Privacy Policy

2.1 Information You Provide Directly

When you join an authorized anesthesia department group within AnesthesiaFlow, the following information is collected:

• Your full name as it appears on the department roster
• Your professional role (MD, APP, or Tech)
• Your email address
• Your profile photo (optional, if you choose to upload one)
• Surgeon preference notes, protocols, and clinical observations you record
• Team chat messages, photos, and reactions you post
• Schedule and pay-tracking entries you record for personal use
• Case logs and educational records (if you are a student user)
• Feedback or correspondence you send to us

2.2 Information Collected Automatically

When you use the Service, certain information is collected automatically by the device or browser you are using:

• Device information — model, operating system version, application version, language, time zone
• Push notification token — a unique identifier provided by Apple Push Notification service or Google Firebase Cloud Messaging that allows us to send notifications to your device
• Usage and analytics events — actions you take in the app such as opening a screen, sending a chat message, or marking a break (used to diagnose issues and improve the product; not used for advertising)
• Crash and performance diagnostics — anonymized stack traces and performance metrics if the app encounters an error
• Approximate IP address (used for security and abuse prevention; not stored long-term in user-identifiable form)
• Cookies and similar technologies on our marketing website at anesthesiaflow.org, used for basic site functionality and aggregated visitor analytics

2.3 Information We Do Not Collect

AnesthesiaFlow does not intentionally require or request Protected Health Information (PHI). Users are prohibited from entering PHI into the Service. If we become aware that PHI has been entered, we may remove it and notify the appropriate department administrator.

We deliberately do not collect, and we instruct users never to enter, the following:

• Direct patient identifiers (patient names, dates of birth, medical record numbers, social security numbers)
• Patient diagnoses, clinical findings, or other Protected Health Information (PHI) as defined by HIPAA
• Financial account numbers, credit cards, or banking information
• Government-issued identification numbers
• Precise device location (GPS) — we do not use location services
• Contacts, photo libraries, or other content from your device beyond what you explicitly upload

Important: AnesthesiaFlow is intended to be used only for operational workflow information that does not identify, and cannot reasonably be used to identify, a patient. Users must not enter patient names, medical record numbers, dates of birth, diagnosis details, images of patient charts, or any patient-specific information that could reasonably identify a patient.

4.1 With Other Members of Your Department

AnesthesiaFlow is a team product. By design, certain information is visible to other authorized members of the same anesthesia department group, including:

• Your name, role, and profile photo
• Your assignments, break status, and on-call status when you are scheduled to work
• Chat messages and photos you send to team channels
• Surgeon preference notes and protocols you record (these are shared with your department by default)

Information visible only to you includes your personal pay tracker entries and your individual case log history (where applicable).

4.2 With Service Providers

We rely on the following third-party service providers, each of which processes data on our behalf under contractual confidentiality and security obligations:

• Google (Firebase) — Database, authentication, push notifications, file storage, analytics, and crash reporting. Processes all app data, push tokens, anonymized analytics events, and crash logs.
• Anthropic (Claude API) — Optional AI-assisted features, such as parsing schedule text, generating assignment suggestions, summarizing schedule information, or assisting with workflow planning. When a user chooses to use AI features and provides consent, AnesthesiaFlow may send the information submitted to the AI feature to Anthropic's Claude API for processing. This may include department workflow information such as operating room assignments, provider names, provider roles, surgeon names, procedure names, schedule text, and user-entered prompts. Users are instructed not to submit patient names, medical record numbers, dates of birth, chart screenshots, wristbands, consent forms, or other patient-identifying information to AI features.
• Base44 (operated by Wix.com Ltd.) — Hosting and infrastructure for our marketing website at anesthesiaflow.org. Processes web requests, cookies, and standard visitor analytics for the marketing site only.
• Vercel — Hosting for our administrator web portal at anesthesiaflow.app. Processes web requests and cookies for authentication.
• Resend — Transactional email delivery (board publish notifications). Processes email addresses and message content.
• EmailJS — Backup transactional email delivery. Processes email addresses and message content.
• Sentry — Error and exception tracking. Processes anonymized stack traces, app version, and OS version.
• Apple and Google — App distribution through the App Store, Google Play Store, and TestFlight. Provide standard analytics from those platforms.

4.3 With Your Department Administrator

The administrator of your anesthesia department group has expanded visibility into department-level data, including assignments across all providers, fairness statistics, and break tracking. Administrators may also export department data for record-keeping or operational purposes.

4.4 For Legal Reasons

We may disclose your information if required by law, subpoena, court order, or other legal process, or if we believe in good faith that disclosure is reasonably necessary to (a) protect our legal rights or those of a third party, (b) protect the safety of any person, (c) prevent fraud or abuse, or (d) enforce our Terms of Service.

4.5 In Connection with a Business Transfer

If AnesthesiaFlow is acquired by, merges with, or is succeeded by another entity, your information may be transferred as part of that transaction. We will notify you of any such change and your options before your information becomes subject to a different privacy policy.

7.1 Access

You may request a copy of the personal information we hold about you by contacting us at the address in Section 11. We will respond within 30 days.

7.2 Correction

Within the app, you can directly edit your profile name, photo, and contact information at any time via the Settings screen. For corrections to other data, contact your department administrator or contact us.

7.3 Deletion

You may request that we delete your personal information at any time. To request deletion: (a) contact your department administrator and ask to be removed from the department group, or (b) email us at the address in Section 11 with the subject line "Deletion Request." Within 30 days we will delete or anonymize the personal information we control. Note: if your information has been incorporated into shared department records (such as historical board assignments referencing your name), those records may be retained in anonymized form for operational continuity.

You may also initiate account deletion from within the AnesthesiaFlow app by going to Settings → Delete My Account & Personal Data. This will anonymize your active member profile, remove your verification and contact information, and sign you out. Historical department records may retain assignment history for operational continuity.

7.4 Opt-Out of Notifications

You may disable push notifications at any time through your device's notification settings. You may disable or change email notifications where available in the app, by contacting your department administrator, or by contacting us at support@anesthesiaflow.org.

7.5 California Residents (CCPA / CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and the California Privacy Rights Act, including the right to know what personal information we collect, the right to delete, the right to correct, the right to limit use of sensitive personal information, and the right to non-discrimination. We do not sell or share personal information for cross-context behavioral advertising. To exercise any California-specific right, contact us using the information in Section 11.

7.6 European Economic Area, United Kingdom, and Switzerland Residents (GDPR)

If you are located in the EEA, UK, or Switzerland, you have rights under the General Data Protection Regulation including the rights of access, rectification, erasure, restriction of processing, data portability, and the right to lodge a complaint with a supervisory authority. The legal basis for our processing is (a) the performance of a contract with you, (b) our legitimate interests in providing and improving the Service, or (c) your consent where required.