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 10.4.
• Amazon Web Services: Stores the photos and videos attached to issues and reports.
• Google Firebase Cloud Messaging (and, on iPhone, Apple's push notification service): Delivers notifications to the mobile apps. 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 Mobile Apps

Southern Linac publishes two mobile apps, for Android and iPhone: Southern Linac (for Southern Linac staff; Android package com.southernlinac.nebula) and Linac360 (for our customers; Android package com.southernlinac.linac360). Both use the same account and the same records as the Site. This section describes what is different about using them on a phone.

10.1 Information stored on your device

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

• Your sign-in session and display name.
• A copy of the machines, reports, inspections, issues and tasks you are permitted to see.
• Anything you write while offline — a service report, an inspection, a message or a problem report with its photos — 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 automatic cloud backup so it is never copied to your Google or Apple account. If you have work that has not yet uploaded, the app warns you before signing out, because signing out deletes it.

10.2 Photos, video and dictation

• Photos and video (Linac360). When you report a problem you can take a photo or video with your phone's camera app, or choose one from your library. Only the items you choose are uploaded, and only to the issue you are reporting; they are stored with that issue on Amazon Web Services.
• Dictation (both apps). Notes and messages can be dictated. Speech recognition is performed by your phone's own speech service (Google's on most Android phones, Apple's on iPhone), not by us. Audio is not recorded, stored or transmitted by Southern Linac; we receive only the text your phone produces. The handling of that audio is governed by your phone vendor's privacy policy.

10.3 Notifications

If you allow notifications, the app registers your phone with Google Firebase Cloud Messaging (and, on iPhone, Apple's push notification service) and sends us the resulting device token, which we store against your account. We use it only to tell you about your work: new issues and messages, reports and inspections to review or that have been completed, and tasks coming due. A notification carries a short summary — for example a machine's serial number and the first words of a message — which passes through Google (and Apple) on its way to your phone. You can turn notifications off, turn off each kind, or set quiet hours under Notifications in the app, or turn them off in your phone's settings. Signing out removes your phone from your account.

10.4 AI features

The apps offer 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.

10.5 Permissions

• Network (both apps): to reach our servers.
• Notifications (both apps): asked for when you first open the app; optional.
• Bluetooth (Southern Linac staff app only): to find a Southern Linac machine controller next to you and hand it an answer from your phone. The app looks only for our own controllers and does not use Bluetooth to work out where you are. On Android 11 and older, the system files Bluetooth scanning under the location permission, so the app asks for location there; no location is read or collected.
• Microphone and speech recognition (iPhone only, when you dictate): on Android, dictation is handed to your phone's own speech app instead.
• Camera and photo library (Linac360, when you attach a photo or video): on Android, the app hands off to your camera app and the system photo picker, so it holds no camera or storage permission itself.

The apps contain 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. You can ask for your account to be deleted at any time: choose Delete account in either app, or email support@southernlinac.com. Asking from the app signs you out on every device at once. We close the account within 30 days and confirm by email. Closing an account removes your ability to sign in, your personal contact details, your notification settings and your registered phones. Full details are on our account deletion page.

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.