Legal
How DxCopilot handles account information, clinical case data and website inquiries.
Effective 10/26/2026
DxCopilot is operated by DxCopilot ("DxCopilot", "we", "us"). This policy explains what we do with personal information when you visit our website, when you use DxCopilot as a doctor or as clinic staff, and when a doctor records a patient's information in the product.
It does not cover anything a doctor or clinic does with their own patient records outside DxCopilot, or what another company does with information you give them directly.
For your own account — your name, your email address, how you use the product, what you are billed — we decide what is collected and why. In data-protection language we are the controller, and this policy is our commitment to you.
For patient information, we are not. A doctor or clinic decides which patients to record, what to record about them and how long to keep it; we hold and process that information on their instructions so the product can work. The doctor or clinic is the controller, and we are their processor. A patient asking what is held about them should ask their doctor, who can answer and can act on the request. We cannot identify a patient on our own, and we will not try to.
Our public website carries no analytics, no advertising and no tracking cookies. We do not build a profile of visitors, and nothing you read here is shared with an advertising network.
The site loads its typeface from Google Fonts, which means your browser makes a request to Google and Google sees your IP address as part of it. Forms may also load Cloudflare Turnstile for spam protection. Account pages may load Google sign-in when enabled.
If you choose to contact us, what happens is deliberately simple:
When you or your clinic opens an account, we hold:
The Solo Doctor workflow stores clinical case information and saved analyses without requiring a named patient record. Do not enter direct patient identifiers in notes or attachments. Existing Clinic accounts may also hold patient records, consultations and related documents; those data practices remain covered by this policy.
Quick Prescription & Notes lets a Solo Doctor turn a dictated visit into a prescription and clinical notes. Patient history is off unless the doctor switches on Save patient history. While it is off, a saved Quick Prescription & Notes keeps the approved documents with the patient’s age and sex but without their name, and no patient record or QR code is created. While it is on, saving also keeps a minimal patient record — the name and sex the doctor confirmed — with the visit’s age and approved documents, and an opaque reference printed on the prescription as a QR code. The code contains no patient details; it opens the record only for the signed-in doctor who owns it, after they confirm the patient’s identity.
This information is held for the doctor or clinic that entered it, and it is walled off from every other account. It is used to provide the product to them: to show them their own records, to produce an analysis they asked for, and to keep the account working. We do not use it to train any model, we do not sell it, and we do not share it with anyone outside the processors listed below.
When a doctor asks for an analysis, we send the clinical context of that encounter to our AI provider so it can produce a suggestion. What goes is the patient’s age, sex, recorded allergies and current medications, the clinical findings and scores from the intake form, summaries of any reports, and whatever the doctor has typed as notes.
The patient’s name, national identifier and phone number are not sent. They are not part of the request the product builds.
Quick Prescription & Notes sends the dictated or typed text of one visit, once, to the configured extraction provider to structure it into a prescription and notes; nothing else about the patient is sent, and the documents are then built, edited, printed and saved without another AI request. Before sending, the browser replaces a patient name introduced in a recognised phrase (for example “Patient …” or “mareez ka naam …”) with a placeholder. A name said in another way may still be sent as written.
Free text is the exception worth knowing about: what a doctor types is sent as written, so anything they choose to type into a notes field goes with it. Doctors should not type a patient’s name or identifiers into clinical notes, and the product never asks them to.
Clinical information is processed by the configured AI provider to generate the requested response. Provider retention and training terms must be confirmed for the production service before this policy takes effect. An analysis and the suggestion that comes back are stored in the consultation record so the doctor can review, edit and rely on them later.
We do not sell personal information, and we do not share it for advertising. We will disclose information if the law requires it of us, and we will tell the affected doctor or clinic unless we are forbidden from doing so.
We use a small number of service providers, each for one job and each bound to use what they receive only to do it:
DxCopilot sets no cookies for analytics, advertising or tracking, on the website or in the product.
When you sign in, the product keeps your sign-in token in your browser’s local storage so you are not asked for your password on every page. Signing out removes the sign-in token. The application also uses browser storage for interface preferences, notification setup and consultation drafts. Use a trusted device and protect access to your browser profile.
Patient records, consultations and uploaded reports are kept for as long as the doctor or clinic keeps them, and are deleted when they delete them or when their account is closed and the retention period they have agreed with us has passed. Medical record-keeping obligations vary by country, and the doctor or clinic decides what theirs require.
Quick Prescription & Notes patient records, their QR references and saved Quick Prescription & Notes visits are patient records and consultations for these purposes, and are kept and deleted in the same way.
Account and billing records are kept for as long as the account is open, and afterwards for as long as we are required to keep them for tax and accounting purposes.
Website inquiries are stored in the inquiry database and business mailbox. Their retention period and deletion process must be confirmed before this policy takes effect.
No system is perfectly secure, and we do not claim otherwise. If a breach affects your account or your patients’ information, we will tell you and any regulator we are required to tell, without undue delay.
The measures that matter most here are:
Depending on where you live, you may have the right to see what we hold about you, to correct it, to have it deleted, to object to how we use it, or to receive it in a portable form. To exercise any of these over your own account, write to us at the address at the foot of this page and we will answer within the time the law allows.
A patient who wants to see, correct or delete what is recorded about them should ask the doctor or clinic treating them. They hold the record and they can act on it; we act on their instructions. If you believe we have mishandled information, you may also complain to your data-protection authority — but we would rather you told us first at [email protected].
Our providers may process information in countries other than your own, including for AI analysis and email delivery. Where that happens, we rely on the safeguards those providers offer for international transfers.
DxCopilot is a professional tool for clinicians, and nobody under 18 should hold an account. A patient of any age may of course have a record kept about them by their doctor — that record belongs to the doctor, and this section is about who may use the product, not about who may be treated with it.
We will update this page when what we do changes, and the date at the top will change with it. If a change materially affects how we handle your information, we will tell account holders by email rather than leaving it to be noticed.
Write to us at [email protected] for anything about privacy or your information, or at [email protected] for anything about these terms. DxCopilot, 78C BHS Manawan Lahore, Pakistan.
