Medicus- Charts, drafts and the notes you paste in stay on your computer. We never store them.
- Our servers keep what an account needs: your login, your role, your organisation's documentation rules, licence state and an audit log.
- Text being drafted passes through our relay and is not stored on the way.
- This website has no analytics, no advertising and no tracking cookies.
- Everything we hold is in the United States. We do not sell information, ever.
Who this covers
This policy explains how Medicus ("Medicus", "we", "us") handles information about the people who use the Medicus desktop software (the "Software"), the account and licensing service it connects to (the "Service"), and this website (the "Site"). It applies to clinicians, administrators and owners of Medicus accounts, to visitors to the Site, and to people who contact us.
It is not a HIPAA Notice of Privacy Practices. Patients receive that notice from the hospital or practice that treats them, not from us. How we handle patient information on behalf of that organisation is explained in section 6.
What we collect
Account information
When an account is created for you we store your name, work email address, organisation, role (physician, administrator or owner), a hashed form of your password, and the licence state of each install you use. Your organisation's administrators also store its documentation rules in the Service, with each revision, so every install stays in sync.
Operational records
The Service keeps an append-only audit log of sign-ins and administrative actions, such as a rule being published or a licence being revoked, with the account and time. The Software checks the Service for licence state and for updates; those checks carry the version number and install identity, not chart content. Our servers keep ordinary access logs, which include the connecting address, the request, and the time, for a short period for security and troubleshooting.
Website and correspondence
If you request a quote or a demo, we receive what you type into the form: your name, work email, organisation, and your message. If you email us, we keep the correspondence. The Site itself does not collect anything else about you; see section 10.
What we never collect
The Software stores charts, drafts, revision history and the notes you paste in on the computer running it. None of that is uploaded to our servers, and we have no access to it. When the Software drafts a section, the text being drafted passes through our relay to the drafting service and the draft comes back the same way. The relay does not store chart content. Medicus has no microphone or recording feature; it works only from text.
We do not collect payment card numbers through the Software or the Site. Invoices are handled outside them.
How we use information
We use the information in section 2 to run accounts and sign-ins, to keep each organisation's documentation rules in sync across its installs, to issue, pause and revoke licences, to deliver signed updates, to keep the Service secure and to investigate abuse, to answer support requests and quote requests, to send notices about the Service such as material changes to these terms, and to meet legal obligations. We do not use any of it for advertising, and we do not sell or rent it.
Who we share it with
We share information only in these cases:
- Service providers. A cloud infrastructure provider hosts our servers; a drafting service receives the text being drafted and returns the draft; a certificate authority issues our website certificates. All three operate in the United States. The trust center lists each one, what it receives and where it is located, and is the complete list.
- Your organisation. Administrators and owners of your organisation's account can see its users, roles, rules, licence state and audit log. They cannot see your charts, which are on your computer.
- Legal requirements. If the law requires it, or to protect the rights, safety or property of Medicus, our users or others, we may disclose information to authorities. Where we are allowed to, we will tell your organisation first.
- A change of ownership. If Medicus is acquired or merges with another business, account information may transfer to the new owner under this policy.
Patient information and HIPAA
Your hospital or practice is the covered entity responsible for patient information, and it decides what may be entered into Medicus. Charts stay on its clinicians' computers. The only patient information that reaches us is the text being drafted, in transit through our relay, and it is not stored.
The Software includes a Privacy switch. With it on, names, medical record numbers, dates, phone numbers and addresses are replaced with tokens on the clinician's machine before any drafting request is sent, and a review dialog shows the exact text before it goes. The switch limits what leaves the machine. It does not by itself make text de-identified under HIPAA, which has its own specific standards, and it does not replace your organisation's own obligations.
Where a Business Associate Agreement is required, it is a separate written agreement between your organisation and Medicus. Our current position is available on request through the trust center. Please do not send patient information to our support channels.
How long we keep it
| Information | Kept where | For how long |
|---|---|---|
| Charts, drafts, pasted notes | Your computer only | Until you delete them; we never hold a copy |
| Text being drafted | In transit through our relay | Not stored |
| Account information and documentation rules | Our servers, United States | While your organisation's account is active, then deleted on request or after the account closes |
| Audit log | Our servers, United States | While the account is active, so that administrative actions remain reviewable |
| Server access logs | Our servers, United States | A short period for security and troubleshooting, then discarded |
| Quote requests and correspondence | Our mailbox | As long as needed to respond and to keep a record of our dealings |
Our servers are snapshotted daily so the Service can be restored after a failure. Those snapshots contain account information and rules; they never contain charts, because charts are not on our servers.
How we protect it
Connections to our servers use TLS 1.2 or 1.3 only. The Software and every update are code-signed and verified before they run. Our database is reachable only from the server itself, administrative access to the server is by key only, and administrative actions in the Service are written to an append-only log. The full list of controls we can demonstrate is on the trust center. No system is perfectly secure; if you believe there has been a problem, tell us at support@medicusarc.com and you will get a reply from a person.
Your choices and rights
You can ask us to show you, correct, or delete the account information we hold about you by emailing support@medicusarc.com. We will respond within forty-five days. Because accounts belong to organisations, we may need to confirm a request with your organisation's administrator, and some records, such as the audit log, may be retained while the organisation's account remains active. We extend these rights to everyone, whichever state you live in.
Within the Software, the Privacy switch and the review dialog are yours to control. Your organisation's administrators control who has an account and which installs are licensed.
Cookies and tracking
The Site uses no analytics, no advertising networks and no tracking cookies. The only cookie it sets is a session cookie on the sign-in portal used by authorised testers, which is needed for that sign-in to work and is deleted when the session ends. We do not track you across other websites, and because we do not track at all, "Do Not Track" signals change nothing.
Where it is stored
Our servers run in the United States, in the Ohio region of our infrastructure provider, and our service providers process information in the United States. If you use Medicus from outside the United States, your information will be transferred to and processed there.
Children
Medicus is for licensed clinicians and the people who administer their accounts. It is not directed at anyone under eighteen, and we do not knowingly collect information from them.
Changes to this policy
We may update this policy. The date at the top shows when it last changed. For material changes we will notify your organisation's administrators by email before the change takes effect.
Contact
Privacy questions and requests: support@medicusarc.com. Medicus · medicusarc.com.
Last updated 1 October 2026 · Terms of Service · Trust center