Privacy Policy

This policy covers PediaSync's clinician portal and sync service ("the Service"): the account a pediatric practice creates, the clinicians who sign into it, and the health data of families that have chosen to link a child to that practice through the PediaSync mobile app. It does not cover the mobile app's own local storage on a parent's device, which this policy does not reach until that parent enrolls with a practice.

Account information. When a practice creates an office account, we collect the practice's name, the creating clinician's name and work email address, and a password — stored only as a salted hash, never in plain text.

Family and child health data. Once a parent links a child to a practice by entering an enrollment code, their device sends that child's feed, sleep, diaper, medicine, growth, milestone, note, and tag history to the practice's account. We receive this data because the family's own device sent it, not because we collected it from them directly.

Activity records. We keep a log of security-relevant actions — clinician logins, codes issued and redeemed, enrollments created or ended, and deletion requests — including the timestamp and, for portal actions, the IP address the request came from.

Cookies. The portal sets one cookie, to keep a clinician signed in. We do not use advertising or analytics cookies, and do not embed third-party trackers.

To operate the account and portal a practice signed up for: authenticating clinicians, showing a practice the families linked to it, sending transactional email (an email-verification link, or an enrollment code a clinician asked us to send to a family), and maintaining the audit log described above so that access to health data is accountable after the fact.

We do not use family health data to train models, and we do not sell it.

We share information only in these cases:

• with the practice a family has chosen to link a child to, for that child's care;
• with service providers who process it on our behalf under their own confidentiality obligations — currently Resend, for delivering verification and invite emails, and our database hosting provider; or
• where we are required to by law, or to protect the safety of a specific person.

We do not sell personal or health information, to anyone, for any reason.

Many practices using PediaSync are covered entities under HIPAA and remain responsible for their own compliance with it, including obtaining any authorization they need from a family and using enrollment codes only for their own patients. To the extent PediaSync creates, receives, maintains, or transmits protected health information on a practice's behalf, we will enter into a Business Associate Agreement with that practice on request — see Contact to arrange one.

Only a parent or guardian, acting from their own device, decides to link a child's record to a practice. They can unlink at any time, without needing the practice's agreement, and can request that the data they sent be permanently deleted rather than merely hidden. A record of that a deletion happened, and when, is kept in the audit log described in section 2 even after the underlying data is gone — that log entry contains no health information itself.

Information about a child in the Service is entered by that child's parent or guardian, using an account and a device that belongs to them — PediaSync does not collect information directly from a child, and the Service is not directed at children as its own audience.

A family's data is retained for as long as their child remains linked to a practice, so the practice has continuity of the record. After a family unlinks, their data is retained only if they have not separately requested deletion; a deletion request removes the underlying records. Account and audit records for a practice are retained for as long as the practice's account exists, and for a reasonable period afterward for security and legal purposes.

How data is isolated, verified, and audited is described on the Security page.

We may update this policy as the Service changes. If a change is significant, we will make reasonable efforts to let account owners know before it takes effect.

Questions about this policy, or a request to access or delete data, can be sent to [email protected].