Privacy Policy

Effective Date: January 16, 2026

Introduction

ResponderOS, Inc. doing business as EMS SOAP ("EMS SOAP," "we," "us," or "our") is a healthcare technology company providing AI-powered SOAP narrative generation and medical protocol assistance for emergency medical services professionals.

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Policy describes EMS SOAP's policies and practices regarding its collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Policy as we undertake new personal data practices or adopt new privacy policies.

Privacy Contact

EMS SOAP is headquartered in Miami, Florida, in the United States. If you have any questions or concerns about EMS SOAP's personal data policies or practices, or would like to exercise your privacy rights, please contact:

How We Collect and Use Your Personal Information

EMS SOAP collects personal information about its website visitors and customers. This information includes:

Account Information

• Name
• Email address
• Organization/employer name
• Job title or role
• Password (encrypted)

Usage Information

• Log data (IP address, browser type, pages visited)
• Feature usage patterns
• Session information

Medical and Patient Data

Important: EMS SOAP processes medical and patient information that you enter into our platform for the purpose of generating SOAP narratives and providing medical protocol assistance. However, we maintain a zero-retention policy for patient data:

• Patient information is processed in memory only
• No patient data is stored in our databases
• Data is automatically purged when your session ends
• We do not use patient data for training AI models

Voice Data

If you use our voice transcription feature, audio is streamed to our transcription service provider (Deepgram) for real-time processing. Voice recordings are not stored by EMS SOAP or our service providers after transcription is complete.

Use of the EMS SOAP Website

As is true of most other websites, EMS SOAP's website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of EMS SOAP's website, including a history of the pages you view.

We use this information to help us design our site to better suit our users' needs, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.

Cookies and Tracking Technologies

EMS SOAP uses cookies and similar tracking technologies to improve your experience on our website. These include:

• Essential cookies: Required for the website to function properly
• Analytics cookies: Help us understand how visitors use our site (PostHog)
• Authentication cookies: Keep you signed in to your account

You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect website functionality.

Sharing Information with Third Parties

The personal information EMS SOAP collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval.

We use third-party service providers located in the United States for the following purposes:

• Database hosting and authentication
• Application hosting and infrastructure
• AI and machine learning processing
• Voice transcription services
• Transactional email delivery
• Product analytics
• Scheduling services
• Advertising and marketing platforms

Advertising and Marketing

We may share certain information (such as your email address) with advertising platforms, including Google Ads, to deliver targeted advertisements, measure advertising effectiveness, and reach potential customers with similar interests. These platforms may use this information to show you relevant ads across their networks.

You can opt out of personalized advertising by adjusting your settings in your Google Account at adssettings.google.com or by contacting us to request removal from our marketing lists.

A detailed list of our subprocessors is available to customers upon request. Please contact us at brandon@emssoap.com for more information.

We do not sell personal information to anyone. We only share personal data with third parties who are facilitating the delivery of our services, or when required by law.

HIPAA Compliance

EMS SOAP is designed with HIPAA compliance in mind for healthcare organizations. We currently:

• Maintain a zero-retention policy for Protected Health Information (PHI)
• Encrypt all data in transit (TLS 1.2+) and at rest (AES-256)

We are actively working toward full HIPAA compliance, including establishing Business Associate Agreements (BAAs) with subprocessors, implementing comprehensive administrative, physical, and technical safeguards, and training our personnel on HIPAA requirements.

For customers who require a Business Associate Agreement with EMS SOAP, please contact us at brandon@emssoap.com.

Your Privacy Rights

We believe in giving you control over your personal data. You have the following rights:

• Right to be informed - Know what data we collect and how we use it
• Right of access - Request a copy of your personal data
• Right to rectification - Correct inaccurate personal data
• Right to erasure - Request deletion of your personal data
• Right to restrict processing - Limit how we use your data
• Right of data portability - Receive your data in a portable format
• Right to object - Object to certain processing activities
• Rights related to automated decision making - Including profiling

To exercise any of these rights, please contact us at brandon@emssoap.com. We will respond to your request within 30 days.

California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect
• The right to delete your personal information
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

Security of Your Information

EMS SOAP takes the security of your personal information seriously. We implement technical measures to protect your data, including:

• Encryption in transit using TLS 1.2 or higher
• Encryption at rest using AES-256
• Access controls and authentication requirements

Data Storage and Retention

Your personal data is stored by EMS SOAP on servers located in the United States. We retain different types of data for different periods:

• Account data: Retained while your account is active and for a reasonable period thereafter
• Usage logs: Retained for up to 12 months for analytics and troubleshooting
• Patient/medical data: Not retained - processed in memory only and purged immediately
• Voice recordings: Not retained - processed in real-time and not stored

All personal data may be deleted upon verified request from data subjects or their authorized agents.

Children's Data

EMS SOAP's services are intended for use by healthcare professionals and are not directed at children under 13 years of age. We do not knowingly collect personal information from children.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top.

Questions, Concerns, or Complaints

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us: