ScrubLink Privacy Policy

Effective Date: September 17, 2026

ScrubLink ("ScrubLink," "we," "us," or "our") provides a mobile application that helps surgical technologists and other operating-room staff create, organize, and share surgeon preference cards. This Privacy Policy explains what information ScrubLink collects, how it is used, who it is shared with, and the choices available to you.

This Privacy Policy applies to the ScrubLink iOS application only.

1. Information We Collect

Account Information

When you create a ScrubLink account, we collect:

• Name (a display name you provide)
• Email address
• A user ID, which is an internal account identifier automatically generated by our backend provider when your account is created

This information is used to create and secure your account, identify you as the author or editor of content within the app, and allow you to sign in.

Preference Card Content

ScrubLink's core function is letting you create and view surgeon preference cards. When you create or edit a card, we collect and store the information you enter, which may include: surgeon name and credentials, specialty, procedure name, facility name, city and state, glove sizes, assistant information, setup and positioning notes, instrument and suture lists, implant information, and any personal notes you add.

This information describes surgical setup and procedural preferences. You must not include patient names, patient identifiers, protected health information (PHI), faces, medical-record screens, or any other confidential patient information in a preference card or in any photo you upload. ScrubLink is not designed or intended to store patient health records of any kind.

Preference cards can be either:

• Private cards — visible only to you, and
• Community (shared) cards — visible to other ScrubLink users, contributed to a shared national database that other surgical techs can view and update.

We also retain a version history of edits made to shared cards, so changes can be reviewed over time.

Photos

You may optionally add photos of surgical setups or instrument trays to a preference card. Before uploading a photo, you are asked to confirm that it contains no patient information, patient identifiers, faces, medical-record screens, or other confidential information, as described above. Uploaded photos are stored securely by our backend provider and are retained until you (or, for shared cards, an authorized editor) remove them, or until the associated card is deleted.

AI-Assisted Photo Scanning

ScrubLink offers an optional feature that lets you photograph handwritten or printed preference-card notes so the app can automatically read the text and fill in the card's fields (for example, glove sizes or instrument lists). When you use this feature:

• The photo is sent securely to our backend, which forwards it to a third-party AI provider (OpenAI) to extract text from the image.
• The extracted text is returned to the app so you can review and edit it before saving it to a card.
• ScrubLink's own database and file storage do not permanently retain the photo used for this scanning step — it is used only to produce the extracted text and is not separately saved to our systems. (This is separate from the "Photos" feature above — if you also want a photo saved to the card itself, you add it separately.)
• Any processing or retention of that image by our AI provider is governed by that provider's own applicable terms and privacy practices, which are outside ScrubLink's control. We encourage you to avoid including any confidential or patient information in any photo submitted for scanning, consistent with the warning above.

Product Interaction Data

ScrubLink limits the number of AI photo scans an account can perform per day. To enforce this limit, we record the fact that a scan occurred, associated with your account and a timestamp. We do not otherwise track or record which features you use, how often, or for how long.

Information Stored Only on Your Device

Some information, such as your recently viewed cards, is stored only locally on your device and is never transmitted to or stored on our servers.

Information We Do Not Collect

ScrubLink does not collect:

• Payment card or billing information — subscription payments are handled entirely by Apple through the App Store's StoreKit purchasing system. ScrubLink never receives, sees, or stores your payment card number, billing address, or other payment credentials. We only receive confirmation from Apple's systems of whether an active subscription or trial exists.
• Your precise or approximate device location.
• Access to your contacts.
• Health, fitness, or biometric information.
• Patient health information of any kind (see above).
• Advertising identifiers or any data used for third-party advertising.

2. How We Use Your Information

We use the information described above to:

• Create and maintain your account
• Let you create, view, edit, and share preference cards
• Attribute edits and contributions to shared cards to the account that made them
• Provide the optional AI-assisted photo-scanning feature
• Enforce reasonable usage limits (such as the daily AI scan limit)
• Maintain the security and integrity of the service
• Communicate with you about your account, if necessary

We do not use your information for third-party advertising, and we do not build advertising profiles.

3. Third-Party Service Providers

ScrubLink uses the following service providers to operate:

• Supabase, which acts as our backend service provider, supporting user authentication, our application database (where account information and preference card content are stored), and file storage (where uploaded photos are stored).
• Apple, Inc., which processes all subscription payments through StoreKit and the App Store. Apple's own privacy practices govern the payment information it collects; ScrubLink never receives that information.
• OpenAI, which processes photos submitted through the optional AI-assisted photo-scanning feature solely to extract text from them, as described above.

We do not sell, rent, or otherwise disclose your personal information to third parties for their own marketing or advertising purposes.

4. Data Retention

• Account information, preference card content, and uploaded photos are retained for as long as your account remains active, or until you delete the specific content or your account.
• Shared/community preference cards are intended to remain useful to the broader ScrubLink community; see "Account Deletion" below for what happens to this content specifically when an account is deleted.
• Records used to enforce the daily AI scan limit are retained associated with your account.

5. Account Deletion

You may permanently delete your ScrubLink account at any time from within the app. When you do:

• Your private preference cards, and any photos attached to them, are deleted.
• Your account and profile information are deleted.
• Preference cards you contributed to the shared community database are not deleted, because that content is part of a shared, community-maintained resource that other surgical technologists rely on. Instead, your attribution on that content is anonymized and reassigned to a generic "ScrubLink Community" placeholder, so the shared card and its edit history remain available to other users without being tied to your identity.

As with most online services, routine backend records maintained by our service providers for security, backup, or operational purposes may persist for a limited time after deletion as part of standard operational practices, even after the account and content described above have been deleted.

Account deletion cannot be undone.

6. Data Security

We rely on our backend provider's security infrastructure, including encrypted network connections (HTTPS/TLS) for data in transit, and access-control rules that restrict who can read or modify your data based on your account and role (for example, private cards are visible only to their owner, and only verified administrators can review card-removal requests). While we take reasonable steps to protect your information, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

7. No Advertising, No Tracking, No Sale of Personal Information

ScrubLink does not:

• Display third-party advertising
• Track you across other companies' apps or websites
• Share your data with data brokers or advertising networks
• Sell your personal information

8. Children's Privacy

ScrubLink is intended for use by surgical technology students, surgical technologists, and other operating-room professionals. It is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us using the information below so we can address it.

9. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, or delete the personal information we hold about you, or to receive a copy of it. You can:

• Review and edit your account and card information directly within the app
• Permanently delete your account and private data at any time from within the app
• Contact us using the information below with any other request or question regarding your personal information

We will respond to verified requests in accordance with applicable law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Effective Date" above and, where appropriate, notify you through the app.

11. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at:

ScrubLinkApp@gmail.com