ICD-10-CM Coding Assistant — Privacy Policy

Effective October 11, 2026. Published by VLR Software LLC.

Clinical notes stay on your device. Where available in your app version, anonymous product feedback and anonymous usage counts help us improve the app. We use analytics software for these features, as described below.

Clinical notes and code suggestions

Text entered for analysis is processed on your device. Clinical note text, extracted findings and code suggestions are not sent to our analytics software or stored in our feedback database. Clinical note text is not saved, logged or synchronized by the app. There is no clinical-note history feature. Search and analysis work offline.

Anonymous product feedback

You can choose to send selected answers about the app's usefulness, improvements you would value, or why you are staying on the Free plan. A submission includes your selected answers, whether you used the Settings or Free-plan feedback screen, your Free or Premium plan, and the app version.

This survey has no free-text field and does not include your name, email address, account or device identifier, clinical note, extracted findings, code suggestions or code selections. Answers are sent only when you tap Send feedback. You can use the app without responding. Feedback is voluntary and separate from usage counts.

Anonymous usage counts

Starting with version 1.3 build 20, anonymous usage counts are collected automatically, with no Settings switch. Earlier builds used optional usage sharing. The app sends counts of completed analysis runs, analyses that consume the Free allowance, encounters with analysis and Favorites limits, Premium screens opened directly from Settings or Analyze, and interest in Premium folders and batch saving, together with the app version. It also sends a 0, 1, 2 or 3 usage bucket for a completed, observed seven-day Free allowance period. Samples and short diagnosis lookups do not count toward allowance use. Periods that started before observation began, incomplete periods spanning Premium access and unobserved idle weeks are not backfilled. These are approximate action and device-period counts, not individual usage histories, purchase records or unique-user measurements.

No clinical content, search terms, code selections, contact details or account/device identifiers are included. Counts wait briefly in memory before sending; the app also attempts to send pending counts when entering the background. There is no stored event queue or automatic retry history. Only the local observation start date and bounded allowance-period date/count/completeness metadata are saved on your device to avoid repeated or partial summaries. Those dates and metadata are not transmitted.

Automatic usage counts do not change app features or subscription prices. You can choose not to answer feedback questions. Analysis and code search remain available offline.

Analytics software and service providers

We use analytics software to receive selected feedback and anonymous usage counts and combine them into weekly totals for product improvement. Our aggregate database contains no individual response records, exact submission times, IP addresses, names or user/device identifiers. We do not try to link these totals to you or combine them with identifying datasets.

The service providers operating our analytics software process IP addresses and network metadata to deliver requests and protect the service. This network processing is separate from our weekly aggregate database. Operational and security information may be retained under the providers' applicable privacy practices and legal obligations. We do not derive your location from IP addresses or include IP addresses in feedback or usage-count records. Application request and payload logging is disabled.

We do not use feedback or usage counts for advertising, cross-app tracking, personalized marketing or individual decisions. The app has no advertising or analytics SDKs, and we do not sell these submissions.

Retention and your choices

Weekly aggregate buckets are removed 90 days after the start of their week, with up to one additional day for scheduled cleanup. Database recovery copies can retain earlier aggregate states for up to seven additional days under the current service configuration. Provider operational/security retention is separate from this aggregate schedule.

Because received totals have no identifying record, we cannot isolate your contribution for individual access or deletion. You can choose not to submit feedback. Build 20 does not offer a control to disable automatic usage counts.

Favorites and iCloud

Favorites, folders and personal reference notes you explicitly save are stored on your device. When sync is available and enabled, eligible saved reference material synchronizes through your private Apple iCloud account using CloudKit. It is not sent to our analytics software. Clinical notes entered for analysis and analysis results are not synchronized. Do not put patient-identifying information in saved reference notes or support messages.

Purchases and support

Apple processes subscriptions and payment information. We do not receive your payment-card or bank-account details. The app uses StoreKit to verify subscription access.

Support, feature-request and analysis-issue emails are separate from the anonymous survey. If you choose to send an email, we receive your sender address, message and any attachments you provide. A support draft may include non-clinical app/build/device details. Do not include patient information. We use support communications to respond and troubleshoot, and retain them only as reasonably necessary for support, security and applicable legal obligations.

Security, international processing and rights

Submissions use encrypted HTTPS. Service providers may process them where they operate, including outside your country. No security method guarantees absolute protection. Where applicable law provides rights over personal information you send directly to us, contact us to request access, correction or deletion.

Children and policy changes

The app is a professional reference and decision-support tool and is not directed to children. We may update this policy as the app or our practices change, post a revised effective date and provide additional notice when appropriate.

Contact

VLR Software LLC

support@vlrsoftware.com

https://www.vlrsoftware.com