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Your conversations with Ozni are yours. This page says who can see them, how long they are kept and where the AI work happens.

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Who can see your chats

  • Only you. A chat is private to the person who started it. Colleagues, managers and owners cannot open it.
  • Owners see the record of what was done, not the words. The audit log shows what Ozni read or changed on your behalf, with your name, the record and the time. It does not hold your chat text.
  • Nobody at ClinikEHR reads your chats. Our support team can see which actions were taken, never what was said.
  • If you leave a workspace, your chats stay private and are removed at the end of the retention period or when the account is deleted.
If an owner switches Ozni off, your chats are hidden rather than deleted, and come back if it is switched on again.

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How long chats are kept

Chats are kept for 365 days after their last activity by default, then deleted. An owner or manager can change this in : enter a number of days under Keep chats for (days), between 30 and 730, and select Save. A chat is deleted that long after its last message, together with the files attached to it. You do not have to wait. You can delete any of your own chats at any time; see Managing your chats.

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Your memory, documents and files

  • Memory. Ozni keeps short notes about how you and your clinic like to work, never anything about a patient. See What Ozni remembers.
  • Assistant documents. Your clinic’s own policies and price lists, with no patient information. See Assistant documents.
  • Attached files. A file you attach stays with that chat, is safety-checked, and is deleted with the chat. See Attaching a file to a chat.
  • Download your chats. On the What Ozni remembers page, Download my chats saves everything you and Ozni said as a file.

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What happens to patient and customer data

  • Ozni uses patient or customer information only to answer you, and only information you can already open on the screens.
  • It is never used to train AI models, ours or anyone else’s.
  • The AI processing for Ozni runs in the United States (AWS us-east-1). The question and the answer travel there to be processed. Ozni’s AI provider operates under a business associate agreement.
  • Ozni does not put patient information in its logs or in chat titles.
See AI safety and patient data for the rules every ClinikEHR AI feature follows, and HIPAA.

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What owners and managers can see: Assistant usage

Owners and managers can open Settings, then Ozni Assistant, then Assistant usage. For each person and each week it shows how many questions they asked, how many credits those cost, how many changes they confirmed, how many Ozni was not allowed to make, and which tools were used most. Choose how many weeks to show (4, 8, 13 or 26). Where something is missing it shows a dash. It shows counts only. It never shows what anyone asked or what Ozni answered, because chats are private to the person who had them. For the detail of what Ozni read or changed, follow See what Ozni did in the audit log.

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Rating an answer

Under each answer from Ozni are a thumbs-up and a thumbs-down. Press the thumbs-down and you can pick a reason: Wrong or out of date, Didn’t help, Too long, Too short, Unsafe or inappropriate, Too slow or Something else. Press the same thumbs-up again to take it back. A rating records only the thumb, the reason you picked, which of Ozni’s tools the answer used, and how many credits it cost. It never includes the words of your chat or anything about a client.

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Sharing a chat to help us improve

Nothing from your chats is shared with ClinikEHR unless you choose it. To share one, press Share this conversation under the latest answer, read what it says, tick Share this conversation with ClinikEHR to improve the Assistant, and press Send de-identified copy. Nothing is sent unless the box is ticked.
  • Identifying details are removed first. Names, phone numbers, email and street addresses, exact dates (only the year stays), ages over 89, record, account and licence numbers, web addresses and similar details are replaced before anyone at ClinikEHR sees the copy. Results Ozni read from your clinic’s records are never included, only the words you and Ozni wrote.
  • A second check can stop the share. If Ozni’s check finds a name or other detail it cannot safely remove, nothing is shared and you are told why. Try sharing a conversation that does not mention clients or colleagues by name.
  • Your original chat stays private to you. Only ClinikEHR staff can read the copy, no one at your clinic can, and it is never used to train AI models.
  • It is deleted after 90 days, or sooner if you open Share this conversation again and press Withdraw my copy, or delete the chat.