Privacy policy

Last updated: 16 October 2026.

In short

EHRAI is an AI-first electronic health record system that is still in development. This website presents it and offers free training clinics, which are meant for fictional patients only. Please do not enter data about real patients.

The public pages use no analytics, no tracking, no advertising and load no fonts or scripts from other servers. The only cookies are the ones needed for language, sign-in and security. The web server does keep access logs that contain your IP address; this page explains what is stored, why and for how long.

Who is responsible

Email: yeysus@gmail.com

Hosting

The website and the application run on a server rented from Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in its data centre in Nuremberg, Germany. The application's data described below is stored on that server.

When you open a page

To deliver a page, your browser sends the server your IP address and the usual details of the request. The web server writes an entry to its access log for every request: your IP address, date and time, the requested address, the status code and size of the answer, the page you came from (referrer), your browser’s identification (user agent) and timing values. The application server additionally logs each request to its interface with your IP address, the method and the requested address.

Purpose: delivering the website, keeping it secure (recognising and fending off attacks and abuse) and finding faults. Legal basis: Art. 6(1)(f) GDPR; our legitimate interest is a secure and working website.

Retention: these logs are kept in the log of the respective server process. A fixed automatic deletion period is not configured at present; the logs are deleted when that process is replaced, which normally happens when the application is updated.

To limit abuse, the server also counts requests per IP address. These counters are short-lived and expire automatically after at most one hour.

Creating a training clinic

To create a training clinic you enter your first and last name, your email address, optionally a short reason (up to 300 characters), and later a password. We also record the language of the form and your IP address.

• Until you confirm your email address with the code we send you, your details are held only in temporary memory and are deleted automatically after 10 minutes (apart from the security log entry described below).
• After you confirm, your request is stored (with your IP address) so that it can be reviewed, unless your address is already approved. Rejected requests are kept until the operator deletes them; you can ask for deletion at any time.
• The codes we email are stored only in hashed form, are valid for 10 minutes and can be used once.
• Your password is stored only as a one-way hash (bcrypt), never in readable form. If you turn on two-factor authentication, the secret of your authenticator app and hashed backup codes are stored as well.

Joining an existing clinic works the same way, with your name, email address and password; the clinic must have approved your email address beforehand.

Legal basis: Art. 6(1)(b) GDPR (providing the account you asked for). Your account data is kept for as long as the account exists; write to us to have it deleted.

The confirmation and approval codes and password-reset links are sent to you by email through the email service the operator uses for this purpose; it processes your email address and the message on the operator’s behalf.

Signing in and the security log

When you sign in, your email address and password are checked. Every sign-in attempt, successful or not, every step of the sign-up and every two-factor step is recorded in a security log with the time, the account concerned (if known) and your IP address.

Purpose: detecting and investigating attacks on accounts. Legal basis: Art. 6(1)(f) GDPR. The security log is tamper-evident: entries can be added but not changed, so they are not deleted automatically.

Cookies

We only use cookies that are strictly necessary for the service you asked for (§ 25(2) no. 2 TDDDG); none of them is used for tracking, so we do not ask for consent.

• NEXT_LOCALE: remembers the language of the pages. It is set automatically when the language of a page differs from your browser’s preferred language (until you close the browser), or for one year when you choose a language with the language switcher.
• csrf_token: protects forms against cross-site request forgery; set when you send a form such as sign-up or sign-in; 1 hour.
• access_token: your signed-in session; 15 minutes, not readable by scripts.
• refresh_token: renews the signed-in session; 7 days, sent only to the sign-in interface, not readable by scripts.
• patient_access_token, patient_refresh_token, patient_user_id: the same for the patient portal; 15 minutes, 30 days and 30 days.

Local storage in your browser

Some settings are saved in your browser’s local storage. They stay on your device, are not sent to the server automatically and are removed when you clear this site’s data in your browser.

• theme: light or dark mode, only after you use the switch.
• ehrai_ui_density: the display density, only after you change it.
• ehrai_user: after you sign in, your user ID, name, email address, role, title and the address of your profile picture, so the interface can show them; removed when you sign out.
• Inside the application, further entries remember the state of the interface (for example the sidebar, recent searches and training progress), and unsaved drafts are kept in the browser’s session storage.

Using the application

What you enter in your training clinic is stored in that clinic’s own database on the server described above, for as long as the clinic exists. Legal basis: Art. 6(1)(b) GDPR.

Health data. The training clinics are meant for fictional patients only. Do not enter health data or other data of real persons (Art. 9 GDPR). Using EHRAI for real patients requires a separate contract with the clinic or practice concerned; for such use, that organisation’s own privacy notice applies, and the contract sets out who is responsible for the patient data.

AI features. Where AI features are switched on and you use one (for example the Navigator assistant or the AI scribe), your input and the parts of the (fictional) chart it needs are sent to an external AI provider, which returns the answer. If that provider is Anthropic, PBC (San Francisco, USA), the application’s default, this is a transfer to a country outside the EU. Legal basis: Art. 6(1)(b) GDPR. Do not use the AI features with data of real persons.

Video consultations. Where video consultations are available and you use one, audio and video are transmitted through Twilio Inc. (San Francisco, USA). Nothing is loaded from Twilio unless you start or join a video consultation.

Sharing. Some pages inside the application have buttons to share a link on WhatsApp, LinkedIn, X or Discord. They only open the other website when you click them; from then on, that website’s privacy policy applies.

Email to us

If you write to yeysus@gmail.com, we use your address and your message only to answer you and delete them when they are no longer needed for that. The mailbox is a Gmail account, so your email is also processed by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Legal basis: Art. 6(1)(f) GDPR, or Art. 6(1)(b) GDPR if your message is about your account.

Automated decisions

We make no decisions based solely on automated processing that have legal or similarly significant effects on you (Art. 22 GDPR).

Your rights

You have the right to:

• access the data we hold about you (Art. 15 GDPR),
• have it corrected (Art. 16) or deleted (Art. 17),
• have its processing restricted (Art. 18),
• receive it in a portable format (Art. 20),
• object to processing based on Art. 6(1)(f) GDPR, on grounds relating to your particular situation (Art. 21).

An email to yeysus@gmail.com is enough. You also have the right to lodge a complaint with a data protection supervisory authority, for example the one responsible for the operator: Berliner Beauftragte für Datenschutz und Informationsfreiheit, Alt-Moabit 59–61, 10555 Berlin, Germany, datenschutz-berlin.de.