Privacy Policy

Effective date: July 19, 2026 · Last updated: August 24, 2026

ConvoLucent LLC (“ConvoLucent,” “we,” “us,” or “our”) operates this marketing website and the public demonstration application. This Privacy Policy explains what information we collect through this website and demo, how we use it, who we share it with, and the choices you have. It applies only to information we collect in our own right through this website and the demonstration application.

1. Protected health information and our role as a Business Associate

The public demonstration application uses synthetic, non-patient data only. Do not enter real protected health information or any other real patient data into the demo.

2. Information we collect

We collect the following categories of information:

• Pilot-request and contact information. When you submit the pilot-request form, we collect the practice name, your work email address, the number of radiologists, the PACS/RIS you use, and any message you choose to include. Please provide only what is necessary and do not include any patient information.
• Server and log data. Like most websites, our servers automatically record technical information when you visit — such as IP address, browser type, pages requested, referring pages, and timestamps.
• Cookies. We use functional, session-based cookies only (described below).
• Demonstration usage. Basic technical and usage information needed to operate the public demo, which uses synthetic data only.

3. Sources of information

We collect this information in two ways: directly from you (for example, when you submit the pilot-request form) and automatically (for example, server logs and functional cookies generated when you visit the website or demo).

4. How we use information

We use the information we collect to:

• respond to your inquiries and pilot requests;
• provide, operate, secure, and improve this website and the demonstration application;
• authenticate access to the demonstration application;
• send you communications related to a request you initiated (such as following up on a pilot);
• protect against fraud, abuse, and security threats, and comply with our legal obligations.

5. Cookies and similar technologies

We use only functional, session-based cookies that are necessary to operate the website and demonstration application (for example, to maintain a signed-in session). We do not use advertising cookies, cross-site tracking, or analytics that sell or share your information. For aggregate traffic measurement we use Cloudflare Web Analytics, a cookieless, privacy-preserving service that does not track you across other websites and does not sell or share personal information.

6. How we share information

We share information only in the limited circumstances below:

• Cloud hosting and subprocessors. We host this website, the demonstration application, and our product on Google Cloud Platform. Google acts as our subprocessor and, where protected health information is involved in the product, under a Business Associate Agreement.
• Transactional communications. We may use service providers to deliver email related to a request you submit.
• Legal and safety. We may disclose information where required by law, or to protect the rights, property, or safety of ConvoLucent, our users, or the public.

We do not sell or rent personal information, and we do not share it with third parties for their own marketing.

7. Do Not Track and third-party online tracking

Do Not Track (DNT) is a browser signal indicating a preference not to be tracked. Because there is no industry standard for responding to DNT signals, our website does not respond to 'Do Not Track' signals.

We do not authorize third parties to collect personally identifiable information about your online activities across different websites over time. We do not permit third-party online tracking of visitors to this website.

8. Data retention

We keep pilot-request and contact information for as long as needed to respond to your request and to maintain a reasonable record of our communications, and then delete or de-identify it when it is no longer needed. Server logs are kept for a limited period for security and operational purposes.

9. Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we collect — including encryption in transit, access controls, and hosting on infrastructure that supports HIPAA-compliant configurations. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

10. Your choices and rights

You may ask us to review, update, or delete the personal information you have provided through this website by emailing admin@convolucent.com. We will respond within a reasonable time and may need to verify your identity before acting on your request.

11. Children’s privacy

This website and the demonstration application are intended for healthcare professionals and are not directed to children under 13. We do not knowingly collect personal information from children under 13.

12. California residents

The California Online Privacy Protection Act and California’s “Shine the Light” law give California residents certain rights regarding their personal information. As described above, we do not sell or rent personal information, and we do not share it with third parties for their direct marketing. California residents may exercise the review, update, and deletion choices described in “Your choices and rights” by contacting us at admin@convolucent.com. If our practices change such that additional California privacy laws apply, we will update this policy accordingly.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the revised policy on this page and update the “Effective date” and “Last updated” dates above. Material changes will be reflected by a revised effective date.

14. ConvoLucent Clinical

ConvoLucent Clinical is our clinical-documentation product and its public demonstration. When you use the Clinical demonstration, the text you type or dictate — the note content, patient-intake answers, text extracted from documents you upload, and the drafts the product generates — is processed to operate the demonstration and produce the output you ask for. As with our other demonstrations, the Clinical demo uses synthetic, non-patient data only. Do not enter real protected health information or any other real patient data into it.

15. Our public demonstrations: recording and review

To operate, support, and improve our demonstration applications, we record the inputs you provide and the outputs generated during a demonstration session, and members of the ConvoLucent team may review them. We use this material to understand how the demonstrations are used, to reproduce and fix problems, and to improve product quality. Because the demonstrations are for synthetic data only, this material should never contain real patient information — please do not enter any. For questions or privacy requests relating to the Clinical product or our demonstrations, contact admin@convolucent.com.

16. IP addresses, rate limiting, and abuse prevention

We process IP addresses and related technical signals to apply usage limits, prevent abuse, and protect the security and availability of our demonstrations and website. Where the EU General Data Protection Regulation applies, we rely on our legitimate interest in securing our services and controlling the cost of the free demonstrations as the legal basis for this processing.

17. Interacting with AI features

Several features of ConvoLucent Clinical — including the patient-intake interview and the in-product chat assistants — are artificial-intelligence systems, and they tell you so when you use them. Anything these features produce (notes, summaries, letters, suggestions) is a draft: a clinician reviews and approves it before it is relied on or shared. The AI works on text and documents; it does not interpret diagnostic images or signals.

18. Contact us

If you have questions about this Privacy Policy or our privacy practices, contact:

ConvoLucent LLC
Missouri, USA
admin@convolucent.com