Privacy Policy

This policy explains what Coranth LLC ("Coranth", "we", "us") collects when a medical group uses the Coranth scheduling service at coranth.com and its group subdomains (the "Service"), why we collect it, how long we keep it, and how to have it exported or deleted. It applies to the Service, to coranth.com, and to anyone who contacts us through them.

1. Who controls the data

A customer group is the controller of the scheduling data it puts into the Service: its providers, their contact details, their scheduling requests and preferences, and the schedules built from them. Coranth is the processor of that data and acts on the group's documented instructions. Coranth is the controller of the data it collects in its own right, being account credentials, billing records, demand for the Service, and website analytics.

A group that requires a written data processing agreement may request one at the address in section 11 and we will execute one.

2. What we collect

Account data

Email address, display name, a password stored only as a PBKDF2-SHA256 hash with a per-account salt, optional passkey public keys, the schedule groups an account may view or edit, and sign-in timestamps.

Scheduling data supplied by the customer

Provider names, work email addresses, telephone numbers, an optional postal address and an optional photograph; scheduling requests including requested days off, shift preferences, availability and stated limits; facilities and shift definitions; published and draft schedules; shift trades; and messages sent between a provider and their administrator inside the Service.

Billing data

The email address, name and group name supplied at checkout, the subscription status, and identifiers issued by our payment processor. Coranth never receives, stores or has access to card numbers. Payment details are entered directly with Stripe, Inc. and held by Stripe.

Enquiry data

Where a person requests a demonstration or writes to us, the name, email, group, group size and any message supplied, together with the campaign parameters in the link used to reach us.

Operational data

Server logs including internet protocol address, timestamp, requested path and user agent; records of errors including diagnostic traces; and records of emails the Service sent, to whom, and whether delivery succeeded.

3. What we do not collect

Coranth is not a clinical system and must not be used to process patient information. We do not collect, and customers are prohibited by the Terms of Service from entering, protected health information, patient identifiers, clinical notes, or any information about the care of an identifiable individual. Coranth does not hold protected health information and is therefore not a business associate under the Health Insurance Portability and Accountability Act, and no business associate agreement is required for use of the Service as permitted.

We do not collect payment card numbers, government identification numbers, biometric identifiers, precise geolocation, or special categories of personal data. We do not purchase personal information from data brokers.

4. Why we process it

• To provide the Service. Building, storing, publishing and delivering schedules; authenticating users; sending the notifications the Service exists to send, being published months, schedule changes, requests awaiting approval, and shift trades.
• To take payment. Establishing and maintaining a subscription through our payment processor.
• To keep the Service working and secure. Diagnosing errors, preventing abuse, rate limiting sign-in attempts, and maintaining backups.
• To answer enquiries and to contact a person who asked to be contacted.
• To comply with law and to establish, exercise or defend legal claims.

Where consent is the basis for processing, it may be withdrawn at any time by writing to us, without affecting processing already carried out.

5. Who we share it with

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We disclose it only to the following categories of recipient, each bound to use it solely to provide their service to us:

• Hosting. Render Services, Inc., United States, which hosts the application and its encrypted disk.
• Email delivery. Postmark, a product of ActiveCampaign, LLC, United States, which transmits notifications to recipients the customer designates.
• Payments. Stripe, Inc., United States, which processes subscriptions and holds payment instruments.
• Language processing. Anthropic, PBC, United States, which processes the free text a user types into the Service so that it can be turned into structured scheduling requests. Text sent for this purpose is not used to train models. The scheduling engine itself is deterministic and runs on our own servers; no assignment is made by a model.
• Professional advisers and, where compelled, law enforcement or a court, and only to the extent required.
• A successor in the event of a merger, acquisition or sale of assets, subject to this policy.

All named recipients are located in the United States and the Service is operated from the United States.

6. How long we keep it

• Scheduling data for as long as the customer's subscription is active, and for thirty days after it ends, after which it is deleted from the live system.
• Encrypted backups for up to ninety days, after which they are overwritten in the ordinary course.
• Billing records for seven years, as required for tax and accounting.
• Server and error logs for up to ninety days.
• Enquiry records for up to twenty four months from last contact.

A customer may request earlier deletion under section 7, and we will comply except where a record must be retained by law.

7. Your choices and requests

An administrator of a customer group may, at any time and without contacting us, export that group's data from within the Service in comma separated, spreadsheet and document formats. Providers may export their own schedules.

Any individual may request access to the personal information we hold about them, its correction, its deletion, or a copy of it in a portable format, and may ask us not to sell or share it, which we do not do in any event. Write to the address in section 11. We will acknowledge within ten days and respond within forty five days, extendable once by a further forty five days where reasonably necessary, and we will tell you if we extend. We will not discriminate against anyone for exercising these rights.

Where the request concerns scheduling data belonging to a customer group, Coranth is the processor and will refer the request to that group and assist it in responding.

You may appeal a refusal by replying to our response with the word "appeal". We will respond to an appeal within forty five days with our decision and the reasons for it.

8. Security

Passwords are stored only as PBKDF2-SHA256 hashes at 600,000 iterations with a unique salt for each account, and are compared in constant time. Sessions are carried in signed cookies, marked Secure in production, and a session begun on an untrusted device expires within twelve hours. Passkeys are supported. All traffic is served over TLS with HTTP Strict Transport Security. Sign-in attempts are rate limited by address and by account. Data at rest sits on an encrypted disk, and any backup taken out of that environment is encrypted with AES-256-GCM under a passphrase we do not hold. Access to production is limited to Coranth's principal.

No system is perfectly secure. Where a breach affecting personal information occurs, we will notify affected customers and any regulator required, without unreasonable delay and in any event within the period the applicable law prescribes.

9. Cookies and tracking

The Service sets one strictly necessary cookie, which carries the signed session and without which sign-in cannot work. It sets no advertising or analytics cookie inside the Service.

The public marketing site may load advertising measurement tags where a campaign is running, and those tags may set cookies belonging to their providers. They are never loaded inside the Service. We honor the Global Privacy Control signal as a request to opt out of any sale or sharing, which we do not carry out in any event.

10. Children

The Service is for professional use by adults and is not directed to anyone under sixteen. We do not knowingly collect personal information from a child. If we learn that we have, we will delete it.

11. Changes and contact

We may amend this policy. The date at the head of this page always states when it last changed, and where a change materially affects how we handle personal information we will notify account holders by email before it takes effect.

Write to Coranth LLC at privacy@coranth.com, or by post to the address published at coranth.com/terms.