This Privacy Policy describes the policies and procedures of Mnemosphere Pte Ltd (UEN: 202403657Z, “the Company”, “We”, “Us”, or “Our”) on the collection, use, disclosure, and safeguarding of information when You use the Citedoc service, accessible via https://citedoc.app (“the Service”).
Citedoc is an AI-powered clinical citation retrieval and synthesis platform engineered specifically for licensed healthcare professionals, clinicians, physicians, clinical pharmacists, nurses, and biomedical researchers (“Clinicians” or “Healthcare Professionals”). We recognize the critical importance of confidentiality, clinical data governance, and patient privacy in healthcare practice.
Interpretation and Definitions
Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
Definitions
- Account means a unique account created for You to access our Service or parts of our Service.
- Affiliate means an entity that controls, is controlled by, or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest, or other voting securities.
- Company (referred to as “the Company”, “We”, “Us”, or “Our”) refers to Mnemosphere Pte Ltd (UEN: 202403657Z), 14-04, 160 Robertson Road, Singapore 068914.
- Country refers to Singapore.
- Cookies are small files placed on Your computer, mobile device, or browser by a website, containing details of browsing history and technical session state.
- Device means any internet-connected device that can access the Service, such as a workstation computer, hospital terminal, tablet, or smartphone.
- Personal Data is any information that relates to an identified or identifiable individual.
- Protected Health Information (PHI) refers to individually identifiable health information as defined under the United States Health Insurance Portability and Accountability Act (HIPAA, 45 CFR § 160.103) and applicable international healthcare data protection statutes.
- Service refers to Citedoc, accessible via https://citedoc.app and related subdomains.
- Service Provider means any natural or legal person who processes data on behalf of the Company to facilitate the Service, host infrastructure, or assist with analytics.
- Usage Data refers to data collected automatically by the Service infrastructure (for example, query latency, session duration, browser type).
- You means the healthcare professional or representative of an institution accessing or using the Service.
Collecting and Using Your Personal Data
Types of Data Collected
1. Clinician Profile and Account Data
When registering for an Account or subscribing to Citedoc, We collect information that identifies You as a professional user, including:
- First name and last name
- Professional email address
- Clinical specialty and institutional or hospital affiliation (optional)
- Authentication credentials (managed through our secure identity provider, Clerk)
2. Clinical Inquiries and Medical Reference Inputs
When You interact with Citedoc, We process the clinical queries, medical questions, research topics, and any clinical case notes or documents (such as clinical PDFs, lab results, ECG strips, or discharge summaries) that You submit.
Zero Foundation Model Training Commitment:
We do not sell, rent, or use Your clinical inquiries, uploaded medical files, or chat dialogues to train or fine-tune public foundation AI models (such as third-party commercial LLMs). Your clinical queries are processed solely to retrieve relevant biomedical literature, compute verified citations, and generate answers for Your point-of-care questions.
3. Patient Data & HIPAA De-Identification Standards
Individual clinician accounts on Citedoc are designed for de-identified clinical citation searches. Users must strictly observe patient privacy standards:
- Prohibition on Direct PHI: Clinicians agree not to submit un-deidentified Protected Health Information (PHI) containing direct patient identifiers (including patient names, medical record numbers (MRNs), social security numbers, dates of birth, exact street addresses, or contact numbers).
- Safe Harbor Compliance: Any patient vignettes or uploaded clinical case documents must be de-identified pursuant to HIPAA Safe Harbor standards (45 CFR § 164.514(b)) or applicable national data protection guidelines before being input into Citedoc.
- Business Associate Agreements (BAAs): For healthcare systems, academic hospitals, and group practices requiring institutional deployment with a Business Associate Agreement, please contact hello@citedoc.app.
4. Payment Information
Subscription payments for Clinician Pro and institutional tiers are securely processed by trusted, PCI-DSS Level 1 certified third-party payment processors (such as Stripe). The Company does not store full credit card numbers, CVVs, or card expiration details on our servers.
5. Usage Data & Diagnostic Logs
Usage Data is collected automatically when accessing the Service. This may include Your Device's IP address, browser type and version, pages visited, time and date of visits, query execution speed, HTTP status codes, and crash diagnostic logs.
Analytics, Tracking & Privacy Masking
We use cookies and modern analytics tools to monitor site reliability, understand user workflows, and improve our Citation Engine. We use the following tools:
- Google Analytics 4 (GA4): We use GA4 to analyze aggregated website traffic, visitor geographies, and navigation patterns. For more information, please see the Google Privacy Policy and Google Analytics Terms of Service.
- Microsoft Clarity: We use Microsoft Clarity to capture user experience signals, scroll behavior, click maps, and diagnostic interaction flows to resolve UI friction. For more information, please review Microsoft Privacy Statement.
- Google invisible reCAPTCHA: We employ reCAPTCHA to prevent automated bot scraping, credential stuffing, and unauthorized abuse of our clinical query endpoints.
Clinical Privacy & Keystroke Masking in Analytics:
To protect clinical workflow confidentiality, Microsoft Clarity and Google Analytics 4 on Citedoc are configured with strict sensitive data masking. Keystrokes in clinical prompt inputs, medical chat bubbles, uploaded document previews, and clinical claim verification panels are suppressed and masked from session recordings and analytics capture.
How We Use Your Personal Data
The Company uses collected Personal Data for the following professional purposes:
- To deliver and maintain the Service: Processing clinical inquiries, executing biomedical literature searches across PubMed, Cochrane, and medical journals, and calculating claim citations.
- To manage Your Account: Authenticating clinicians, managing query credit balances, and provisioning Pro tier features (such as custom domain whitelists and EHR note export).
- For contract performance & billing: Processing subscription renewals and invoicing.
- To communicate critical clinical updates: Delivering service notices, security alerts, and significant clinical guideline updates.
- To safeguard service security: Detecting fraud, preventing denial-of-service attacks, and enforcing our Terms of Service.
Sharing and Disclosure of Your Personal Data
We do not sell clinician or patient personal information. We may disclose data under the following conditions:
- Service Providers: We share data with verified infrastructure vendors who provide cloud hosting, database management, authentication (Clerk), and payment processing (Stripe). These providers are contractually bound to confidentiality and security standards.
- Business Transfers: If the Company is involved in a merger, acquisition, financing, or asset sale, clinician account information may be transferred subject to continuity under this Privacy Policy.
- Legal Obligations: We may disclose information if required to do so by applicable law, judicial subpoena, or valid public authority orders in Singapore or other relevant jurisdictions.
Data Retention and Clinician Deletion Rights
The Company retains clinician account data for the duration of Your active account to maintain Your chat history and billing records.
- Chat History Deletion: You can delete individual chat threads or clear Your entire case history at any time directly through the thread navigation drawer.
- Account Deletion: You have the right to request permanent deletion of Your Account and all associated records. To request account deletion, contact hello@citedoc.app.
Security of Your Personal Data
The security of Your data is paramount. We employ robust administrative, technical, and physical safeguards, including:
- Transport Layer Security (TLS 1.3) encryption for all data in transit
- Industry-standard AES-256 encryption for data at rest
- Role-based access controls and principle-of-least-privilege infrastructure access
- Continuous vulnerability scanning and audit logging
While We implement industry-leading clinical data protections, no internet transmission method or electronic storage system can be guaranteed 100% impenetrable.
International Data Transfers
Your information may be processed in Singapore, the United States, or other countries where the Company's cloud infrastructure is located. When transferring data across international boundaries, We ensure appropriate transfer mechanisms, including standard contractual clauses and rigorous data protection safeguards.
Your Privacy Rights (GDPR, CCPA/CPRA, & Singapore PDPA)
Singapore PDPA Rights
Under the Singapore Personal Data Protection Act (PDPA), You have the right to request access to and correction of Your personal data in our possession or control, and to withdraw consent for marketing communications.
European Economic Area (EEA) & UK GDPR Rights
If You reside in the EEA or UK, You hold rights under the General Data Protection Regulation, including: right of access (Art. 15), right to rectification (Art. 16), right to erasure (Art. 17), right to restriction of processing (Art. 18), right to data portability (Art. 20), and right to object (Art. 21).
California Privacy Rights (CCPA / CPRA)
California residents have the right to request disclosure of personal information collected, request deletion, and non-discrimination for exercising privacy rights. Citedoc does not sell or share personal information for cross-context behavioral advertising as defined by the CCPA/CPRA.
Children's Privacy
Citedoc is strictly a professional medical tool and does not address anyone under the age of 18. We do not knowingly collect data from minors.
Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any material changes by posting the updated policy on this page with a revised “Last updated” timestamp and, where appropriate, notifying You by email.
Contact Us
If You have questions regarding this Privacy Policy or clinical data governance, please reach us:
- By email: hello@citedoc.app
- By mail: Mnemosphere Pte Ltd (UEN: 202403657Z), 14-04, 160 Robertson Road, Singapore 068914