Privacy Policy
1. Introduction
FOAM Cortex ("we," "us," or "our") is committed to protecting the privacy of users ("you" or "your") who access our websites, applications, and related services (collectively, the "Services"). This Privacy Policy explains what information we collect, how we use it, with whom we share it, and your rights regarding your information.
2. Information We Collect
Registration Data
When you create an account, we collect your name, professional email address, specialty, and password.
Usage Data
We automatically collect technical details about your use of the Services, including IP address, browser type, pages viewed, and timestamps.
Cookies and Similar Technologies
We use cookies and web beacons to personalize content, analyze traffic, and improve your experience. You may disable cookies in your browser settings, though some features may become unavailable.
User-Submitted Content
Any information or materials you voluntarily submit (e.g., case notes, feedback) are collected and stored as part of your account.
3. How We Use Your Information
Service Delivery
To provide, maintain, and enhance the Services, including user authentication and personalized content.
Communication
To send service-related announcements, updates, security alerts, and support messages.
Analytics and Improvement
To understand usage patterns, diagnose technical issues, and develop new features.
Legal Compliance
To comply with applicable laws, resolve disputes, and enforce our Terms of Use.
4. Information Sharing and Disclosure
Service Providers
We may share information with third-party vendors who perform services on our behalf (e.g., hosting, analytics). They are contractually prohibited from using your information for any other purpose.
Legal Requirements
We may disclose information if required by law, regulation, or legal process, or to protect our rights or the safety of others.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to a successor entity, subject to this Privacy Policy.
5. Data Security
We implement administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, or alteration. However, no system is completely secure; we cannot guarantee absolute security.
6. Google Drive Integration
Data We Access
When an institution administrator connects Google Drive, FOAM Cortex accesses the connected account's email address and the metadata and content of files within the My Drive or Shared Drive folders that the administrator selects. Although Google's authorization screen grants read-only Drive access, FOAM Cortex uses that access only to synchronize the selected folders.
How We Use Google Drive Data
We periodically copy supported files from selected folders into FOAM Cortex, extract and index their content, and use relevant excerpts to answer questions for the connecting institution and its assigned sites. To provide this functionality, Google Drive data may be processed by our cloud hosting, search and indexing, and AI inference service providers acting on our behalf. We do not sell Google Drive data, use it for advertising, or use Google Workspace API data to develop, improve, or train generalized or non-personalized AI or machine-learning models.
Human Access
FOAM Cortex personnel do not read synchronized file content unless the connecting institution gives affirmative permission for support, access is necessary to investigate security or abuse, or access is required by law.
Storage, Retention, and Deletion
Google refresh tokens are encrypted, and copied files and indexes are stored in our secured cloud environment. Removing a synchronized folder or disconnecting Google Drive initiates deletion of its copied files and indexes and revocation of the Google authorization. Limited residual copies may remain in encrypted backups until those backups expire. Access can also be revoked through your Google Account permissions.
Google API Services User Data Policy
FOAM Cortex's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Drive is a trademark of Google LLC.
7. Your Choices and Rights
Access and Correction
You may review and update your account information by logging into your profile.
Account Deletion
You may delete your account at any time; residual data may remain in backups for a limited period.
Communications
You may opt out of non-essential communications by following the unsubscribe instructions in our emails.
Cookies
You can manage cookie preferences in your browser settings.
8. Children's Privacy
FOAM Cortex is intended for healthcare professionals and is not directed to children under 16. We do not knowingly collect personal information from minors.
9. International Transfers
If you access the Services from outside the United States, please be aware that your information may be transferred to—and processed in—the United States, where our servers and central database are located.
10. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will post the updated version with a revised "Last Updated" date. Continued use of the Services after changes constitutes acceptance of the revised policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
Last Updated: August 1, 2026