Privacy Policy

Effective date: [EFFECTIVE DATE]

Draft, under counsel review. This page is not yet in effect; the bracketed items are placeholders.

This policy describes how Zen Health Systems LLC handles information in connection with this website and the Zen Health Systems platform (together, the "Service"). It covers the Service itself. Applications operated for customer organizations are governed by those organizations' own policies and agreements, not this one.

What we collect

• Website inquiries: when you use the demo or memo request form, your name, work email, institution or firm, role, and an optional message. We use them to respond to you and for nothing else. This website stores nothing itself; the request is delivered to our team on the platform.
• Account information: your email address and a hashed password (we never store the password itself); multi-factor authentication settings; session records (time, IP address, browser) that make sign-out and security review possible.
• Co-design content: what designated people at your organization submit through the platform's co-design surfaces, such as proposals, decision cards and notes, and policy documents your organization chooses to share.
• Operational records: audit logs of security-relevant actions (kept tamper-evident and retained for six years), plan and invoice records for your organization, and usage measurements. For applications we operate, usage reporting is deliberately minimal: a monthly count of active people, a number and a month, never names or activity detail.
• Cookies: on the platform, strictly for authentication and security (session and refresh tokens, an optional trusted-device cookie for MFA). This website sets no cookies of its own and uses no analytics or advertising trackers.

What we ask you not to submit

The website's forms and the platform's co-design surfaces are not intended to receive protected health information. Do not include patient names, medical record numbers, or other patient-identifying details in a form, a proposal, or a decision note. See our Disclaimers and Terms of Service.

How we use information

To respond to your inquiries, to provide and secure the Service, to build and operate your organization's applications, to bill under your agreement, to communicate service notices, and to meet legal obligations. External email notifications are deliberately content-free: they say you have an update and link into the Service; the substance stays on the platform.

Service providers (subprocessors)

We use a small set of providers to run the Service: cloud infrastructure hosting; Cloudflare (bot protection on this website's forms); Anthropic (AI processing of co-design content); Resend (transactional email); and Stripe (payment processing, when card payments are enabled). Each processes information only to provide its function to us. We do not sell personal information, and we do not permit our AI providers to train on your content.

Retention and deletion

Website inquiries are kept while the conversation they started is live and deleted on request. Account and organization records are kept while the account or organization exists. Deleting your account deletes your personal records; deleting an organization deletes its platform-side records, as described in-product at the point of deletion. Two things survive by design: audit logs (retained six years, tamper-evident, for security accountability) and your organization's exported copies of the data and decision logs that belong to it.

Security

Sensitive fields, including the message on a website inquiry, are encrypted at the column level with managed key rotation; transport is encrypted; sessions are server-side and revocable; multi-factor authentication is available to every account; and security-relevant actions are recorded in a hash-chained audit log. No system is perfectly secure, and we encourage strong passwords and MFA.

Your choices and rights

You can access and update account information in the Service, export your organization's data and decision logs, and delete your account from the account page. Depending on your jurisdiction you may have additional rights (access, correction, deletion, portability); requests reach us at [CONTACT EMAIL] and we respond as the law requires.

Changes; contact

We will notify you of material changes through the Service or by email, and update the effective date above. Privacy questions: [CONTACT EMAIL]. Zen Health Systems LLC, [COMPANY ADDRESS].