AI in Healthcare Community
Privacy Policy
This policy explains what personal information AIiHC uses, why it is needed, how long it is kept, and the choices available to you.
Who is responsible
AI in Healthcare Community (AIiHC) is an independent community operated from Norway by its founder. The founder determines how and why personal information is handled and is the data controller for the processing described in this policy.
For privacy questions or to exercise your rights, use the privacy request form on the Contact Us page. It reaches the controller privately.
Postal correspondence: Post Box 102, Asker, Norway. The controller’s residential address is not published for personal-safety reasons.
A company connected with the founder may fund development work, but it does not govern the community or receive member information for its own purposes.
What we collect
Invitation and contact forms
Your name, email address, professional role or organisation where requested, the type of request, and anything you choose to write.
Membership and profile
Your registration details, sign-in and account information, profile information, preferences, and the records needed to administer your membership.
Community activity
Posts, comments, reactions, messages, event or guide activity, reports, moderation correspondence, and other information you choose to contribute. Profile information and contributions are visible according to the settings of the relevant community space. Do not treat a community post as private correspondence.
Technical and security information
IP address, device and browser information, session and security data, request logs, and similar information needed to deliver and protect the website and community.
Website analytics
If you allow analytics, we collect information about how you use the public website, such as pages viewed, links or controls used, referring page, approximate location derived from your IP address, and browser, device and screen characteristics. We use this information to understand and improve the website. We do not intend to collect the contents of form fields through analytics.
Information from other people
A member or other person may mention you when reporting content, raising a concern, or taking part in a discussion. We use that information only as needed to review the matter and run the community fairly.
No patient information belongs here. Do not submit or post information that could identify a patient. See the Rules of the Road and Safe-Posting Guidance.
Your membership profile
When you join, you register with your name, email address and password, and you agree to the Rules of the Road and the Safe-Posting Guidance. After your first login we ask a few more questions before you can browse. Four are required; everything else is your choice.
| What we ask | Required? | Who can see it | Why we ask |
|---|---|---|---|
| Professional role | Yes | Members | This is a professional community; other members need to know who is speaking |
| Organisation or institution | Yes | Members | So affiliations are visible, as the Rules of the Road require |
| Whether you have a financial link to a company that sells AI to healthcare | Yes | Office only, never other members | To keep the community independent of vendors. It is never shared with companies or used for marketing |
| Specialty | Optional | Members | Helps members find people with relevant experience |
| Country | Optional | Members | Practice and regulation differ by country |
| The AI problem on your desk | Optional | Members | So we can introduce you to the right people |
| A professional profile link (e.g. LinkedIn) | Optional | Members | So members can see your professional background |
| Profile picture or avatar | Yes | Members | A photo of your face, or an avatar that resembles you, builds trust. Faceless pictures reduce transparency and are not advisable in a healthcare community |
Not asked, ever: phone number, postal address, date of birth, gender, CV or professional registration number.
The member directory is visible to members only, not to the public internet.
What happens to your posts
What you post is visible to other members. If a post breaks the rules it may be removed, and we keep a short record of moderation decisions (date, the rule involved and the outcome).
Invitations
While joining is by invitation, the founder keeps a short private record of who has been invited: name, specialty, country, and whether you joined. It is used only to manage invitations.
Who processes it
- The community platform hosts your account and profile on our behalf, under its data-processing terms. Your account and profile are stored in Europe.
- A private workspace tool holds the invitation record.
We do not sell your details, use them for advertising, or share them with any company, including any company the founder owns. We send no newsletters and no marketing email.
How long we keep it
- Your profile: for as long as you are a member. When you leave, it is deleted within 30 days.
- Invitation records: deleted 12 months after the last contact if you did not join.
- Moderation records: kept only as long as needed, and never more than five years.
Your choices
You can change or delete any optional answer at any time from your profile. You can ask to see what we hold about you, correct it, or have your account deleted, through the Contact Us page.
How and why we use it
| Purpose | Legal basis |
|---|---|
| Review an invitation request and respond before membership begins | Steps requested before entering a membership agreement, and our legitimate interest in admitting appropriate participants |
| Create and administer an account; provide community features and essential service messages | Performance of the membership agreement |
| Answer an enquiry or privacy request | Our legitimate interest in responding, steps connected with membership where relevant, and compliance with legal obligations |
| Protect the service, investigate reports, enforce the Rules, and review moderation decisions | Our legitimate interests in security, safety and fair community administration; legal obligations where they apply |
| Measure use of the public website and improve its pages and features | Your consent |
| Establish, exercise or defend legal claims | Our legitimate interests and applicable legal obligations |
We do not sell personal information, use it for advertising, or make decisions with legal or similarly significant effects using solely automated processing. We do not currently send marketing messages. If that changes, marketing will have its own clear choice and opt-out.
Information marked as required on an invitation or registration form is needed to assess the request or provide membership. Without it, we may be unable to process the request or create an account. Profile details and community contributions are optional unless clearly stated otherwise.
How long we keep it
- Invitation requests that do not become memberships: up to 12 months after the final decision or contact.
- General enquiries: up to 12 months after the matter is closed.
- Account and profile information: while membership is active. When you leave, it is deleted within 30 days.
- Community contributions: while needed for the discussion in which they appear. Following account closure, they may be removed or retained in de-identified form where needed to preserve the discussion.
- Privacy requests and complaints: up to three years after closure.
- Moderation records: only as long as needed, and never more than five years.
- Security and access logs: normally no longer than 12 months.
- Website analytics: normally no longer than 12 months.
- Backups: removed through the normal backup cycle, targeted at no more than 90 additional days.
We may keep a record longer where an active dispute, security incident or legal obligation requires it. Spam and information with no continuing purpose are deleted sooner.
Security
We limit access to people and providers who need it, use account and transport security supplied by our service providers, and take reasonable organisational steps appropriate to a small professional community. No internet service can guarantee absolute security. Please use a strong, unique password and report any suspected account or privacy problem promptly.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction or portability of your information, or object to processing based on legitimate interests. If we ever rely on consent, you may withdraw it without affecting earlier lawful processing.
To make a request, use the privacy request form on the Contact Us page. We normally respond within one month. We may ask for proportionate information to verify your identity before disclosing or changing account information.
You may complain to Datatilsynet, the Norwegian Data Protection Authority, or to the supervisory authority where you live or work.
Changes and questions
We update this policy when the service, providers or legal requirements change. The date at the top identifies the current version. Material changes will be brought to members’ attention where appropriate.
For a privacy question, use the privacy request form on the Contact Us page. For a concern about community content or an interaction, use the private concern route.