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Privacy Policy

Last updated: April 4, 2025

1. Introduction

Willy ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-to-text application for radiologists.

As a service designed specifically for healthcare professionals, we understand the importance of data privacy and security in the medical field. Our platform is built with these considerations at its core.

2. Information We Collect

Account Information

When you register for Willy, we collect basic information such as your name, email address, professional credentials, and workplace information. This information helps us verify your status as a healthcare professional and provide appropriate access to our services.

Voice Data

Our primary function is processing your voice recordings to generate accurate medical reports. When you use our dictation features, we collect and process audio data to provide transcription services. This data is processed in accordance with HIPAA and other applicable healthcare privacy regulations.

Usage Data

We collect information about how you interact with our application, including features used, time spent, and performance metrics. This helps us improve the accuracy and efficiency of our service for radiological reporting.

Template and Customization Data

When you create custom templates or reporting preferences, we store these configurations to personalize your experience. This allows our AI to adapt to your specific reporting style and terminology preferences.

3. How We Use Your Information

We use the information we collect to:

  • Process voice recordings and generate accurate medical reports
  • Improve our speech recognition algorithms for medical terminology
  • Customize the application to your specific reporting style and preferences
  • Provide technical support and troubleshoot issues
  • Analyze usage patterns to enhance features and user experience
  • Ensure compliance with healthcare regulations and standards
  • Communicate important updates about the service

4. Medical Data Processing

Willy is designed to process medical dictation without requiring patient identifying information. Our system focuses on the medical content of your dictations rather than patient identifiers. We strongly recommend following these guidelines when using our service:

  • Avoid including patient names, MRN numbers, or other direct identifiers in dictations
  • Use case or study numbers rather than patient identifiers when necessary
  • Review generated reports for any accidentally included PHI before finalizing

While our system is designed to be HIPAA-compliant, these practices further enhance privacy protection.

5. AI Training and Improvement

To continuously improve our service, we may use de-identified voice data and generated reports to train and refine our AI models. This process:

  • Uses only de-identified data with all potential PHI removed
  • Focuses on improving recognition of medical terminology and radiological findings
  • Helps the system better understand various accents and speaking patterns
  • Enhances the accuracy of specialized medical vocabulary

You can opt out of having your de-identified data used for AI improvement in your account settings.

6. Data Security

We implement comprehensive security measures to protect your information, including:

  • End-to-end encryption for all voice data transmission
  • Secure cloud storage with advanced access controls
  • Regular security audits and vulnerability testing
  • Employee training on data protection and privacy practices
  • Strict access controls limiting data access to authorized personnel only

7. HIPAA Compliance

As a service provider to healthcare organizations, we comply with the Health Insurance Portability and Accountability Act (HIPAA). We implement all required administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of protected health information.

We offer Business Associate Agreements (BAAs) to covered entities using our service in ways that involve PHI. Please contact our privacy team to establish a BAA if required for your use case.

8. Data Retention

We retain different types of data for varying periods:

  • Account information: Retained while your account is active
  • Voice recordings: Processed immediately and then deleted within 30 days
  • Generated reports: Stored according to your organization's retention settings
  • Templates and customizations: Maintained until you delete them or close your account

You can request deletion of your data at any time through your account settings or by contacting our support team.

9. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access and review the information we hold about you
  • Correct inaccurate or incomplete information
  • Delete your personal information (subject to certain exceptions)
  • Export your data in a portable format
  • Opt out of having your de-identified data used for AI training
  • Manage notification and communication preferences

To exercise these rights, please visit your account settings or contact our privacy team.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes through the application or via email. Your continued use of Willy after such modifications constitutes your acknowledgment of the modified Privacy Policy.

11. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Willy
Email: [email protected]