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Deepocrates – Privacy Notice

Effective Date: September 29, 2025

1. Introduction

Deepocrates (we, our, us) is committed to protecting the privacy of our users. This Privacy Notice explains how we collect, use, and safeguard personal information when you use our services (the Services).

2. Scope

This policy applies to all users of Deepocrates, including healthcare professionals, researchers, and institutions.

3. Controller and Contact

Deepocrates s.r.o. is the controller of your personal data. Contact: info@deepocrates.com.

4. Information We Collect

  • Account Information: Name, email address, professional affiliation, payment details (via third-party providers).
  • Usage Data: Queries submitted, responses generated, interaction history (chat history).
  • Technical Data: IP address, device identifiers, browser type, operating system, cookies.
  • Communication Data: Emails, support tickets, or feedback messages.

5. How We Use Information

  • Provide and improve the Services.
  • Maintain secure access and prevent misuse.
  • Personalize responses and maintain conversation history.
  • Manage billing, subscriptions, and payments.
  • Conduct research and product development.
  • Comply with legal obligations.

6. Legal Basis for Processing

  • Contract (providing Services you signed up for).
  • Legitimate interest (improving Services, preventing misuse).
  • Consent (marketing communications, where applicable).
  • Legal obligations (tax, compliance).

7. Data Sharing

  • We do not sell your data.
  • Limited sharing with service providers (cloud hosting, payment processors, analytics).
  • Aggregated/anonymized sharing with research partners.
  • Disclosures to authorities when required by law.

8. Data Storage and Security

  • Secure cloud storage (e.g., Google Cloud Firestore).
  • Encryption in transit and at rest.
  • Access restricted to authorized personnel only.

9. Retention

  • Account data: While your account is active.
  • Chat history: Until manually deleted or after 12 months of inactivity.
  • Payment records: As required by financial regulations.

10. User Rights

Depending on your jurisdiction, you may have rights to:

  • Access your data.
  • Correct inaccurate information.
  • Request deletion (right to be forgotten).
  • Restrict or object to processing.
  • Port your data to another provider.

You also have the right to lodge a complaint with your local data protection authority. Requests can be made at legal@deepocrates.ai.

11. International Transfers

If your data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards (e.g., Standard Contractual Clauses).

12. Children and Privacy

Deepocrates is intended for professional use only. We do not knowingly collect data from individuals under 18.

13. Do Not Track

Our Services are not designed to respond to Do Not Track signals. We do not use or disclose your personal information in a way that would require honoring Global Privacy Control where not mandated by law.

14. Patient Data and PHI

Do not submit patient-identifiable information or protected health information (PHI) to the Services. The platform is not intended to process PHI unless a separate written agreement is in place.

15. Model Training and Automated Decisions

We do not use your Inputs or Outputs to train models unless you provide explicit opt-in consent. The Service does not make solely automated decisions that produce legal or similarly significant effects for you.

16. Subprocessors

We use trusted service providers for hosting, analytics, and payments. We ensure appropriate contractual safeguards (including data processing agreements and, where applicable, Standard Contractual Clauses).

17. Updates to this Notice

We may update this Privacy Notice from time to time. If we make material changes, we will notify you via the Services or email where required by law. The Effective Date above reflects the latest version.

18. Contact

Deepocrates s.r.o., Brno, Czech Republic - info@deepocrates.com