Data privacy & security

Your practice is in charge of its patients' records. Rebrief works with them only on your practice's behalf. Here is how your clinic's data is looked after.

Your clinic's data stays separate

Everything in Rebrief belongs to one clinic. Rebrief works out your clinic from your signed-in account, never from a link or anything on the screen.

You see only your own clinic's patients and appointments. No other clinic can see yours.

Signing in

You must sign in before you can see any clinic data. You can sign in with your email and password, or with Google or Microsoft.

For extra protection, turn on two-factor authentication.

1. Open Settings, then Security.
2. Next to Two-factor authentication, select Set up authenticator app.
3. Follow the steps with an authenticator app on your phone.

From then on, signing in also needs a code from that app.

Appointment audio isn't kept

Rebrief keeps the words of an appointment, never its audio.

While you work, the audio goes to Rebrief in pieces, so it can be transcribed a second, more careful time. Each piece is deleted as soon as it's transcribed. When you select End, the last piece is transcribed and deleted the same way.

Only the transcript and the note stay.

Before an appointment starts

Clinics connect Rebrief to their practice software through the Windows app, installed on a clinic computer. On a computer with the Windows app, Auto-start can offer to start an appointment when a conversation begins.

Until an appointment starts, Auto-start uses the mic only to tell how loud the room is and whether two voices take turns. Nothing is saved or sent anywhere.

If nobody answers its offer within a minute, the appointment starts and Rebrief begins transcribing. Auto-start is on by default. To turn it off for a computer, open Settings, then This computer.

Your data isn't used to train AI

Your clinic's data isn't used to train AI models, ours or anyone else's.

Where your data is stored

Your clinic's records are stored in Canada, in Toronto. Some of the companies that do work for Rebrief, such as transcription, process data in the United States. Our privacy policy names each one.

Sharing with a patient

When you share a document or an AfterCare™ summary, Rebrief emails the patient a link, not an attachment. The link is encrypted and needs a password you choose.

Give the patient the password another way, such as by phone. The link opens a read-only view, and changes you make later show up in it.

Publishing a template

You can publish a template so other clinics can use it. First, Rebrief checks it for anything that looks like patient information. That means a date, a phone number, an email address, or a name with a title such as "Mrs".

If it finds any, nothing is published and nothing is stored. Take it out, then share the template again.

The Windows app's diagnostics

The Windows app has switches for what it shares with Rebrief. Find them in the Windows app, under Settings, Practice software, Diagnostics & learning. They're on by default, and you can turn any of them off at any time.

• Diagnostics telemetry sends Rebrief error reports and how each job went. It never includes patient information.
• Diagnostic recordings sends Rebrief an encrypted recording of the screens each time Rebrief does a job in your practice software. It does this whether the job worked or not, and these screens can show patient information. Rebrief staff open one only to look into a problem, and every opening is logged. They're kept until your clinic asks us to delete them. Turning the switch off stops new ones.
• Workflow learning learns how your team uses your practice software. It notes which controls are used, never what's typed. Turning it off stops it and deletes what it stored.

Our compliance

Rebrief is HIPAA compliant. SOC 2, GDPR and PIPEDA are in progress. You can see where each one stands at trust.rebrief.ai.

Questions and requests

• For privacy questions, or to ask us to delete your clinic's data, email hello@rebrief.ai.
• To report a security problem, email compliance@rebrief.ai.
• If a patient asks to see or correct their records, your practice handles it. We help your practice answer.

The full details are in our privacy policy.