1. Who is Responsible for Your Data
Your Medical Practice:
Your attending physician and their medical practice are joint data controllers for your medical information. Specific practice details are provided during your consultation and on your consent form.
Technology Provider:
Legal Entity: [To be updated upon GmbH registration]
Current Representative: Andrei Mancu
Address: Distlhofweg 18, 81369 Munich, Germany
Email: support@aeirmed.com
Phone: +49 162 2171920
2. Why We Record Your Consultation
We record your conversation with your doctor to:
Create accurate medical documentation using AI
Ensure nothing important is missed in your care notes
Save your doctor time on paperwork so they can focus on you
Provide you with clear, understandable care instructions
3. What We Record and Process
During Your Visit:
Audio recording of your conversation with the doctor
Medical information discussed (symptoms, diagnosis, treatment)
Your contact information for sending care notes
What We Create:
Written medical notes from the recording
Care instructions in simple language
Treatment summaries and medication lists
4. How We Protect Your Recording
Audio Recording Protection:
Recorded only during your consultation
Automatically deleted within 24 hours
Never stored permanently
Processed only on secure EU servers
AI Processing:
Uses OpenAI Whisper (speech-to-text) and Google Gemini (text processing)
Your data is encrypted during processing
No permanent storage by AI services
EU-based processing where possible
Your Care Notes:
Securely delivered via [specify your current delivery method]
Stored according to German medical record requirements (10 years)
Only accessible by your healthcare team
5. Your Rights
You Can:
Stop the recording at any time during your visit
Request a copy of your medical notes
Ask us to correct any mistakes in your information
Withdraw your consent (though recorded notes may be kept for medical/legal requirements)
Complain to data protection authorities if you have concerns
How to Exercise Your Rights:
Email: support@aeirmed.com
Phone: +49 162 2171920
Speak directly with your doctor
6. Legal Basis
We record and process your health data based on:
Your explicit consent (given on the doctor's device)
Medical care provision under German medical law
Legal obligations for medical documentation
We comply with:
EU General Data Protection Regulation (GDPR)
German medical confidentiality laws (§ 203 StGB)
Medical professional codes
7. Data Security
Technical Protection:
End-to-end encryption for all recordings and notes
Secure EU-based servers only
Regular security audits and monitoring
Multi-factor authentication for all system access
Medical Confidentiality:
All staff bound by medical confidentiality
Access limited to your direct care team
Audit logging of all data access
8. Who Can Access Your Information
Your Healthcare Team:
Your doctor and authorized medical staff
Practice administration (for appointment and care coordination)
Technical Support (Limited Access):
aeirmed technical staff (encrypted access only, for system maintenance)
EU-based server administrators (infrastructure only, no access to content)
AI Services:
OpenAI Whisper and Google Gemini (temporary processing only, no storage)
9. How Long We Keep Your Information
Audio recordings: Maximum 24 hours, then automatically deleted
Medical notes: 10 years (required by German medical law)
Contact information: Until you withdraw consent
Technical logs: 30 days maximum
10. Your Consent
What You're Agreeing To:
Recording of your medical consultation
AI processing to create medical documentation
Secure delivery of your care notes
Storage according to medical record requirements
How to Withdraw Consent:
Email: support@aeirmed.com
Tell your doctor directly
Call: +49 162 2171920
Effect of Withdrawal:
No new recordings will be made
Existing medical records may be kept as required by law
Your medical care will continue with traditional documentation methods
11. Questions or Complaints
Contact Us:
Data Protection: support@aeirmed.com
Technical Support: support@aeirmed.com
Phone: +49 162 2171920
Official Complaints:
Bavarian Data Protection Authority: poststelle@lda.bayern.de
Phone: +49 981 180093-0
12. Updates
We will notify you by email if we make significant changes to how we handle your data. You can always find the current version of this notice at: www.aeirmed.com
Document Version: 1.0
Last Updated: 27.05.2025
This notice is available in German and English. For any conflicts between versions, the German version takes precedence.
