Privacy and Security
ScanMate — Legal and Clinical Use Disclaimer
Effective date: November 12, 2026
Operator: ScanMate.LLC
Contact: ScanPanion@gmail.com
## 1. Scope and overview
This policy explains how the native ScanMate iOS app handles information. ScanMate is a workflow and reference tool for imaging professionals. You do not need to create a separate ScanMate account. We do not operate a separate server that receives your notes or checklist content, sell your information, or use your app content for advertising.
The app stores information on your device. If you use its iCloud synchronization feature, notes and saved app settings are also stored through Apple's iCloud services for synchronization and restoration. This means information can leave your device even though it is not sent to a ScanMate-operated content server.
This app policy does not describe all processing by our website or hosted browser preview. Their hosting, access, cookies, and other data practices are covered by [Insert website/preview privacy notice URL].
## 2. Information stored by the app
ScanMate stores the reference notes and settings you choose to create, including checklist customizations, workspaces, saved templates, personal default checklists, and preferences. It also stores checklist progress, your completed-checklist total, and rank information to provide those features.
Notes and saved settings included in iCloud synchronization are processed to save your content and make it available again on supported devices. [Before publication, specify the exact synchronized categories and state whether in-progress checkmarks and exam totals are included. Do not imply restoration of categories that are stored only locally.]
Calculation inputs and results are handled in app memory during use. ScanMate does not save a calculation history or include calculator entries in iCloud synchronization.
We do not require your name, email address, phone number, date of birth, or Apple Account password to use the app. The app does not request access to your contacts, location, photos, microphone, camera, or HealthKit records for its checklist, notes, and calculator features.
## 3. iCloud synchronization and restoration
To use iCloud synchronization, you must be signed in to the relevant Apple Account on your device and have iCloud available and enabled for ScanMate. A separate “Sign in with Apple” registration is not required. You can use the app's local features without iCloud, but cloud restoration requires that the relevant data previously synchronized successfully.
Synchronized content is stored in the private CloudKit database associated with your iCloud account. ScanMate does not publish it to a public database or share it with other users. We do not provide an administrative interface for browsing users' private cloud content. Apple's private CloudKit data is not visible to developers through the CloudKit developer portal.
Apple processes account, storage, and technical information needed to operate iCloud under its own terms and privacy practices. ScanMate uses Apple's account and cloud services rather than asking for your Apple Account password. See [Apple's Privacy Policy](https://www.apple.com/legal/privacy/).
When you reinstall ScanMate or replace your device, synchronized content can become available again when you use the same Apple Account and enable the relevant iCloud services. Availability depends on factors such as prior successful synchronization, connectivity, account access, storage availability, and supported software versions. Unsynchronized or deleted content may not be recoverable. Synchronization is not a guarantee of recovery and is not a substitute for maintaining required professional records.
Apple's device-level iCloud Backup is separate from ScanMate's synchronization feature and is governed by your Apple settings and Apple's services.
## 4. Advertising, tracking, and diagnostics
ScanMate does not include third-party advertising or behavioral analytics SDKs, track your activity across other companies' apps or websites, or sell or share app content for targeted advertising.
Apple may separately process service information, app analytics, or diagnostics under its policies and your device settings. Any reports Apple makes available to us are used to understand reliability or address technical problems, not to advertise to you. We do not intentionally include your notes or calculator inputs in diagnostic logs.
## 5. Support communications
If you contact us, we receive the information you choose to send, such as your email address, message, and attachments. We use it to respond, investigate issues, and maintain necessary support records. Our email provider also processes messages to deliver and store them. [Identify the support provider and retention period or retention criteria before publication.]
Do not send patient information, passwords, or other confidential clinical information when requesting support.
## 6. Patient and confidential information
ScanMate is not intended to store identifiable patient information or serve as a medical record. Do not enter patient names, medical record numbers, dates of birth, images, or other identifiable patient details into notes, templates, or checklist content. Use calculator fields only for the numerical inputs needed for the calculation, without patient identifiers.
Notes may contain personal information if you type it yourself. The fact that ScanMate does not request that information does not make such content anonymous or remove your institution's confidentiality requirements.
## 7. Your choices, retention, and deletion
You can edit or remove notes and other content using the app's available controls. Synchronized edits and deletions may propagate to your other connected devices. [Before publication, describe and test the exact in-app and Apple iCloud steps for deleting all synchronized ScanMate data.]
You can manage whether ScanMate uses iCloud through the relevant Apple settings. Disabling synchronization does not necessarily delete content already stored in iCloud. Removing the app from a device does not necessarily delete its iCloud data or copies retained in device backups. Manage those copies separately using Apple's available controls.
Local and synchronized content is retained until you remove it or it is removed through the applicable device or cloud-storage process. Apple's handling of cloud data and backups is subject to its services and settings. We cannot restore unsynchronized data from a separate ScanMate server because we do not maintain such a copy.
You may contact us about applicable privacy rights, including access, correction, or deletion of support information held by us. Rights and exceptions depend on the law that applies. We may need enough information to verify and respond to a request, and cannot directly access or administer your Apple Account.
## 8. Security
We use the storage and security mechanisms provided by iOS and Apple's iCloud services. Protect your device and Apple Account using appropriate security settings. No storage or transmission system can be guaranteed completely secure or continuously available. This policy does not promise a particular encryption model, end-to-end encryption for all content, or compliance certification.
## 9. Intended audience, updates, and contact
ScanMate is intended for trained imaging professionals and is not directed to children. If you believe a child has sent us personal information through support, contact us so we can address it.
We may update this policy to reflect changes to the app, services, or legal requirements. The revised effective date will appear above. Where required, we will provide additional notice or obtain consent before making relevant changes.
For privacy questions or requests, contact **[Privacy contact email]**.
**Operator/contact address, where legally required:** [Insert details].