Overview

Vyana Axis (the “Platform”) is an AI-powered Electronic Medical Record (EMR) solution that integrates with existing Electronic Health Records (EHRs) using HL7 and related standards. It assists healthcare professionals in generating structured documentation, patient vitals, progress notes, and AI-driven health summaries and risk assessments. This Privacy Policy describes how Vyana Technologies, Inc. (“we,” “us,” or “our”) handles information processed through VYANA Axis.

Information We Collect

• Patient Identification & Demographics: patient name, age, gender, date of birth, hospital number, and encounter details.
• Clinical & Medical Information: chronic conditions, diagnoses, procedures performed, allergies, and medications.
• Vital Signs & Assessments: nurse- or doctor-recorded vital signs (e.g., blood pressure, heart rate, temperature, SpO₂) and structured progress notes.
• Diagnostic Data: laboratory results (test codes, values) and radiology/imaging results as interfaced from the hospital EHR.
• Derived Documentation: structured electronic health record (EHR) entries, AI-generated health summaries, and risk assessments created for provider use.
• Technical Information: system logs, audit trails, and performance metrics used solely for security, reliability, and compliance monitoring.

How We Use Information

• Clinical documentation: To generate structured medical records, insights, and summaries for provider review and integration into EHR systems.
• AI insights: To assist clinicians in decision-making by analyzing structured data and recorded assessments. No identifiable patient data is sent to external AI providers.
• Service operation & security: To maintain reliability, prevent misuse, and improve performance.
• Support: To provide help when requested by authorized users or healthcare organizations.

Processing & Hosting

• All identifiable patient data is processed and stored within the healthcare organization’s own cloud or on-premises environment where VYANA Axis is deployed.
• Non-identifiable data (e.g., de-identified clinical text or generalized context) may be transmitted to external AI APIs for processing, strictly for the purpose of generating insights and improving documentation.
• Encryption in transit and at rest is enforced, along with strict access controls managed by the healthcare organization.

Third-Party AI API Sharing

• For specific features such as generating risk assessments, AI-assisted documentation, and health summaries, VYANA Axis may transmit certain data to third-party AI APIs (Microsoft Azure OpenAI) for processing.
• The categories of data that may be transmitted include: assessments, conversation transcripts, diagnosis, laboratory results, and radiology results.
• Only the minimum necessary data required for the requested AI processing is shared, and it is transmitted securely using encryption in transit.
• No identifiable patient data is sold, rented, or used for advertising or marketing purposes.

Storage & Retention

• Patient data is retained only as long as necessary for clinical use and as required by healthcare organizations’ policies.
• Derived outputs (e.g., progress notes, AI summaries) may be retained for audit, traceability, and EHR synchronization.
• Technical logs are stored with minimal retention strictly for operational security.

Sharing

• We do not sell, rent, or use patient data for marketing.
• Data is shared only with authorized healthcare providers, EHR systems, or subprocessors bound by strict confidentiality and security obligations.
• We may disclose information if required by law, regulation, or to prevent harm, with due process.

Security

• Encryption, role-based access, continuous monitoring, and audit logging are implemented.
• Access to patient data is restricted to authorized users within healthcare organizations.

Your Choices & Rights

• Healthcare providers control whether and how patient data is integrated with their EHR.
• Patients may request access, correction, or deletion of their records through their provider, in line with legal and organizational requirements.

Children’s Privacy

VYANA Axis is intended strictly for professional clinical use and is not directed at individuals under 16.

Contact

For privacy inquiries, contact Vyana Technologies, Inc. at comms@vyanatech.com.