Privacy Policy

This Privacy Policy explains how Berhana (“Berhana”, “we”, “us”, or “our”) collects, uses, shares, and protects personal information when you visit berhana.ai, create an account, book or attend a session, use the patient workspace or provider console, or interact with Berhana AI.

Berhana is the controller of the personal information described here, except where a clinician or another organisation is independently responsible for information they hold. Your clinician is responsible for the clinical record they create and for their own professional and legal obligations.

Account information. Your name, email address, password (stored as a one-way hash), profile image, role, account status, and — if you sign in with Google or GitHub — the identifiers those providers share with us. We also keep session records such as IP address, browser, and sign-in times for security.

Care and scheduling information. The clinician you book, appointment times and status, preparation notes, session summaries, messages with your clinician, assessment responses and scores, and documents you upload to your workspace.

AI and workspace information. The prompts, messages, tool calls, and conversation history you create with Berhana AI, together with the workspace context you choose to include, such as upcoming appointments or preparation notes.

Voice and video. When you join a video session, we process room metadata and, if transcription is enabled, the audio and transcript needed to run the session. We do not record video sessions by default.

Payment and billing information. Plan, invoice, and subscription records. Card details are handled by our payment processor; we do not store full card numbers.

Technical and usage information. Device type, browser, operating system, approximate location derived from IP address, pages viewed, referral source, and interactions with the Service. With your consent, we collect product analytics through PostHog.

Communications. Emails and messages you send to us, including support requests, and records of transactional email such as booking confirmations and reminders.

We collect information directly from you when you create an account, complete onboarding, book a session, write a note, upload a document, or use Berhana AI. We also receive information from your clinician in the course of your care, from authentication providers if you choose social sign-in, from payment processors, and automatically from your browser or device.

If you use a team or employer-funded plan, the organisation that pays for the plan may provide your name, email address, and eligibility information. We share back only the limited administrative information described in the “How we share information” section.

We use personal information to:

• create and secure your account and verify your identity;
• match you with clinicians and manage bookings, rescheduling, and cancellations;
• operate the workspace, video rooms, messaging, assessments, and AI features;
• send transactional messages such as confirmations, reminders, and receipts;
• process payments, invoices, subscriptions, and refunds;
• provide support and respond to your requests;
• monitor reliability, debug errors, and protect against fraud and abuse;
• understand how the Service is used, where you have consented to analytics; and
• comply with legal, tax, and regulatory obligations.

We do not sell your personal information. We do not use your session notes, assessments, or AI conversations to train a public model. We do not use health information for advertising.

Where data-protection law requires a legal basis, we rely on: performance of our contract with you (providing the Service and your care coordination); compliance with legal obligations (tax, record-keeping, responding to lawful requests); our legitimate interests (securing the Service, preventing abuse, improving features, and running our business); your consent (optional analytics and, where required, certain communications); and vital interests (responding to an emergency where someone’s safety is at risk).

You can withdraw consent at any time without affecting the lawfulness of processing that happened before withdrawal.

When you use Berhana AI, the conversation and any workspace context you include are sent to our AI provider, OpenRouter, to generate a response. Tool calls may read information from your workspace, such as appointment or billing details, to answer your question. Actions that change your records require your approval before they are executed.

AI responses can be inaccurate or incomplete. They are not medical advice and do not create a clinician–patient relationship. We do not use your AI conversations to train public models, and we configure our providers to limit retention where their terms allow.

We do not make decisions with legal or similarly significant effects about you based solely on automated processing. Clinical decisions are made by your clinician.

With your clinician. Your clinician can see the information needed to provide your care, including your preparation notes, session summaries, messages, and relevant scheduling details.

With service providers. We use vendors for hosting and databases, authentication, video and voice, AI processing, email delivery, document storage, payments, analytics, and error monitoring. They process information on our behalf under contracts that require confidentiality and appropriate safeguards. Our current providers include Vercel, Neon/Postgres hosting, Better Auth, LiveKit, OpenRouter, Cloudflare R2, Upstash, and Trigger.dev, together with our email and payment providers.

For team and employer plans. If an organisation pays for your plan, its administrators may see who booked and whether a visit occurred. They cannot read your notes, summaries, messages, assessment responses, or reason for booking.

For legal reasons. We may disclose information if required by law, legal process, or a valid government request, or where we believe disclosure is necessary to protect someone’s safety, investigate fraud, or defend our rights.

In a business transaction. If Berhana is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

With your direction. We share information in other ways when you ask us to, such as when you export a record or share an assessment.

Essential cookies and similar storage keep you signed in, protect against fraud, and let the workspace function. These are required for the Service to work and cannot be turned off through our preferences tool.

With your consent, we use PostHog for product analytics, including page views and feature interactions, to understand how the Service is used. Analytics are consent-gated and run with a privacy-conscious configuration. We do not send session notes, messages, transcripts, or other clinical content to analytics.

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We keep account and scheduling information while your account is open. Clinical records, including notes, summaries, and messages, are kept so you and your clinician can return to them, and for as long as required by applicable healthcare record-keeping law. When you close your account, we delete or de-identify information that we are not required to retain.

We keep billing and tax records for the period required by law, security logs for a limited period, and analytics data in aggregated or de-identified form. Backup copies are deleted on a rolling schedule. If you ask us to delete information, we will tell you if a legal retention obligation prevents immediate deletion.

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, audit logging, and least-privilege access for staff. Error monitoring is configured to scrub clinical content before events leave our systems, and we do not log message bodies, notes, or transcripts.

No method of transmission or storage is completely secure. If we become aware of a breach affecting your personal information, we will investigate and notify you and the relevant authorities as required by law.

Depending on where you live, you may have the right to access, correct, delete, or export your personal information; to restrict or object to certain processing; to withdraw consent; and to lodge a complaint with your local data-protection authority.

You can update much of your information directly in settings. To make a request, email hello@berhana.ai. We will verify your identity and respond within the time required by applicable law. We will not discriminate against you for exercising your rights.

If you are a California resident, you may request to know, access, correct, or delete the personal information we hold about you, and to opt out of the sale or sharing of personal information. We do not sell personal information. You can manage optional analytics through the cookie preferences tool above. You may use an authorised agent to submit a request on your behalf.

The Service is for adults. You must be at least 18 years old to create an account. We do not knowingly collect personal information from children. If you believe a child has provided information to us, contact us and we will take appropriate steps to delete it.

Berhana may process information in countries other than the one where you live, including the United States. Where we transfer personal information from the EEA, UK, or Switzerland, we use appropriate safeguards such as standard contractual clauses and require our providers to protect information to a comparable standard.

We may update this Privacy Policy as the Service or the law changes. When we do, we will revise the date at the top of this page and, for material changes, provide reasonable notice in the workspace or by email. The updated policy applies from the date it takes effect.

Questions or requests about privacy can go to hello@berhana.ai. If you are in the EEA or UK, you also have the right to contact your local supervisory authority.

For a plain-language list of who can see what, see the security page. For the rules that apply to your account and bookings, see the Terms of Service.