Privacy

1. Who we are

Facktum is a registered trade name of Excel Solutions LLC, a Colorado company. Questions and requests: privacy@facktum.com.

For your account and payments, we decide how your information is used. For the medical records you review, we process them only to provide the service to you, on your instructions; you remain responsible for having the patient's authorization or another legal basis for each case, as our terms say.

2. Your documents stay on your Mac

Facktum is a macOS app. The PDFs you add, your cases, findings and notes are stored on your Mac and are not sent anywhere unless you choose an online step. Your Facktum key, and any keys you add for other services, are kept in the macOS Keychain.

3. When you choose online processing

Some steps send pages to our service: reading pages online (for scanned or image-based pages, or to improve a reading) and building Case Intelligence. Pages are sent over an encrypted connection to the service of your account's region:

• US accounts: data centres in the United States.
• EU and UK accounts: data centres in London.

To read and analyse pages, we use specialised processing providers, bound by contract to process them only for us. They read and analyse pages in your account's region, the United States or Europe; for US accounts, some analysis may take place outside the United States. For EU and UK accounts, analysis runs in London, or in Frankfurt when London is busy; only if neither has capacity may it run outside Europe, under the same contract terms. Our providers delete pages after processing, at the latest within one day, except that one analysis provider may keep requests for up to 90 days solely to check for misuse of its service. A list of our providers is available on request at privacy@facktum.com.

None of our providers may use your documents to train their models.

4. How long we keep it

• Uploaded pages and their readings: deleted from our service and storage within 24 hours. The results are kept on your Mac.
• Account and billing records: while your account is open, and afterwards as long as tax and accounting law requires.
• Feedback you send: 90 days.
• Technical logs (time, IP address, the address requested, opaque identifiers; never document content): 30 days.
• Download and update records (your key's fingerprint and region, the version, the IP address and the time): kept while we need them for licence, security and support.

5. Your account and payments

Your account holds an account identifier, your name, your region, your credit balance and a record of credits granted and used. Credits are recorded against opaque case and page identifiers, never content. Your key is stored only as a one-way fingerprint and its last four characters, so you can recognize it. We also keep the date each key was last used, and which sign-in is connected to your account. Account data is kept in your region (the United States or London). So that the app can find your region, your key's fingerprint is also listed in the other region's database, with your region only: no name, no balance.

Payments are handled by Stripe. Stripe collects your name, email, card details and, if you give them, your business name and tax ID, under Stripe's privacy policy. We receive the payment details we need for your account and invoices, never your full card number.

6. app.facktum.com

To download Facktum you enter your Facktum key. When the app checks for updates, about once a day, it sends the same key and its version. For each download and update check we record your key's one-way fingerprint and region, the version, the IP address and the time; never your name or the key itself. We use these records to see which versions are in use, to protect downloads, and to answer support and licence questions. They are kept in the United States for all accounts, for as long as we need them for those purposes. The pricing page shows prices read from Stripe. If you sign in to your account, an identity provider in Google Cloud holds your email address, sign-in times and IP address; the sign-in link itself is sent from our own address through our email provider. Neither holds case data.

7. Feedback and diagnostics

The app records timings, counts and sizes on your Mac to help diagnose problems: never document content, names or case details. These records stay on your Mac for 30 days. They leave it only if you choose Send Feedback, together with any message you write. Please do not include patient information in a message. We store feedback in your region and delete it after 90 days; a notice that feedback arrived, with your account name but not your message, is sent to our issue tracker.

8. Services you connect yourself

• Your own AI providers: if you add a key for Anthropic, OpenAI or Google Gemini, the pages you choose for automatic corrections or finding suggestions are sent to that provider under your account and its terms.
• Your AI assistant: if you connect an assistant (such as Claude) to a case, it can read that case, and what it reads goes to the assistant's provider under your agreement with them.
• PubMed: literature searches go directly from your Mac to the US National Library of Medicine, with only your search terms.

9. This website

www.facktum.com sets no tracking cookies and uses no analytics or advertising. Our web host keeps ordinary connection logs, such as IP address and the page requested. If you email us, we use your message to reply. Please do not send patient records by email.

10. Where information is processed

Excel Solutions LLC is a US company. Information of EU and UK accounts is stored in London and processed in Europe, as described above, with two exceptions: analysis may run outside Europe when European capacity is unavailable, and download and update records are kept in the United States for all accounts. Payments are processed by Stripe, which may process data in the United States.

11. Your rights

You can ask to see, correct, export or delete the information we hold about you, and object to or restrict its use, by writing to privacy@facktum.com. We answer within one month. If you are in the UK or the EU, you may also complain to your data protection authority. Records we must keep for tax and accounting are deleted when that duty ends.

12. Security

All connections are encrypted. Stored data is encrypted at rest. Keys are stored as fingerprints with their last four characters, and each service has access only to what it needs.

13. Changes

We post changes on this page, and tell account holders about material changes before they take effect.