1. Controller
PraxisFamily LLC
1201 N Orange Street, Suite 7160
19801 Wilmington, Delaware, USA
EU Representative: Matthias Cebula, Berlin, Germany
Contact: info@diepraxisfamily.com
2. Data We Collect
We collect the following personal data when you use ReguCompass:
- Account data: Name and email address, collected via Clerk (our authentication provider) when you register.
- Professional profile: Your professional category (e.g., Heilpraktiker, physician), collected during onboarding to personalise AI responses.
- Usage data: Text you type or insert into the chat, including possible case and health information. It is sent to Anthropic or, when the alternative AI provider is enabled, OpenAI to generate a response. Chat histories are stored as a local browser copy in localStorage and on the ReguCompass server, linked to your Clerk account.
- Billing data: Subscription and payment data are handled exclusively by CopeCart GmbH (our Merchant of Record). We do not store payment card details.
- Technical data: IP address, browser type, and session data collected automatically for security and service operation.
3. Legal Basis for Processing
We process your personal data on the following legal bases under GDPR Article 6:
- Contract performance (Art. 6(1)(b)): Account data, professional profile, and usage data are necessary to provide the service you have subscribed to.
- Legal obligation (Art. 6(1)(c)): Billing records required by applicable law.
- Legitimate interest (Art. 6(1)(f)): Technical data processed to ensure security and prevent abuse.
4. Third-Party Service Providers
We share data with the following processors:
- Clerk (auth0.com/clerk): Authentication and user management. Data processed in the USA under standard contractual clauses.
- Anthropic (anthropic.com): AI query processing (Claude API). Queries are transmitted to Anthropic servers. Please review Anthropic's Privacy Policy.
- OpenAI (openai.com): Alternative AI query processor when enabled on the server. In that case, queries are transmitted to OpenAI.
- CopeCart GmbH (copecart.com): Subscription billing and payment processing as Merchant of Record. CopeCart is based in Germany and processes billing data independently under its own privacy policy. CopeCart does not transfer billing data to third countries.
- Notion (notion.so): Technical knowledge database. ReguCompass does not send concrete user queries, case text, symptoms, names or laboratory values to Notion for logging.
- Hetzner (hetzner.com): Server hosting in Germany (EU).
5. Data Transfers Outside the EU
Some of our service providers (Clerk, Anthropic and, where enabled, OpenAI) process data in the United States. These transfers are subject to appropriate safeguards, including Standard Contractual Clauses (SCCs) approved by the European Commission.
6. Data Retention
Account data is retained for the duration of your subscription and deleted within 30 days of account closure upon request. Billing records are retained for 10 years to comply with legal obligations. Chat histories expire server-side after 180 days by default and are removed by a cleanup that runs at backend startup and every 24 hours; individual histories may be deleted earlier. A local browser copy remains in localStorage until the relevant browser data is deleted. Technical logs are retained for no more than 14 days.
7. Browser Speech Recognition
If your browser supports the Web Speech API, you can start browser speech recognition using the microphone icon. The browser will ask for permission to access your microphone. Audio is processed by the browser or its provider; in Google Chrome, audio may be sent to Google for speech recognition. ReguCompass does not store audio recordings. The recognized text is sent to ReguCompass like manually entered text only when you submit your question. The privacy terms of your browser or browser provider also apply to the preceding speech-recognition step.
8. Your Rights
Under GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data ("right to be forgotten")
- Object to processing or request restriction
- Data portability
- Lodge a complaint with a supervisory authority (e.g., the Berlin Commissioner for Data Protection)
To exercise your rights, contact us at: info@diepraxisfamily.com
9. Cookies and Local Browser Copy
ReguCompass uses only technically necessary cookies for authentication (session management via Clerk). We do not use tracking or advertising cookies.
ReguCompass also stores a local browser copy of chat histories in localStorage.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. Continued use of the service after changes constitutes acceptance.