Privacy Policy

Southern Linac LLC ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you access our website ("Site") and services ("Services"). By using our Site or Services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect personal information only as necessary to conduct our business. This includes:

• Personal Information: Name, email address, and any data submitted via account registration or forms.
• Business Information: Inspection data, reports, and other records related to our Services.
• Cookies: Session management cookies to facilitate login and secure application functionality.

We do not collect sensitive personal information such as payment details; these are handled by third-party vendors.

2. Purpose of Data Collection

We collect and use information solely to:

• Deliver and manage our Services.
• Facilitate account registration and authentication.
• Communicate with users regarding their accounts, inspections, and reports.

We do not sell or share your data with third parties outside of Southern Linac LLC for marketing or unrelated purposes.

3. Data Security

Our website is hosted on Heroku, which provides SSL encryption and other security measures to protect your data. However, no system can guarantee complete security. We strive to use commercially acceptable means to protect your information.

4. Use of Cookies

We use cookies solely for session management to:

• Maintain your logged-in status.
• Ensure smooth functionality of our Site.

We do not use third-party tracking or analytics cookies.

5. Third-Party Services

We rely on the following third-party services:

• Auth0: For secure user authentication.
• Mailgun: For sending email communications.
• Anthropic PBC (Claude API): For the optional AI features that clean up report wording and answer questions about a machine's service history. Text is sent only when you use one of those features. See Section 10.3.

These services are used solely to facilitate functionality and communication. We do not share data with any other third-party services at this time.

6. User Rights

You have the right to:

• Request information about the data we store about you.
• Understand that records generated by our system, such as inspection and service reports, are owned by Southern Linac LLC and are not subject to removal.
• Note that certain user information, such as names attached to business records, may also not be removed.

If you wish to inquire about your data, please contact us at support@southernlinac.com.

7. Data Retention

We retain data for as long as it is necessary to conduct our business. This includes long-term storage of:

• Inspection reports.
• Service records.
• User information relevant to business transactions and associated records.

8. Compliance

While we do not actively monitor compliance with specific regulations, we are committed to meeting any legal obligations required to protect our users and our business.

9. Children’s Privacy

Our Services are not intended for use by minors. We do not knowingly collect information from minors. If we discover a minor’s data is stored in our system, we will take steps to protect the data and ensure it is appropriately handled or linked to an adult.

10. The Nebula Mobile App

The Nebula mobile app (Android package com.southernlinac.nebula) is an extension of the Services for Southern Linac staff and authorized customer users. It uses the same account and the same records as the Site. This section describes what is different about using it on a phone.

10.1 Information stored on your device

So the app keeps working where there is no signal — inside a shielded treatment vault, for example — it stores the following in the app's private storage on your phone:

• Your sign-in session and display name.
• A copy of the machines and service reports you are permitted to see, downloaded during sync.
• Any service report you write while offline, held on the phone until it can be uploaded.

This data is readable only by the app. It is deleted when you sign out and when the app is uninstalled, and it is excluded from Android's automatic cloud backup so it is never copied to your Google account. If you have reports that have not yet uploaded, the app warns you before signing out, because signing out deletes them.

10.2 Dictation

Service notes can be dictated. Speech recognition is performed by your device's own speech service (on most Android phones, Google's), not by us. Audio is not recorded, stored, or transmitted by Southern Linac; we receive only the text your device produces. The handling of that audio is governed by your device vendor's privacy policy.

10.3 AI features

The app offers optional AI assistance: cleaning up the wording of service notes, and answering questions about a machine's service history. When you use one of these features, the relevant text — the note you wrote, or your question together with the service records for the machine in question — is sent to Anthropic PBC's Claude API for processing, and the result is returned to you.

• These features are optional. Nothing is sent unless you press the button that uses them.
• Only the text needed to answer is sent. Sign-in credentials and session tokens are never sent.
• Anthropic processes this data as our service provider and does not use it to train its models.

10.4 Permissions

The app requests network access, and dictation is handled by handing off to the device's existing speech app, so the app itself does not request microphone, location, contacts, camera, or storage permissions. The app contains no advertising and no third-party analytics or tracking.

11. Accounts and Deletion

Accounts are issued by Southern Linac to staff and to authorized customer users; the app does not offer self-registration. To have your account closed, or to ask what personal data we hold about you, email support@southernlinac.com and we will action the request. Closing an account removes your ability to sign in and removes your personal contact details.

As stated in Section 6, service and inspection records themselves are business records owned by Southern Linac LLC and are retained, including the name of the person who performed or approved the work. This is required for the regulatory and service-history purposes those records exist to serve. Deleting your own copy on the phone — by signing out or uninstalling — does not delete the record on the server.

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on our Site, and the updated policy will take effect upon posting. Continued use of our Site or Services indicates acceptance of the updated policy.

13. Contact Us

For questions or concerns regarding this Privacy Policy, please use our Contact Us form or email us at support@southernlinac.com.

By using our Site and Services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.