Medilis Systems Ltd.  |  Version 1.1  |  Updated 8 October 2026

Effective upon publication by Medilis. This policy explains how personal information is handled through the MedMic browser extension, desktop Agent and connected processing services, and related account, purchase and support interactions. It is intended for individual professional users, including healthcare professionals and veterinarians.

MedMic processes clinical material to perform the operation you request and return the result. Medilis does not retain that material after the operation completes or terminates and does not use it to train AI models. Limited account, billing, usage and security records are handled separately, as explained below.

1 Who is responsible for your information

Medilis Systems Ltd., Company No. 515895480, Bernstein 12, Rishon LeZion, Israel (“Medilis”, “we”, “us”), provides MedMic. Contact us about privacy or data rights at contact@medilis.ai, or write to the address above with the subject “MedMic Privacy”.

Medilis acts as controller of personal information used for its own account administration, billing, security, legal compliance and business communications. For patient information processed on an authorized professional user’s instructions, the independent practitioner or relevant healthcare organization normally determines the purposes and lawful authority for processing; Medilis acts as a processor, business associate or equivalent service provider where applicable. Our actual role depends on the relationship and applicable law.

2 Scope of this policy

This policy covers MedMic only. It does not cover MedClip, video processing, Image AI, diagnostic image interpretation, ACR processing or protocol generation. MedMic image and screenshot functions are limited to supported OCR, text extraction, document processing and local redaction or anonymization.

Independent EMRs, RIS/PACS systems, browser stores, payment providers and other third-party services have their own privacy practices. This policy does not replace a healthcare provider’s patient notice or any required Data Processing Agreement (DPA) or Business Associate Agreement (BAA). A signed DPA or BAA governs its specific subject matter without reducing mandatory individual rights.

 

 

3 Information handled by MedMic

Clinical Content. Depending on the function you choose, this includes dictated audio, transcripts, typed or pasted clinical text, prompts, templates submitted for processing, selected browser-field content, source documents, screenshots, image files submitted for OCR or extraction, and resulting reports, summaries, MDT text or Chat Session content. It may include health information and identifiers if the source has not been effectively de-identified.

Account and contact information. This includes the registration and contact details you provide, account identifiers, professional or organizational details supplied by you, and records needed to administer access and respond to your requests.

Purchase and usage records. This includes plan and order details, payment status, transaction references, invoices, credit allocations and deductions, operation type and timing, relevant dictation duration, and acceptance records for terms and choices. These records must exclude clinical text, audio, images and other clinical payloads. Payment-card information is handled through the designated payment provider; Medilis does not store full payment-card details as part of the ordinary MedMic account workflow.

Technical and security information. Information needed to authenticate access, investigate faults and prevent abuse may include connection and device information, software versions, timestamps, authentication events and non-clinical error information. Clinical Content must not be recorded in persistent application logs, analytics, crash reports or backups.

Support and correspondence. We handle your contact details, request, account reference and non-clinical diagnostic material when you contact us. Do not include identifiable patient information in ordinary email, feedback or support attachments. Use synthetic or properly redacted examples unless a separately approved secure process has been agreed.

Sources. Information comes from you, the material and systems you choose to use with MedMic, operation and security events generated by the Service, and payment or account service providers. For patient information, the source is normally the authorized professional user or healthcare organization, not the patient directly.

4 Permissions and access to your device

Functions may require microphone access for dictation, access to selected pages or fields for reading or inserting text, selected screen capture for document processing, and communication with the desktop Agent for supported local operations and insertion into application windows. Access must be limited to what is needed for the disclosed function you use; it does not authorize unrelated collection of browsing activity.

You can manage permissions through your browser or operating system and disable or uninstall the extension or Agent. Withholding a necessary permission may prevent the corresponding function from working. Supplying information is generally voluntary, but without required account, payment or processing information we may be unable to provide the requested service. Uninstalling the software does not itself cancel a subscription or delete retained Account Data.

 

 

5 Local redaction and clinical processing

For supported scanned-document, screenshot and image-file workflows, the Agent locally identifies and removes or masks supported patient identifiers before the resulting text or redacted processing copy intended for cloud processing is transmitted. This does not delete the original document or record in systems you control.

Automated masking is not a guarantee of legal anonymization. Free text, handwriting, metadata, filenames, faces, embedded content or unusual clinical details can still identify a person. Review outbound material and remove residual identifiers. Stop the upload if the Agent is unavailable or the result is uncertain; do not bypass required redaction controls.

This local document workflow does not automatically anonymize dictated audio, typed or pasted text, imported templates, browser fields or support attachments. Do not submit identifiable patient information through an unapproved route. Where identifiable information is authorized, the necessary lawful basis, organizational approvals and DPA or BAA must be in place before processing.

Cloud processing. MedMic is a software-as-a-service (SaaS) product. Medilis uses Microsoft Azure services for infrastructure hosting, speech transcription and AI processing on servers located in Israel and the United States. Clinical Content is processed only to perform the operation you request and return the result, without retention after completion or termination. Supported operations include transcription, text structuring, drafting, OCR, extraction and summarization; they do not include autonomous diagnosis or diagnostic image interpretation. You choose the destination for reviewed output and must check the patient, encounter, fields and destination before insertion.

6 No clinical retention and no model training

Clinical Content is processed temporarily in flight and is not retained by Medilis after the operation is completed or terminated. MedMic does not provide a patient repository, report archive or clinical backup. Clinical Content must not be captured in persistent logs, analytics, crash reports, support recordings or backups. Authorized processing suppliers must be configured and contractually bound consistently with this workflow.

Medilis does not use Clinical Content, including de-identified material or outputs, to train, fine-tune or improve machine-learning or AI models, and does not authorize processing suppliers to do so. Medilis does not sell Clinical Content or use it for advertising. The permission to process content is limited to providing the requested operation; it does not permit unrelated research or reuse.

Source files, clipboard contents, browser state, operating-system temporary files and records saved to an EMR remain subject to the controls of the systems holding them. The Medilis no-retention commitment is not a promise to erase those independent copies. Save reviewed results in your authorized record system before closing a workflow; MedMic cannot recover Clinical Content it does not retain.

 

 

7 Purposes and legal grounds

We use Account Data to create and administer accounts, provide access, manage purchases and credits, communicate about service changes, resolve non-clinical support requests, secure the Service, prevent fraud, meet legal obligations and establish or defend legal claims. Non-clinical feedback may be used to improve the product. These purposes do not permit retaining clinical payloads or training AI models on them.

Where European or UK data-protection law applies, we rely on contractual necessity for an individual user’s account and purchased services; legal obligations for required tax, accounting and compliance records; and legitimate interests for proportionate security, fraud prevention, service administration and handling legal claims, subject to balancing individual rights. Where consent is required for optional processing, we obtain it separately. You may withdraw that consent without affecting the lawfulness of earlier processing.

For identifiable patient information, the responsible practitioner or organization must identify the applicable legal ground and any additional condition for health or other sensitive information, provide required notices and obtain any necessary recording or other permissions. A professional user’s acceptance of terms is not the patient’s consent, and this policy does not supply a missing legal basis.

8 Recipients and international processing

Microsoft Azure provides the hosting infrastructure, speech transcription and AI processing used by MedMic. Microsoft receives the material necessary to perform the requested operation as a processing service provider. Medilis uses these services consistently with the no-clinical-retention and no-model-training commitments in Section 6. Hosting the Service does not mean that clinical reports, recordings or documents are stored as an archive. Account and administrative records are handled separately under Section 9.

Authorized Medilis personnel may access non-clinical information where needed to administer and secure the Service or respond to support requests. Payment and related account service providers may receive the non-clinical information needed to process purchases and administer the account. Access and disclosures are limited to the applicable purpose and subject to appropriate confidentiality and contractual restrictions.

Reviewed output is delivered to the destination you select. Non-clinical records may also be disclosed to professional advisers, competent authorities when legally required, or parties to a lawful business transfer subject to confidentiality and continuing privacy obligations. These provisions do not authorize creating or retaining a clinical archive. Required disclosures are limited to information actually held or lawfully processed.

Medilis is established in Israel. MedMic hosting, transcription and AI processing take place through Microsoft Azure on servers in Israel and the United States. Information may therefore be transferred to or processed in either country, including outside your country of residence. The Service does not offer EU-only or UK-only processing. Clinical Content is processed temporarily; retained Account Data remains subject to Section 9.

Where these activities constitute a restricted international transfer under applicable law, the relevant processing arrangement must include a lawful transfer mechanism and any required additional safeguards. Depending on the transfer, this may involve an applicable adequacy decision or approved contractual safeguards. Contact contact@medilis.ai for details and a copy or description of the safeguards applicable to your processing arrangement, subject to lawful redactions. Local masking or encryption does not replace transfer requirements for information that remains personal data. Acceptance of this policy does not by itself constitute consent to a restricted transfer.

 

 

9 Retention of non clinical records

Clinical Content follows the separate operation-only rule in Section 6. Account Data is retained only while needed for the purpose for which it was collected, taking account of account status, outstanding entitlements, support needs, security risk, applicable recordkeeping duties and limitation periods.

Account and access records are kept while needed to manage the account and resolve closure matters. Purchase, invoice, credit and acceptance records are kept for applicable accounting, tax, transaction and dispute requirements. Security records are kept for the period necessary to detect and investigate misuse; relevant records may be preserved for an active investigation. Support correspondence is kept while needed to resolve and document the request. Once the relevant purpose and any lawful preservation requirement end, the information is deleted or rendered anonymous.

Closing an account does not require deletion of records that must lawfully be retained. Any permitted retention of Account Data, including restricted archival copies, must exclude clinical payloads. Contact us for the retention criteria applicable to a particular record.

10 Website technologies and communications

Account and purchase interfaces may need cookies, local storage or similar technologies for authentication, security and requested functionality. Any optional website analytics or advertising technologies require their own accurate disclosure and, where required, a separate choice before activation. This policy does not authorize undisclosed tracking or the use of Clinical Content for advertising.

Browser permissions and acceptance of the Terms are not consent to optional tracking or marketing. Where optional marketing communications are offered, you may decline them or use the unsubscribe method provided. Essential account, payment, security and service communications may still be sent. The website’s applicable cookie notice and controls should be read alongside this policy.

11 Security and incidents

Medilis applies appropriate technical and organizational safeguards to information within its control, consistent with the Service commitments and any applicable DPA or BAA. Authorized access, supplier restrictions and exclusion of clinical payloads from persistent records form part of those commitments. No system can guarantee absolute security.

Protect your credentials and devices, use supported software and comply with the policies of connected clinical systems. Report suspected compromise promptly to contact@medilis.ai without sending patient content in ordinary email. Where required, Medilis will notify the responsible organization, authorities or affected individuals and provide assistance in accordance with applicable law and the relevant agreement.

12 Professional users and minors

MedMic accounts are intended for legally authorized professional users aged 18 or over, not patients or children using the Service themselves. An authorized clinical workflow may concern a minor patient; the responsible professional must have the same necessary authority, safeguards and approvals. Patient age does not make identifiable clinical material suitable for an unapproved workflow.

 

 

13 Your privacy rights

Contact contact@medilis.ai to request access to, correction of or deletion of personal information, or to raise a privacy concern. Depending on your location and applicable law, rights may also include a copy or portability of information, restriction of processing, objection to processing based on legitimate interests, and withdrawal of consent. These rights are subject to lawful conditions and exceptions; required financial or legal records may need to be retained.

We may request proportionate information to verify your identity or an authorized representative’s authority. Do not send patient records or unnecessary identity documents with the initial request. We will respond within the applicable statutory period and explain any lawful refusal, extension or available appeal. Exercising applicable privacy rights will not result in unlawful discrimination.

If your request concerns a clinical record held by a healthcare provider, contact that provider first. Where Medilis acts as processor or business associate, we will direct or assist with the request through the responsible organization as required. We cannot supply or recover Clinical Content that has not been retained.

EEA and UK. Where applicable, you may complain to your local data-protection authority, including in your habitual residence, workplace or place of an alleged infringement, or to the UK Information Commissioner. Swiss individuals may contact the Federal Data Protection and Information Commissioner. Contacting us first is optional and does not restrict regulator access.

Israel. Where applicable, you may exercise statutory rights to inspect personal information held about you and request correction or deletion of information that is incorrect, incomplete, unclear or out of date, subject to the law. You may contact the Israeli Privacy Protection Authority. Medilis’s identity and contact details, purposes, recipient categories and the consequences of withholding necessary information are set out above.

United States. Where an applicable state privacy law covers the relationship and information, rights may include knowing or accessing collected information, correction, deletion, portability, and opting out of sale, sharing for cross-context behavioral advertising, targeted advertising or certain profiling. Additional rights concerning sensitive information, authorized agents or appeals may apply. We do not sell Clinical Content or use it for advertising. Any applicable website-specific sale, sharing or opt-out disclosures must be provided separately and accurately; this policy does not waive those rights.

HIPAA. This policy is not a HIPAA Notice of Privacy Practices or a BAA. Purchase does not itself authorize submission of protected health information. Where HIPAA applies, the required BAA and approved technical configuration must be in place. Temporary processing and masking alone do not establish an exemption from HIPAA or a particular legal de-identification standard.

14 Changes and contact

We will update this policy when practices or legal requirements change and identify the updated version and effective date. Material changes will be communicated as required. We will not silently change the no-retention or no-model-training commitments for an existing workflow. A different use requires prior disclosure, a lawful basis, any necessary agreement and a compatible technical configuration; separate consent will be obtained where required.

Privacy contact: contact@medilis.ai. Postal address: Medilis Systems Ltd., Bernstein 12, Rishon LeZion, Israel. Policy URL: https://www.medilis.ai/medmic-privacy-policy.