# Privacy Policy

> **This English translation is provided for convenience. The Indonesian version is the legally binding version.** Indonesian version: https://stase.co/privasi

Source: https://stase.co/en/privacy · Updated October 14, 2026 · Version 2026-10-14

This policy explains how Stase processes your personal data. In summary:

- **Do not enter patient identifiers.** A patient's name, medical record number, NIK (Indonesian national identity number), date of birth and photos bearing a hospital letterhead are prohibited.
- Your messages are processed by **OpenAI** (AI model) and **Exa** (web search) in the **United States**.
- Transcripts, images and attachments **are deleted 30 days after your last activity**. Session summaries and memories are kept until you delete them.
- Stase staff **cannot read the content of your chats, memories or images**, except messages that you report.
- You can **export your data and delete your account yourself**. Other requests are answered within **3×24 hours**.

## 1. Data controller

Contact for personal data matters: admin@stase.co.

## 2. Data we process

| Type of data | Examples | Source |
| --- | --- | --- |
| Account | Email address, Google profile name and photo, Google account ID | Google sign-in |
| Profile | Preferred name, your chosen assistant name (if you change the default name, Luna), role, institution, cohort, target examination, language style, clinical rotation (stase)/residency program/specialty/place of practice/blocks taught | You |
| Consent | Version of the documents agreed to, age selection, guardian permission (age 17), marketing choice, time and channel | You |
| Conversations | Messages, answers, session titles and summaries | You and Stase |
| Attachments | Photos, PDF, PowerPoint and Word files, together with the text and page images produced by processing them | You |
| Memory | Core and Stories cards, learning progress by topic | You and Stase |
| Study plans | Examinations, dates, targets, topic lists, self-assessments | You and Stase |
| Payments | Order number, plan, amount, status, QRIS (Indonesia's national QR payment standard) payer reference from DOKU (payment processor) | You and DOKU |
| Usage | Credits used by each action, time, type of action | System |
| Devices | Device label and time last active | System |
| Channels | Telegram or Discord ID if you link it | You |
| Access requests (trial phase) | WhatsApp number if you provide it, origin of the request, follow-up status by the Stase team | You and the Stase team |
| Referral | Your invitation code, who invited you, bonus status, and a keyed hash of your email address if you have ever received a bonus as an invited friend | You and the system |
| Audit records | Account ID, the type and time of important actions (consent, data export, account deletion requests, re-verification, bot linking), and staff actions on your account | System |

Our technical logs **do not store chat content**, and file names are stored as random IDs.

During the trial phase, if you leave a WhatsApp number in the app, we store it together with your access request and use it only to contact you about access to Stase; you can change or delete the number at any time, it is included in your data export, it is deleted together with your account, and it is deleted automatically 30 days after plan purchases open.

If you have ever received a bonus as an invited friend through the referral program, we keep a keyed hash of your email address (not the email address itself) indefinitely, including after your account is deleted, solely to ensure that the bonus is given only once for each email address.

## 3. What the data is used for

1. **Providing the service** you request: answering messages, reading attachments, creating files and images, drafting study plans, calculating credits and processing payments.
2. **Long-term memory**, so that Stase knows your needs from session to session. Memory is on by default and you can turn it off at any time, including per session through "Chat without memory".
3. **Security and abuse prevention**, for example device limits and detection of unusual usage.
4. **Marketing** (reminder and promotional emails) only if you consent to it. This consent is optional and can be withdrawn.
5. **Legal obligations**, for example recording transactions for tax purposes.

We do not sell your personal data and do not use the content of your chats for advertising.

## 4. Patient data

Entering patient identifiers is prohibited by the [Terms and Conditions](https://stase.co/en/terms). If patient identifiers have already been entered, delete the related session or memory card and contact us so that the data can be deleted.

## 5. Data processors and transfers abroad

| Processor | Location | Data received | Purpose |
| --- | --- | --- | --- |
| OpenAI | United States | Messages, attachments that are read, relevant memory cards, your preferred name and your chosen assistant name, hashed account ID | AI model for chat, background processes and image generation |
| Exa | United States | Search queries and URLs (which may contain fragments of the text of your question), without account identifiers | Web search |
| Crossref and NCBI PubMed | United States | DOI, PMID and reference titles | Citation checking |
| Google | United States | Login data | Sign in with Google |
| DOKU | Indonesia | Orders and payment status | QRIS payments |
| Server provider | On the stase.co Private Server (encrypted) | All service data (encrypted in transit) | Hosting of the application and database |
| Resend | United States | Email address and content of transactional emails | Reminders and notifications |
| Cloudflare | Global network | Site traffic while it passes through the Cloudflare network; database backups already encrypted with Stase's key | Site protection and delivery; backup storage |
| Telegram and Discord | Outside Indonesia | Messages you send through the bots | Only if you link your account |

- Your email address and full name are **not** sent to the AI model; Stase uses only your preferred name. The account ID sent to OpenAI is hashed.
- Data sent through the API is not used by OpenAI to train its models (default setting), but may be stored temporarily for abuse monitoring. We have applied for Zero Data Retention.
- By agreeing to this policy when registering, you consent to the processing of messages by OpenAI and Exa in the United States.

## 6. How long data is kept

| Data | Retention period |
| --- | --- |
| Chat transcripts, images and attachments | Deleted **30 days after the session's last activity**. Transcripts, images generated by Stase and attachments are also deleted sooner if you delete the session (see below the table) |
| Original files of uploaded documents | Deleted 24 hours after processing is complete (the text and page images produced by processing follow the rules for attachments) |
| PPT and Word files generated by Stase | Can be downloaded for 3 days from creation, then marked as deleted and permanently deleted 3 days later (6 days in total) |
| Session summaries and memory cards | Until you delete them or the account is closed |
| WhatsApp number | Deleted automatically 30 days after plan purchases open, or sooner if you delete it or the account is closed |
| Referral bonus marker (keyed hash of the email address) | Indefinitely, including after the account is closed, if you have ever received a bonus as an invited friend |
| Access requests (without the number) | Until the account is closed |
| Audit records | Kept indefinitely and cannot be altered, including after the account is closed; encrypted copies held outside the server are kept for 1 year |
| Exam plans and learning progress | Until you delete them or the account is closed |
| Payment data and invoices | In accordance with tax obligations; separated and de-identified after the account is deleted |
| Encrypted backups | At most 30 days after the data is deleted |

Sessions and accounts that you delete are marked as deleted for 7 days before being permanently deleted. Deleting a session also deletes the attachments and the images generated by Stase in that session in the same way, except attachments or images that are also used in another session that you have not deleted. Memory cards that you forget are permanently deleted immediately. If your attachment storage quota is full, the oldest attachments are deleted automatically first; the extracted text and chat history remain, and you are notified.

## 7. Your rights

1. **Access and export**: download your account data from Settings → Export data.
2. **Correction**: edit your profile and memory cards at any time.
3. **Deletion**: delete memory cards (the Stase Memory page), sessions (the session list), or your entire account (Settings). Deleting a session also deletes its attachments and the images generated in it, except those also used in another session. Deleting your account deletes all memory drawers and attachments.
4. **Withdrawal of consent**: turn off memory or marketing at any time.
5. **Other requests** (access, correction, deletion, withdrawal of consent) can be submitted from Settings → Data requests or by email to the contact in section 1. Requests are answered within **3×24 hours**.

## 8. Security

- Each account's data is separated in the database with per-account access control.
- Login sessions are stored in cookies that cannot be read by scripts, and important actions (deleting the account, deleting all memories) require re-verification: a fresh Google sign-in or a one-time code sent to your email.
- File downloads always go through the app, and ownership is checked; there are no public links.
- Staff cannot read the content of users' chats, memories or images, except messages reported by users together with the two preceding messages.
- If a data protection failure occurs, we will notify you and the relevant authority within 3×24 hours at the latest.

## 9. Cookies and on-device storage

Stase uses only the cookies needed to keep you signed in and for security protection (CSRF). Your theme choice and some display preferences are stored on your device. **There are no advertising pixels or third-party analytics.** The app installed on your home screen stores the app's basic interface, not chat content, and this cache is cleared when you sign out.

## 10. Children

Stase is not intended for children. Users under 17 years of age cannot register. Users aged 17 years require permission from a parent or guardian and are placed on a waiting list.

## 11. Changes to this policy

If this policy changes materially, we will notify you through the app or by email and ask for your consent to the new version.