Privacy Policy

Effective Date: January 9, 2026

TrainBase ("we," "us," or "our") provides a training platform that helps medical practices maximize efficiency and speed onboarding through AI-powered video creation. This Privacy Policy explains how we collect, use, and protect your information when you use our services.

1. Information We Collect

2.1 Account Information

• Name and contact details
• Payment information (processed through Stripe)
• Subscription tier and account preferences

2.2 Content You Create

• Screen recordings of your workflows and systems
• Audio recordings from your microphone
• Mobile video uploads of clinical environments and procedures
• Text scripts and training materials

2.3 Guest User Information

For users accessing our Guest Pass feature:

• Temporary video recordings
• Device and browser information
• Usage analytics (anonymized)

3. How We Use Your Information

3.1 Service Delivery

• Process your recordings into training videos
• Generate AI voiceovers and scripts
• Provide face redaction and content editing
• Deliver subscription services and hardware components

3.2 AI Processing

We use artificial intelligence to:

• Transcribe audio recordings
• Generate synthetic voiceovers
• Edit and enhance video content
• Redact sensitive information from recordings

4. Third-Party Service Providers

We work with trusted partners to deliver our services:

• Stripe: Processes all subscription payments and billing.
• ElevenLabs: Generates synthetic voice audio from text scripts.
• Cloud Hosting: Secure data storage and processing infrastructure.

5. Data Retention and Deletion

5.1 Guest Users

• Guest recordings are automatically deleted after 24 hours if not claimed.
• No account creation required for guest access.

5.2 Subscribers

• Content remains available for the duration of your active subscription.
• Account data retained for business/legal purposes after cancellation.
• You may request data deletion at any time.

6. HIPAA Compliance

6.1 Protected Health Information (PHI)

We understand that medical training content may contain PHI. We operate as a Business Associate under HIPAA and:

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• Maintain appropriate safeguards for PHI [cite: 50]
• Provide Business Associate Agreements (BAA) to covered entities
• Recommend using simulated patients and dummy data when possible

6.2 Security Measures

• Encrypted data transmission and storage
• Access controls and audit logging
• Regular security assessments and updates

7. Guest User Disclaimer

Important Notice for Guest Users:

• Guest recordings are temporary and deleted after 24 hours.
• Do not record real patient data or PHI in Guest Mode.
• Guest sessions are not covered by HIPAA protections.
• Create an account to claim and preserve your content.

8. Data Security

We implement industry-standard security measures including:

• Encryption in transit and at rest
• Regular security monitoring
• Limited access controls
• Incident response procedures

9. Contact Information