Privacy Policy

1. What this policy covers

This Privacy Policy explains how Perfusion Mind, LLC (“Perfusion Mind,” “we,” “us,” or “our”) collects, uses, stores, discloses, and protects information when you use perfusionmind.com, the Perfusion Mind mobile application, support and contact flows, AI-enabled tools, subscription features, and related backend services.

2. Information we may collect

Information you provide directly

We may collect information you provide directly, including phone number, email address, name, account sign-in details, support messages, chat messages, search queries, prompts, feedback, subscription support requests, and other communications you send to us.

Information created through your use of the Service

We may collect account identifiers, internal user IDs, subscription status, entitlement records, purchase-related metadata, app activity, feature usage, timestamps, support history, and related service records.

Technical, device, diagnostic, and usage information

We may collect technical information such as IP address, device type, operating system, app version, browser type, crash logs, diagnostic logs, approximate location derived from IP address, pages or screens viewed, feature usage, timestamps, and interactions with the Service.

Subscription and transaction information

We may receive purchase identifiers, subscription status, product IDs, renewal status, expiration dates, refund status, cancellation status, billing platform metadata, and related information from app stores or payment providers. We do not receive full payment card numbers from Apple or Google.

AI, chat, and prompt information

If you use chat, search, prompt, or AI-enabled features, we may process the messages, prompts, queries, uploaded text, outputs, and related metadata necessary to provide, secure, troubleshoot, and improve those features.

3. No patient-identifying information or PHI

Perfusion Mind is designed for professional education and reference. The Service is not intended to collect, store, or process patient-identifying information, Protected Health Information, patient charts, medical records, case records, images of patients, or other confidential clinical information.

You must not submit patient names, medical record numbers, dates of birth, exact procedure dates, facial images, hospital numbers, device identifiers linked to a patient, or other information that could identify a patient.

If we discover that prohibited patient-identifying information or PHI has been submitted, we may delete, restrict, or otherwise handle that information as appropriate for legal, security, operational, and compliance purposes.

4. How we use information

We use information to:

• Provide account access and core app features
• Process and respond to chat, search, AI, and support requests
• Store conversation history and related usage information to support continuity, troubleshooting, product improvement, and safety review
• Verify subscription entitlement and restore access when appropriate
• Operate, secure, maintain, and improve the app, website, and backend systems
• Communicate with you about support, service issues, subscriptions, security, and important updates
• Prevent fraud, abuse, unauthorized access, and misuse
• Comply with legal obligations and enforce our agreements

Depending on the context, we use information to perform our contract with you, provide requested services, verify subscriptions, respond to support requests, maintain security, prevent fraud or misuse, comply with legal obligations, protect rights and safety, analyze and improve the Service, and, where required, based on your consent.

If GDPR, UK GDPR, or similar laws apply, our legal bases may include performance of a contract, legitimate interests, compliance with legal obligations, consent, and protection of rights and safety.

5. How information may be shared

We may disclose information to service providers and processors that help us operate Perfusion Mind, including cloud hosting, databases, authentication, analytics, crash reporting, AI infrastructure, customer support, messaging, security, payment, and app store billing providers. These providers may include Firebase/Google Cloud, OpenAI-powered infrastructure, Apple, Google, Stripe if used, and other providers depending on the feature used.

We may also disclose information when required by law, to enforce our Terms, to protect users, patients, the public, our rights, or the security of the Service, or in connection with a merger, acquisition, financing, reorganization, sale of assets, or business transfer.

We do not sell personal information for money. We do not knowingly share personal information for cross-context behavioral advertising unless we disclose that practice and provide any legally required opt-out.

6. Data retention

We retain information only for as long as reasonably necessary for the purposes described in this Policy, including to provide the Service, maintain account and subscription records, support users, troubleshoot issues, improve reliability and safety, comply with legal obligations, resolve disputes, enforce agreements, and protect the Service.

Retention periods vary by data type, sensitivity, user settings, legal requirements, and operational need. We may retain transaction, accounting, tax, subscription, legal, and security records for longer periods where required or appropriate. We may delete or de-identify information when it is no longer reasonably needed.

7. Your rights and choices

Depending on where you live and subject to applicable law, you may have the right to request access to, correction of, deletion of, or portability of your personal information; to object to or restrict certain processing; to withdraw consent where processing is based on consent; to opt out of certain disclosures, targeted advertising, sale, or sharing if applicable; and to appeal a denied request where required by law.

You may choose not to submit optional support details such as name or email. You may stop using the app or website at any time. If you purchased a subscription through Apple or Google, subscription management and cancellation are handled through your App Store or Google Play account settings.

You may submit privacy requests by contacting info@perfusionmind.com. We may need to verify your identity before fulfilling a request. Some information may be retained where necessary for legal, security, fraud-prevention, accounting, subscription, dispute-resolution, or operational purposes.

8. Security

We use reasonable administrative, technical, and organizational measures intended to protect information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

You should not submit patient-identifying information, PHI, medical records, or confidential clinical information through the Service.

9. Children

Perfusion Mind is intended for adults and professional trainees who are at least 18 years old. The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take reasonable steps to delete it.

10. International processing

Your information may be processed and stored in the United States and other countries where we or our service providers operate. These countries may have data-protection laws different from those in your location. Where required, we use appropriate safeguards for international transfers, such as contractual protections, Standard Contractual Clauses, or other legally recognized transfer mechanisms.

11. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted with a new effective date. If we make material changes, we will provide additional notice through the Service, by email, or by other reasonable means where required by law. Your continued use of the Service after the effective date of the updated Policy means you acknowledge the updated Policy.

12. Contact

If you have privacy questions or need support related to your information, contact Perfusion Mind, LLC at info@perfusionmind.com or by mail at:

Perfusion Mind, LLC
4030 Wake Forest Road, Ste 349
Raleigh, NC 27609

13. AI-enabled features

Some features may use artificial intelligence, machine-learning infrastructure, automated retrieval, generated summaries, or other automated processing to respond to prompts, messages, queries, and search requests.

We may send the information you submit through these features to AI infrastructure providers as necessary to provide the feature, maintain security, troubleshoot issues, and improve the Service. Do not submit patient-identifying information, PHI, confidential clinical records, or information you are not authorized to share.

AI-generated outputs may be inaccurate, incomplete, outdated, or inappropriate for a specific clinical situation. You are responsible for independently verifying any information before relying on it.

14. Cookies, analytics, and similar technologies

We may use cookies, local storage, mobile identifiers, analytics tools, crash-reporting tools, and similar technologies to operate the Service, remember preferences, understand usage, improve reliability, detect abuse, maintain security, and troubleshoot errors. You may be able to limit cookies or tracking through your browser, device, or platform settings, but some features may not function properly.

15. U.S. state privacy rights

Residents of certain U.S. states may have rights to access, correct, delete, or obtain a copy of personal information, and to opt out of certain processing such as targeted advertising, sale, sharing, or profiling where applicable. We do not sell personal information for money. If our practices constitute “sharing,” “targeted advertising,” “sale,” or similar activity under applicable law, we will provide any required notice and opt-out mechanism. To exercise rights, contact info@perfusionmind.com.

16. De-identified or aggregated information

We may use information that has been de-identified or aggregated so that it does not reasonably identify you, including for analytics, product improvement, research, security, and business purposes. We will maintain de-identified information in de-identified form and will not attempt to re-identify it except as permitted by law.

17. SMS/text message communications

If you provide your mobile phone number, we may use it to send SMS or MMS messages related to account notifications, important product information, app updates, downtime, support responses, and inquiries submitted by you.

Message frequency may vary. Message and data rates may apply. You may opt out of receiving SMS or MMS messages at any time by replying “STOP” or “OPT OUT” to any message you receive from us. You may reply “HELP” for more information.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.