Privacy Policy
Last updated:
Sard is in pilot and is not yet cleared for real patient data. Today it holds clinician account details and consultations recorded on synthetic or consented test data. This policy describes what applies now and what will apply when real consultations begin.
Who we are
Sard is clinical documentation software for clinicians in Jordan. Contact us at [email protected] for anything in this policy.
Our role depends on who you are
If you are a clinician using Sard, the account we hold is ours to answer for. If you are a patient, the clinician or clinic treating you decides what goes in your record and how long it is kept; Sard processes it on their instructions. Ask them first — and ask us if they cannot answer.
What we collect
From a clinician holding an account:
- Your email address, and a password we never see in readable form. Google hashes it.
- If you sign in with Google: your name and profile photo, from that account.
- Which clinics you belong to, and whether your account has been granted clinical access.
From a consultation, once a patient has agreed to it being recorded:
- The audio of the consultation.
- The transcript, and the clinical note drafted from it.
- The patient's name, national ID, and age and gender where the clinician recorded them.
- A record that consent was obtained: when, how, and the exact wording used.
We do not collect analytics, we do not use advertising trackers, and we do not sell anything to anyone.
Nothing is recorded without consent
Recording cannot start until the clinician has confirmed the patient agreed to it, and that confirmation is stored with the consultation. This is enforced in three places in our software, not just asked for — a recording with no consent record behind it cannot be uploaded at all.
Where it is stored
Google Cloud has no region in Jordan. We use the closest available, which means your data leaves the country:
- Notes, transcripts and patient records: Dammam, Saudi Arabia.
- Consultation audio: Doha, Qatar — Google offers no storage in Dammam.
- Transcription and note drafting are done by Google's Gemini models, which do not publish a fixed processing region.
We say this plainly because it is the part a Jordanian clinic should ask about. Whether Jordan's Personal Data Protection Law No. 24 of 2023 permits this transfer, and on what basis, is a question we are taking legal advice on before any real patient consultation is recorded.
Who else processes it
- Google Cloud — databases, file storage, sign-in, hosting, and the AI models.
- Cloudflare — our domain and email routing. No clinical content.
That is the complete list. We will update this page before adding to it.
How long we keep it
We have not set a retention period yet, and we are not going to pretend otherwise. Recordings and notes are currently kept indefinitely so that a clinician can review them. Setting a proper period — and separate periods for signed notes and abandoned drafts — is work we are doing with legal advice before real patient data is recorded. Ask us and we will delete anything you want deleted in the meantime.
Note that a deleted recording remains recoverable from backups for seven days before it is gone for good.
Your rights
Under Jordan's PDPL you can ask what we hold about you, ask for it to be corrected, and ask for it to be deleted. Write to [email protected] and we will answer within 30 days. If you are a patient, we may need to pass your request to your clinician, because the record is theirs — we will tell you if we do.
A clinician cannot un-sign a note. Once signed it is fixed, and a correction is recorded as an amendment alongside it rather than replacing it. That is deliberate: a medical record that can be quietly rewritten is not a medical record.
How we protect it
- Your email address must be verified before your account can open any patient record.
- Clinical access is granted per account, by hand. Signing up is not enough.
- A clinician sees only their own consultations — not a colleague's, not an administrator's.
- Audio cannot be reached from a browser at all. It is fetched only by our own server code.
- Data is encrypted in transit and at rest.
Children
Sard is used by clinicians, not by patients. Where a patient is a child, a guardian's consent is recorded in place of theirs and is marked as such in the record.
Changes
If we change this policy we will change the date at the top. If a change affects what we do with consultation data we will tell clinics directly rather than relying on anyone re-reading this page.
Complaints
Write to [email protected] first. You can also complain to Jordan's data protection authority, and you do not need to come to us first to do so.