Legal & Security

1. Who We Are

VeinPlanner is a clinical documentation tool designed for phlebologists and vascular care specialists. The data controller responsible for your personal data is Vitor Ferreira Cirurgia Vascular Lda (NIF PT514707380), Avenida Meneres 234, bloco 4, 4450-189 Matosinhos, Portugal. We are committed to protecting the privacy and confidentiality of your personal and professional data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our application.

2. Data We Collect

• Account data: Name, email address, professional credentials (specialty, workplace, country).
• Clinical documentation: Venous mapping sketches, pathology annotations, treatment plans, and clinical notes you create within the app.
• Optional uploads: Clinic logos, and any patient limb photographs you choose to upload for photo-based mapping. Photographs may be identifying — upload them only with appropriate patient consent and avoid including faces, tattoos or other identifying features.
• Billing data: Subscription status and billing identifiers (managed via Stripe). We do not store credit card numbers directly.
• Usage data: Feature usage patterns, login timestamps, and device/browser information for analytics and security purposes.

3. How We Use Your Data

• To provide and maintain the VeinPlanner service.
• To manage your account and subscription (Free or Pro plan).
• To generate and display your clinical documentation and reports.
• To send transactional emails (account confirmation, billing receipts).
• To improve the app based on limited product usage analytics, reported primarily in aggregated form (see section 9).

4. Patient Data

VeinPlanner is a documentation aid. Any patient-related information you enter is your own clinical documentation, and you act as the data controller for it. We strongly advise you not to enter personally identifiable patient information (names, dates of birth, national IDs, contact details) into the app — use pseudonymised case labels instead. You are responsible for complying with applicable healthcare data protection regulations in your jurisdiction. VeinPlanner is not offered as a HIPAA-compliant service and we do not enter into Business Associate Agreements; it should not be used to store protected health information where such an agreement is required.

5. Data Sharing

We do not sell, trade, or rent your personal data to third parties. We share data only with service providers necessary to operate the platform — for example Stripe for payment processing, our cloud hosting and database provider, our transactional email provider, and the third-party AI providers used by the optional AI-assisted features. These providers process data on our behalf under their own data processing terms.

The categories of service provider we currently rely on are: cloud hosting and database infrastructure, transactional email delivery, payment processing (Stripe), and third-party AI model providers for the optional AI features. An up-to-date list of the specific providers used is available on request at contact@veinplanner.com.

Important — AI-assisted features: the AI-assisted features are optional and are only triggered by your explicit action. When used, the content of that request is transmitted to an external large language model (LLM) operated by a third-party AI provider for processing. Used as instructed, these features operate on de-identified (anonymised) clinical information only — no patient name, date of birth, file number, contact details, case title or photograph is transmitted. VeinPlanner does not train any AI model on your data, and the AI provider is not permitted to use it to train its models. Prompts and outputs are not retained by VeinPlanner beyond the report you choose to save to the case. Some AI providers may process data outside the European Economic Area under appropriate safeguards, and the specific providers currently used are available on request at contact@veinplanner.com.

What is actually sent differs between the two AI features, and you should understand the distinction:

• AI clinical report writer: only the structured, de-identified findings of the venous map are sent — the anatomical vein and segment names, the pathology type, the examined side, and any diameter, reflux time or free-text note you attached to a finding. The case title, patient photographs, your account details and all other case metadata are not included. Because the map itself holds no identity fields, this request carries no patient identifiers unless you have typed them into a finding note yourself.
• AI ultrasound text import: the report text you paste is sent to the AI provider verbatim, because the wording has to be interpreted in full. For this reason the import screen explicitly instructs you to paste the findings only — no headers, footers or patient identification (name, date of birth, file number). Pasting only de-identified findings, as instructed, means no patient identifiers are transmitted. VeinPlanner cannot detect or strip such details automatically, so complying with that instruction is your responsibility as data controller for your clinical documentation.

6. Data Retention

Your data is retained for as long as your account is active. If you delete your account, your sketches, clinical documentation and account details are deleted, and we aim to complete removal from active systems within 30 days. Copies may persist briefly in routine infrastructure backups held by our hosting provider until those backups expire on their normal cycle.

Two categories are retained after deletion: billing records, where required by applicable tax and accounting law, and a minimal non-clinical marker (a one-way hash of the account email plus the plan and case-allowance state at deletion) used solely to prevent repeated resetting of free-plan allowances. This marker contains no clinical or patient data and no readable email address.

7. Your Rights (GDPR)

If you are located in the European Economic Area, you have the right to access, rectify, export, restrict or delete your personal data, to data portability, and to object to processing carried out on the basis of our legitimate interests — including the product analytics described in section 9. You can manage most of these actions directly within the app (Settings → Delete Account). For other requests, contact us at the address below.

If you believe we have not handled your personal data lawfully, you may lodge a complaint with your national data protection authority. In Portugal this is the Comissão Nacional de Proteção de Dados (CNPD). Consumers in the European Union may also use the European Commission's online dispute resolution platform for contractual disputes.

8. Cookies

We use only essential cookies and session tokens necessary for authentication and app functionality. We do not use third-party advertising cookies.

9. Product Analytics

VeinPlanner collects limited first-party product analytics to improve the service, understand feature adoption, measure workflow efficiency, identify technical problems, and support aggregated product reporting. These analytics may include events such as creating a venous map, exporting a PDF, using AI report generation, using AI text import, opening advanced tools, subscription events, and session duration.

VeinPlanner does not use analytics to evaluate individual clinicians, rank users, or disclose identifiable usage information. Analytics data are used primarily in aggregated form.

VeinPlanner does not store patient-identifiable information in analytics data. Patient names, national identification numbers, birth dates, addresses, contact details, imported report text, and generated AI report text are excluded from analytics tracking.

Analytics records may include user account ID, event type, timestamp, session ID, related map ID, account type, duration, technical metadata, browser/device type, and app version.

The legal basis for this processing is VeinPlanner's legitimate interest in improving, securing, debugging, and developing the service, while minimising impact on users through limited data collection, exclusion of patient-identifiable information, and use of aggregated reporting where possible.

Users may contact VeinPlanner to request information about analytics data associated with their account or to request deletion or anonymisation where applicable.

9.1 AI-Assisted Features (Human in the Loop)

When you use AI-assisted features (such as AI report generation or ultrasound text import), VeinPlanner records a review trail for each AI-generated draft: whether it was confirmed by the clinician, confirmation timestamps, whether edits were made before confirmation, and the number of edits. This review record never contains the imported report text, the generated report text, or any patient data. It exists to enforce and document the mandatory clinician-in-the-loop review of every AI output.

10. Contact

For privacy-related questions, please contact us at: contact@veinplanner.com