advertising, analytics, or profiling.
• Configuration data is used to authenticate your requests and apply your preferences.
• Operational metadata is used for usage metering, error diagnosis, and audit compliance.

How Data Is Processed

All data is transmitted over encrypted connections (HTTPS/TLS 1.2+) to a secure backend hosted on Google Cloud Platform. AI processing is performed by Google Vertex AI, a HIPAA-compliant service covered under a signed Google Cloud Business Associate Agreement (BAA).

Voice dictation

1. Audio is captured locally in the browser during dictation
2. On finalization, audio is sent to our Cloud Function backend (hosted on Google Cloud Run)
3. The Cloud Function forwards the request to Google Vertex AI for processing
4. The AI response is streamed back to the Extension and used to populate the Nextech chart
5. Audio buffers are cleared from browser memory after each send

Document upload (Upload External Note)

1. The user selects a file (JPG, PNG, or PDF) from their device
2. The file is read into memory and transmitted over HTTPS to our Cloud Function backend
3. The Cloud Function forwards the file to Google Vertex AI, which extracts clinical findings only — the AI is explicitly instructed to exclude patient-identifying information (name, date of birth, MRN, address, phone, SSN, insurance) from its output
4. Structured clinical data is streamed back to the Extension for chart entry
5. The file data is not persisted on our servers or in browser storage — it exists only in memory during processing

Data Storage

What we store

• Locally (in your browser): Organization ID, API key, and user preferences are stored in chrome.storage.local. This data never leaves your device except as part of authenticated API requests to our backend.
• On our servers: Operational metadata only (timestamps, organization ID, token counts). These logs contain no patient data or personally identifiable information.

What we do not store

• No audio recordings are saved or persisted after processing
• No patient health information (PHI) is written to browser storage or our servers
• No clinical text, uploaded files, or AI-generated content is retained on our servers
• No patient-identifying information is included in any logs

Data Sharing

We share user data only with the following third-party service, solely for the purpose of AI processing:

• Google Cloud Platform (Vertex AI, Cloud Functions, Cloud Run) — HIPAA-compliant, covered under a signed Business Associate Agreement (BAA). Voice audio, clinical text, and uploaded files are transmitted to Vertex AI for processing and are not retained by Google beyond the immediate API call. Google's HIPAA compliance information is available at cloud.google.com/security/compliance/hipaa.

We do not sell, rent, trade, or transfer user data to any other third party. We do not use user data for advertising, analytics, or any purpose unrelated to the Extension's core functionality.

Browser Permissions

The Extension requests the following Chrome permissions, each used for a specific purpose:

• audioCapture — access the browser microphone for voice dictation
• storage — save configuration (organization ID, API key, preferences) locally in the browser
• activeTab — interact with the current Nextech tab to read chart data and populate documentation
• sidePanel — display the SightFlow assistant in Chrome's side panel
• tabs — coordinate between Nextech chart and summary tabs for image selection
• scripting — inject content scripts into Nextech pages to automate chart entry
• Host permissions — limited to Nextech EMR domains (app1.intellechart.net) and our Cloud Function endpoint. No other websites are accessed.

Cookies and Tracking

The Extension does not use cookies, web beacons, pixels, or any other tracking technologies. We do not track users across websites or build user profiles.

Data Security

We implement the following measures to protect user data:

• All data in transit is encrypted using TLS 1.2 or higher
• All AI processing is routed through BAA-covered Google Cloud infrastructure
• API keys are validated server-side on every request
• No persistent storage of PHI in the Extension or on our servers
• Operational audit logging (without PHI) for accountability
• Tightly scoped browser permissions (only Nextech domains and our Cloud Function endpoint)
• Chrome Manifest V3 security model (strict Content Security Policy, no remote code execution)

Data Retention

• Patient/clinical data: Not retained. Discarded immediately after processing.
• Audio recordings: Not retained. Cleared from browser memory after each request.
• Configuration data: Stored locally in your browser until you uninstall the Extension or clear it manually.
• Operational logs: Retained in Google Cloud Logging per our retention policy (no PHI) for audit and compliance purposes.

Your Rights

You have the following rights regarding your data:

• Access — you may request details about what data we process and how
• Deletion — you may request deletion of any data associated with your organization. Locally stored configuration can be cleared by uninstalling the Extension or using Chrome's “Clear storage” option for the Extension.
• Opt-out — you may stop using the Extension at any time by disabling or uninstalling it. No data is collected when the Extension is not actively in use.
• Portability — since we do not retain patient data, there is no stored data to export. We can provide operational log data associated with your organization upon request.

To exercise any of these rights, contact us at the address below. We will respond to all requests within 30 days.

Children’s Privacy

SightFlow is designed for use by licensed healthcare professionals in clinical settings. It is not intended for use by children under 13, and we do not knowingly collect data from children.

Changes to This Policy

We may update this policy from time to time. The “Last Updated” date at the top of this page reflects the most recent revision. If we make material changes, we will notify users through the Extension or by email.

Contact

Joaquin De Rojas Consulting LLC
d/b/a derojas.ai
3319 Founders Club Dr, Sarasota, FL 34240

Email: joaquin@derojas.ai