1. Introduction
Welcome to Citrus AI. Your privacy is important to us. This Privacy Policy explains how we collect, use, store, and share personal data when you use our AI-powered medical scribing and documentation services.
We are committed to complying with all relevant privacy laws and regulations, including:
● UK General Data Protection Regulation (UK GDPR)
● Data Protection Act 2018
● Health Insurance Portability and Accountability Act (HIPAA) (for US-based users, where applicable)
By using Citrus AI, you consent to the data practices described in this policy.
2. Who We Are
Citrus AI is an AI-powered Clinic Assistant that helps healthcare professionals automate and streamline clinical documentation while ensuring data security and compliance.
● Company Name: Citrus AI is the Brand name of VMLP AI Healthcare Limited
● Registered Office: 20 Wenlock Road, London, N1 7GU, England, UK
● Email: admin@getcitrus.ai
For any data protection inquiries, please contact our Data Protection Officer (DPO) admin@getcitrus.ai
3. What Data We Collect
3.1 Personal Data You Provide
We may collect personal data when you:
● Sign up for Citrus AI services
● Communicate with us via email or customer support
● Provide feedback or participate in surveys
This may include:
Full name
Email address
Professional details (e.g., medical practice, role, specialty)
Payment details (for subscription services)
3.2 Health & Patient Data (Processed for Healthcare Providers Only)
For healthcare providers using Citrus AI, we process: Medical notes & patient records (as dictated by clinicians)
Clinical documentation data Voice recordings and transcriptions
Citrus AI does not own or control patient data. We act as a data processor, handling data strictly on behalf of healthcare providers who remain the data controllers.
3.3 Technical Data
When you use our platform, we automatically collect:
Device and browser information
IP addresses
Usage analytics & system logs
This helps us improve user experience, security, and platform performance.
4. How We Use Your Data
We process data for the following legitimate purposes:
Providing & improving Citrus AI services – Enabling medical scribing, transcriptions, and AI-powered health record analysis.
Ensuring compliance with medical and data protection regulations.
Customer support & account management – Helping users troubleshoot issues.
Security & fraud prevention – Detecting unauthorized access or misuse.
Legal & regulatory obligations – Complying with UK GDPR, NHS, and HIPAA standards.
We never sell your personal data to third parties.
5. Data Storage & Security
Citrus AI prioritizes data security through robust encryption, access controls, and compliance protocols.
End-to-End Encryption – All data is encrypted in transit and at rest. Secure UK/EU Data Hosting – We store data in compliant, GDPR-aligned servers.
Regular Security Audits – Conducted by third-party security firms to prevent breaches.
Strict Access Controls – Only authorized personnel have access to sensitive data.
For more details, visit our [Security & Compliance Page].
6. Data Retention Policy
We retain personal data only for as long as necessary to:
Provide our services
Meet legal, contractual, and regulatory obligations
Resolve disputes & enforce policies
Data is securely deleted in compliance with UK GDPR retention guidelines when no longer required.
7. Sharing Your Data
We may share your data in limited circumstances:
With your consent – When required for specific integrations or partnerships.
With service providers – Third-party vendors assisting in hosting, analytics, or customer support (all under strict confidentiality agreements).
Legal compliance – If required by law or government authorities.
We do not share patient health data with third-party advertisers or unauthorized entities.
8. International Data Transfers
If we process data outside the UK/EU, we ensure that:
Data is transferred securely under Standard Contractual Clauses (SCCs)
All vendors meet UK GDPR & NHS compliance standards
9. Your Rights Under UK GDPR
As a user, you have the following rights regarding your data:
Right to Access – Request a copy of your personal data.
Right to Rectification – Correct inaccurate or incomplete data.
Right to Restrict Processing – Limit how your data is used.
Right to Erasure ("Right to be Forgotten") – Request deletion of your data.
Right to Object – Withdraw consent or object to processing.
To exercise your rights, contact us at admin@getcitrus.ai
Requesting for Data Deletion
If you wish to delete your personal data from our system, please send an email to admin@getcitrus.ai with the following details:
Full Name
Age
Doctor's Name
Date of Consultation
Your request will be reviewed and processed in accordance with GDPR compliance standards. Once completed, you will receive an email confirmation.
Cookies & Tracking Technologies
We use cookies to:
• Improve user experience
• Analyze platform performance
• Enhance security measures
You can manage or disable cookies in your browser settings. For more details, refer to our [Cookie Policy].
Changes to This Privacy Policy