Last updated: July 1, 2026

RobotParrot turns a resident's dictated case into a personalized audio lecture. To do that we have to handle your recording, your account details, and the lecture we generate for you. This policy explains every category of information we capture, how it is used, who processes it on our behalf, and the specific schedule on which it is deleted.

1. Who we are

RobotParrot is a product of Bramble Tree Property, LLC, based in Orlando, Florida. You can reach us about anything in this policy at hello@robotparrot.ai.

2. What we collect

Account information

When you sign in, our authentication provider (Clerk) gives us your email address and a unique account identifier; we also store any display name you provide, the times you sign in, your remaining lecture tokens (credits), your email preferences, and — if you subscribe to your private lecture podcast feed — an opaque token that lets your podcast app fetch your episodes.

Your case recording and the lecture we make from it

Each time you record a case, we capture and process:

• The audio recording itself — used to transcribe your case, then deleted as soon as your lecture is produced (see Section 3). We do not keep your original recording.
• A transcript of your recording — produced by speech-to-text and used only to parse your case. The raw transcript is not stored; we keep only a de-identified, generalized summary (see Section 4).
• The structured case we parse from the transcript (presentation, workup, decisions, diagnosis, and the points you said you were unsure about), the cited research assembled for it, and the final lecture script and the lecture audio (MP3) we generate.
• Operational metadata — pipeline status, timestamps, and the per-lecture processing cost, used to run the service and support your account.

Feedback

If you use the in-app feedback button or rate a lecture, we keep your rating and any voice note (and its transcript) so we can improve the product.

What we do not collect

We do not ask for patient identifiers, and the guided prompts never request them. We do not sell your data, we do not use it for advertising, and we do not use it to train third-party AI models (see Section 6).

3. How long we keep it — retention schedule

Different items have different lifetimes. This is the schedule we operate to:

What	How long we keep it	Then what
Your original case recording (the raw audio)	Until your lecture is produced (usually minutes)	Permanently deleted as soon as your lecture is generated — we do not keep it. If a recording can't be processed, or de-identification needs a manual check, we hold it up to 7 days, flagged for review, then delete it.
Your generated lecture audio (the MP3)	30 days from creation	Permanently deleted — unless you pin it (see Section 5).
Your downloadable transcript file	30 days from creation	Permanently deleted — unless the lecture is pinned.
The de-identified case summary and lecture script (your learning record)	30 days from creation	Removed from storage after 30 days — unless you pin the lecture (Section 5). This is a de-identified, generalized summary — not your raw transcript, which is never stored. Deleted sooner if you delete the case or your account.
Account information (email, name, sign-in history, tokens)	For the life of your account	Deleted, or anonymized, when you close your account or ask us to.
Feedback (ratings, voice notes, transcripts)	While we operate the service	Retained to improve the product, then deleted or anonymized.
Shared clinical research (built per diagnosis, contains no patient information)	Rolling ~30-day refresh	Regenerated periodically. This is topic-level evidence about a diagnosis — it is never linked to you or any patient.

Once an item passes its window, access to it is cut off immediately and it is removed from storage on our automated deletion schedule.

4. How we protect patient privacy

RobotParrot is designed so you never need to share a patient identifier — and it removes and generalizes anything that could point to a specific patient before it is stored or turned into a lecture:

• Two-pass de-identification. A pattern pass first removes formatted identifiers — medical record numbers, dates of birth, phone numbers, addresses, and names. An automated de-identification pass then removes any residual names, dates, and place or facility names and generalizes quasi-identifiers: an exact age becomes a range ("a patient in their 70s"), a specific time becomes a clinical interval ("acute onset"), and a named hospital becomes a generic description ("an outside hospital").
• We don't store your raw transcript. The verbatim transcript exists only briefly in memory to parse the case; what we keep is a de-identified, generalized case summary. Your lecture is generated from that de-identified case — so the lecture itself contains no patient identifiers.
• We aim for the HIPAA Safe Harbor standard — generalizing dates and geography, not just names — because a patient can sometimes be recognized from the combination of an exact time, a location, and a distinctive presentation, even with no name attached.
• If our de-identification isn't fully confident about a case, we flag it for manual review and keep the recording for that short review window so we can double-check it.
• Because no automated step is perfect, dictate your case as if you were preparing a poster presentation or case report — and never state a patient's name, an exact date, or your facility.

RobotParrot is a learning tool, not a medical record or a covered HIPAA service, and we are not a HIPAA covered entity or business associate — always follow your own institution's policies on protected health information.

5. Your controls

• Pin a lecture — keep up to five lectures (audio and transcript) indefinitely, past the standard 30-day window. Unpin at any time to return them to the normal schedule.
• Delete — you can ask us to delete a specific case, or your entire account and everything tied to it, at any time by emailing hello@robotparrot.ai.
• Email preferences — you can opt out of non-essential email.
• Access — you can request a copy of the information we hold about you.

6. Who processes your information

We use a small set of vetted service providers to run RobotParrot. They process data only to deliver the service to you, under their own security and confidentiality commitments:

• Render — application hosting and database (United States).
• Cloudflare R2 — encrypted storage for audio files and transcripts.
• Clerk — sign-in and account management.
• OpenAI — speech-to-text (transcription) and text-to-speech (the lecture voice).
• Anthropic (Claude) — the AI agents that research, draft, and check your lecture.

Content sent to our AI and transcription providers is sent for the sole purpose of producing your lecture and is not used to train their models. We do not sell or rent your information to anyone.

7. Security

Access to the app requires sign-in. Audio and transcripts are stored in private, access-controlled storage and served only through short-lived, signed links. Internal admin tools that pair a recording with its lecture (for quality review) are restricted to RobotParrot operators. No system is perfectly secure, but we work to keep the amount of sensitive data we hold — and how long we hold it — as small as possible.

8. Children

RobotParrot is intended for licensed clinicians and medical trainees and is not directed to anyone under 18.

9. Changes to this policy

We may update this policy as the product evolves. When we make a material change we will update the date at the top and, where appropriate, notify you.

10. Contact

Questions, access requests, or deletion requests: hello@robotparrot.ai.