Privacy Policy &
User Responsibility Agreement

Section 01

& Overview

Welcome to DrMedGuide, operated by AIP Innovations Inc. ("Platform", "Service", "Software", "we", "us", or "our"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy applies to all information collected through our Platform, including any data you provide or that is generated through your use of the Platform.

DrMedGuide is an informational research and reference support tool designed exclusively for licensed healthcare professionals. It is not a diagnostic system, not a treatment recommendation platform, and not a regulated medical device. All outputs are reference drafts requiring clinician verification and professional judgment.

By accessing or using the Platform, you signify that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, please do not access or use the Platform.

Section 02

Definitions & Interpretations

• "Personal Data" refers to any information that relates to an identified or identifiable individual, including name, email address, phone number, and any other information that can be used to directly or indirectly identify you.
• "Protected Health Information" (PHI) refers to individually identifiable health information as defined by HIPAA. This Platform is designed to operate outside HIPAA's scope by never collecting, retaining, or archiving PHI. All clinical inputs are transiently processed and immediately deleted.
• "Reference Output" means any report, draft, table, summary, or document generated by the Platform. All Reference Outputs are informational research drafts only — not diagnoses, prescriptions, or treatment recommendations.
• "User" refers to any licensed healthcare professional who accesses or uses the Platform.
• "Processing" means any operation performed on personal data, including collection, recording, storage, use, or deletion.

Section 03

Information We Collect

We collect only the minimum information necessary to operate the Platform.

3.1 Information You Provide Directly

• Account registration information (username, email address)
• Payment and billing information (processed through a PCI-DSS compliant third-party processor)
• Communications you send us (support requests, feedback)

3.2 Automatically Collected Information

• Device information (hardware model, operating system, unique device identifiers)
• Log information (access times, pages viewed, IP address)
• Browser type, language preferences, and time zone settings
• Cookies and similar tracking technologies

3.3 Clinical Input Processing

When you enter clinical information to generate a reference report, that input is transmitted securely to our servers for real-time AI processing only. It is immediately and permanently deleted from our systems within seconds of generating your output. We do not store, archive, analyze, or use clinical inputs for any other purpose — including model training or improvement.

3.4 What We Do NOT Retain

We do not retain any medical, clinical, or health-related data of any kind. Clinical inputs exist transiently on our servers for processing only and are deleted within seconds. We have no long-term access to any patient information you enter.

Section 04

Medical & Health Data

The Platform accepts clinical inputs from Users to generate structured reference reports. It is critical that all Users understand the following:

4.1 Differential Reference Tables

The Platform may display organized differential comparison tables based on published medical literature. These tables are informational reference materials only — they are not diagnoses. The clinician is responsible for all diagnostic decisions.

4.2 Medication Reference Information

The Platform may display medication reference information including drug classes, general dosing ranges, routes, frequencies, contraindications, and side effect profiles drawn from published literature. This information is reference material only — it does not constitute a prescription or prescribing recommendation. The prescribing clinician bears full responsibility for verifying all medication information before any prescription is made.

4.3 Draft Documentation Templates

The Platform may generate SOAP note drafts, referral letter templates, and similar documentation. These are drafts for clinician review and editing only — they are not final clinical documents and must be reviewed, verified, and approved by the clinician before use.

4.4 Data Transience

All clinical data entered is processed in real-time and immediately deleted. We do not access, retain, or archive any clinical inputs after processing is complete.

Section 05

How We Use Your Information

We use the limited information we collect solely for the following purposes:

• To provide, maintain, and improve the Platform and its features
• To manage user accounts and authenticate access
• To process payments and manage billing
• To comply with legal and regulatory obligations
• To detect, investigate, and prevent fraudulent or unauthorized activities
• To provide technical support and respond to user inquiries
• To send service-related notifications and administrative messages
• To enforce our terms of service and protect the rights, property, or safety of our users

We will not use your information for marketing purposes without your explicit consent. We will not sell your personal data to third parties under any circumstances.

Section 06

User Responsibility & Accountability

6.1 Sole Responsibility for Clinical Decisions

The User acknowledges and agrees that they bear sole and complete responsibility for all clinical decisions, diagnoses, treatment plans, and prescriptions — regardless of any reference information organized or displayed by the Platform. The Platform is a research and reference support tool only and does not replace professional medical judgment.

6.2 Mandatory Verification of All Outputs

The User is solely responsible for independently verifying the accuracy, completeness, and appropriateness of all reference information displayed by the Platform, including but not limited to: all differential reference tables, all medication and dosing reference information, all lab test considerations, all draft documentation templates, and all drug interaction reference notes.

6.3 Draft Documentation

All SOAP note drafts, referral letter templates, and other documentation drafts generated by the Platform must be reviewed, verified, and approved by the clinician before use. They are starting-point templates only, not completed clinical documents.

6.4 Account Security

The User is responsible for maintaining the confidentiality and security of their account credentials and accepts full responsibility for all activities that occur under their account.

6.5 Compliance with Laws and Regulations

The User is responsible for ensuring that their use of the Platform complies with all applicable laws, regulations, and professional standards, including state medical practice acts, licensure requirements, and institutional policies.

6.6 Patient Care Outcomes

The User expressly acknowledges and agrees that they are solely responsible for all patient care outcomes. The Platform and its operators shall not be held liable for any adverse patient outcomes, medical errors, misdiagnoses, incorrect prescriptions, or any other negative consequences arising from the clinician's use of or reliance on Platform outputs.

6.7 Professional Judgment

The User agrees that the Platform is a supplementary reference tool and that all clinical decisions must be based on the User's own professional judgment, clinical training, and experience. Information organized by the Platform must be independently verified before any clinical action is taken.

6.8 Indemnification

The User agrees to indemnify, defend, and hold harmless the Platform, AIP Innovations Inc., its officers, directors, employees, agents, and licensors from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) the User's use of the Platform; (b) any medical decisions, diagnoses, prescriptions, or treatments; (c) any breach of this Privacy Policy; (d) any violation of applicable laws or regulations; or (e) any harm caused to patients or third parties.

Section 07

Medical Disclaimer

DrMedGuide is designed to assist licensed healthcare professionals in organizing and referencing medical information. It does not provide medical advice, diagnoses, or treatment recommendations. It does not guarantee the accuracy, reliability, completeness, or timeliness of any reference information it organizes or displays.

The Platform is not a substitute for professional medical education, training, or clinical experience. It does not replace the relationship between a healthcare provider and their patients. Users must never rely solely on the Platform when making clinical decisions that affect patient care.

All reference outputs — including differential tables, medication references, dosing information, lab considerations, SOAP note drafts, and referral templates — are informational materials requiring independent professional verification. Any reliance placed on Platform outputs without independent verification is strictly at the User's own risk.

If you are a patient: DrMedGuide is not intended for patient use. Always seek the advice of your physician or other qualified health provider with any questions regarding a medical condition. Never disregard professional medical advice based on anything accessed through this Platform.

Section 08

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AIP INNOVATIONS INC., THE PLATFORM, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND LICENSORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, revenue, data, or business opportunities
• Personal injury or death resulting from use of or reliance on Platform reference outputs
• Misdiagnosis or delayed diagnosis based on Platform reference information
• Adverse effects from prescriptions where the clinician relied on Platform medication reference outputs without independent verification
• Incorrect laboratory result interpretations
• Data breaches or unauthorized access
• System downtime, errors, or interruptions in service
• Any other damages arising from the use or inability to use the Platform

IN NO EVENT SHALL THE TOTAL LIABILITY OF AIP INNOVATIONS INC. AND ITS OPERATORS EXCEED THE AMOUNT PAID BY THE USER FOR THE USE OF THE PLATFORM DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE LIABILITY.

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.

Section 09

Data Storage & Security

9.1 What We Actually Collect and Retain

The only personal information we collect and retain long-term is strictly limited to your account username/email and tokenized payment references (via PCI-DSS compliant processors). We do not store raw credit card numbers.

9.2 Clinical Input Handling

Clinical inputs are transmitted over an encrypted connection (TLS 1.3+) to our servers for AI processing. Processing is completed in real time. The input data is then immediately and permanently deleted — it is not logged, stored, or used for any purpose beyond generating your report output.

9.3 What We Explicitly Do NOT Retain

• Patient diagnoses, clinical impressions, or any diagnostic data
• Medication or prescription information entered by Users
• Laboratory test orders, results, or pathology data
• Clinical notes, treatment plans, or progress reports
• Patient demographic information (date of birth, address, insurance, etc.)
• Any Protected Health Information (PHI) as defined by HIPAA

9.4 Technical Safeguards

• TLS 1.3+ encryption for all data in transit
• AES-256 encryption for data at rest (account/billing data only)
• PCI-DSS compliant payment processing
• Role-based access controls for authorized personnel only
• Regular vulnerability assessments and penetration testing

Section 10

Third-Party Sharing & Disclosure

We may share your limited personal information (username, payment data) with third parties only in the following circumstances: with your explicit consent; with service providers performing functions on our behalf under confidentiality obligations; as required by law, court order, or government request; or in connection with a corporate merger or acquisition.

We do not sell personal data. We do not share clinical data because we do not retain clinical data.

Section 11

Data Retention

• Account Information: Retained while your account is active and for a reasonable period thereafter for legal purposes.
• Billing and Payment Records: Retained for a minimum of seven (7) years as required by financial regulations.
• Audit Logs: System access logs retained for a minimum of six (6) years.
• Clinical Inputs: Not retained — all clinical inputs are deleted within seconds of processing.

Section 12

Your Rights

Depending on your jurisdiction, you may have rights including: right of access to your personal data; right to rectification of inaccurate data; right to erasure subject to legal requirements; right to data portability; right to object to processing; and right to revoke consent. To exercise any rights, contact us at support@drmedguide.com.

Section 13

Consent & Agreement

By creating an account or using the Platform, you expressly consent to the data practices in this Privacy Policy, the User Responsibility terms in Section 6 (including sole responsibility for all clinical decisions), the Medical Disclaimer in Section 7, and the Limitation of Liability in Section 8.

You represent that you are a duly licensed healthcare professional authorized to practice in your jurisdiction and that your use of the Platform complies with all applicable professional standards and regulations. If you do not consent, you must immediately cease using the Platform.

Section 14

Cookies & Tracking Technologies

We use essential cookies (required for authentication and session management), analytics cookies (aggregated, anonymized usage data), and security cookies (to detect authentication abuse). We do not use cookies for advertising or marketing. You can manage cookie preferences through your browser settings, though disabling essential cookies may impair functionality.

Section 15

Children's Privacy

The Platform is not intended for use by individuals under the age of eighteen (18) and is restricted to licensed healthcare professionals. We do not knowingly collect personal information from minors.

Section 16

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. When we transfer information internationally, we ensure appropriate safeguards including Standard Contractual Clauses, adequacy decisions by data protection authorities, and certification under approved frameworks. By using the Platform, you consent to such transfers.

Section 17

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Material changes will be communicated through a prominent notice on the Platform, email notification, and an in-app notification on your next login. Continued use constitutes acceptance of updated terms.

Section 18

Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy or our data practices, please contact us:

We will acknowledge receipt within two (2) business days and respond substantively within thirty (30) days. If you are not satisfied with our response, you have the right to lodge a complaint with the applicable data protection supervisory authority.