Privacy Policy

Ozana AI ("Ozana", "we", "us") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard personal data when you use our website and services. Ozana AI is provided in the UK with local support by Doctoria Ltd, and in the US by Ozana Labs Inc.

1. Who we are

UK: Doctoria Ltd, The Innovation Pop Up, Gilbert Scott Building (Level A), Leeds General Infirmary, Great George Street, Leeds, LS1 3EX. US: Ozana Labs Inc, Fairfax, Virginia, United States. For privacy questions, contact office@doctoria.co.uk.

2. What we collect

Website visitors: we collect the information you provide through forms (name, email, organisation, role, message) and standard technical data such as IP address, browser type, and pages visited via analytics cookies.

Clinical users: Ozana AI processes audio and transcripts only to deliver interpretation and scribing during an active session. We do not store recordings or transcripts. Only clinician-verified outputs leave the session.

3. How we use your data

• To respond to enquiries and arrange demonstrations.
• To provide, maintain, and improve our services.
• To meet legal, regulatory, and security requirements.
• To send service-related updates where you have requested them.

4. Legal basis

We process personal data on the basis of legitimate interest, contract, legal obligation, or consent, depending on the activity. You can withdraw consent at any time by contacting us.

5. Data sharing

We do not sell personal data. We share data only with trusted service providers who help us operate our services, under strict confidentiality and security obligations, or where required by law.

6. Data retention

Contact form submissions are retained for as long as necessary to manage our relationship with you. Clinical audio and transcripts are not retained.

7. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing of your personal data. To exercise these rights, email office@doctoria.co.uk.

8. Security

We use encryption in transit and in memory, access controls, and regular security reviews. Our architecture is designed so that clinical session data is ephemeral.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be available at this page.