RoundsRounds Privacy Policy
Last updated: August 15, 2026
Rounds is operated by Klinica LLC ("Klinica," "we," "us," or "our"). This Privacy Policy explains what information Rounds collects, how we use it, who we share it with, and the choices you have.
If you have questions about this policy or your data, contact us at founder@klinica.org.
1. What Rounds Is
Rounds is an educational tool for medical residents and students. It helps you prepare for procedures, draft SOAP-style documentation for practice, and build clinical reasoning skills through an AI coach.
Rounds is not a clinical documentation system, electronic health record, or system of record for patient care. It is not a substitute for your institution's approved clinical documentation tools, attending supervision, or clinical judgment. See Section 6 for our patient-information policy.
2. Information We Collect
Account information. Your email address and password (managed securely through our authentication provider, Supabase — we never see or store your password in plain text). Registration is restricted to email addresses from institutional domains we've approved.
Profile information. Your primary specialty focus, if you set one.
Content you create. Depending on which features you use:
- Procedure prep guides you generate (procedure name, specialty, description, anatomical landmarks, equipment, steps, and your personal study checklist for that procedure)
- SOAP note practice drafts (patient identifier, chief complaint, raw notes, and the AI-generated Subjective/Objective/Assessment/Plan sections) — this feature displays a persistent reminder not to enter real patient-identifying information; see Section 6
- Clinical Reasoning Coach sessions and messages
- Active Rounds entries — resident-written labels only, by design (see Section 6)
- Saved favorites ("pearls") from reference content
What we do not collect. We do not currently use analytics or tracking tools, and we do not collect information beyond what's described above.
3. How We Use Your Information
We use your information solely to operate Rounds: to authenticate you, generate AI-assisted study content on your request, save your work so you can return to it, and maintain the shared procedure-guide library described in Section 8. We do not sell your information or use it for advertising.
4. Third-Party Service Providers
Rounds relies on the following service providers to function. Each processes only the data necessary for its role, and none of them receive your account password.
- OpenAI — processes the text you submit when generating procedure prep guides, SOAP draft content, and Clinical Reasoning Coach responses, in order to return the AI-generated content back to you.
- Google (YouTube Data API) — receives procedure names you search for, in order to find and curate relevant educational videos.
- Supabase — hosts our database, authentication, and backend infrastructure. All of your account and content data is stored with Supabase.
Each of these providers has its own privacy policy governing how they handle data they process on our behalf.
5. Institutional Access Control
Rounds is currently available only to residents and students at approved institutions. Registration checks your email domain against an allowlist before an account can be created. We plan to expand this list to additional institutions over time.
6. Our Patient-Information Policy
Rounds is designed to never require or store real patient-identifying information (PHI), and you must not enter it anywhere in the app.
- Active Rounds is built specifically to avoid PHI: it stores only a short label you write yourself (e.g., "Bed 4 case") — never a name, MRN, or room/bed number.
- SOAP Presentation Builder displays a persistent on-screen reminder not to enter real patient names, MRNs, dates of birth, room/bed numbers, or other identifying details. This feature is for documentation practice, using de-identified or synthetic case details — its output is never part of any patient's actual medical record.
Because Rounds is not designed to handle real patient data, Klinica is not a HIPAA-covered entity or business associate with respect to your use of Rounds, and Rounds must not be used as a substitute for your institution's compliant clinical documentation systems.
7. Data Retention and Deletion
We retain your data for as long as your account is active.
When you delete your account (available in-app under Profile Settings, or by emailing us), we permanently delete: your account and login credentials; your profile; and all SOAP note drafts, Clinical Reasoning Coach sessions and messages, personal procedure checklists, Active Rounds entries, and saved favorites.
One exception: procedure prep guides you generated remain in Rounds' shared educational library after your account is deleted, with your authorship removed. We treat this as anonymized, generic clinical education content — not personal data — because other residents' study checklists reference these shared guides. Nothing in a retained guide identifies you.
Account deletion is immediate and permanent. We cannot recover deleted data.
8. Data Security
Data is encrypted in transit and at rest through our infrastructure provider, Supabase. Your data is protected by database-level access rules (row-level security) that restrict it to your own account. API keys for our AI and video-search providers are never exposed to the app itself — all third-party calls happen through server-side functions we control.
No system is perfectly secure, and we cannot guarantee absolute security of your information.
9. Your Rights
You can access and edit most of your content directly in the app. You can delete your account at any time, which triggers the deletion described in Section 7. You can also contact us at founder@klinica.org with any request or question about your data.
10. Eligibility
Rounds is intended for use by medical residents, students, and trainees at approved institutions. It is not directed at, and we do not knowingly collect information from, anyone under 18.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We'll update the "Last updated" date above, and for material changes, we'll make a reasonable effort to notify active users in-app.
12. Contact Us
Klinica LLC
Email: founder@klinica.org