Privacy Policy
Effective Date: March 9, 2026 · Last Updated: March 9, 2026
This Privacy Policy explains how Tray IQ ("we," "us," or "our") collects, uses, shares, and protects information about you when you use our services — including the Tray IQ medical tray temperature monitoring platform, the AI Vision Scanner, and all associated tools available at tray-iq.com. By using our services, you agree to the practices described here.
1. Who We Are
Tray IQ is a medical technology company providing software solutions for surgical instrument tracking, sterilization verification, temperature monitoring, and medical tray management. Our platform helps sterile processing departments, surgical teams, and medical device representatives ensure compliance and patient safety through AI-assisted scanning and real-time IoT monitoring.
Business Contact:
Tray IQ
Email: [email protected]
Website: tray-iq.com
3. How We Use Your Information
We use the information we collect to:
- Provide and operate the service: Authenticate your account, process AI scans, generate compliance reports, and operate all platform features
- Process payments: Manage your subscription billing through Stripe
- Maintain audit trails: Create tamper-evident records of sterilization cycles, scan events, and tray activity for regulatory compliance purposes
- Send alerts and notifications: Temperature excursion alerts, sensor offline notifications, and subscription-related emails
- Support you: Respond to questions, bug reports, and account requests
- Improve the platform: Analyze aggregate, de-identified usage patterns to fix problems and build new features
- Maintain security: Detect and prevent unauthorized access, fraud, and abuse
- Comply with law: Respond to lawful requests and maintain records as required by applicable regulations
We do not sell your personal information. We do not use your data for advertising. We do not use your scan images or catalog data to train AI models — your images are sent to Anthropic's API solely to generate the scan result returned to you.
4. HIPAA and Medical Data
Important HIPAA Notice: Tray IQ is a software tool for tracking surgical instruments, trays, and sterilization processes. The platform is intentionally designed to operate without requiring the entry of Protected Health Information (PHI) as defined by HIPAA.
Our platform tracks instruments and equipment — not patient identities or medical records. Tray identification numbers, sterilization cycle logs, and instrument scan records do not inherently constitute PHI. However:
- If your organization configures the system in a way that links tray or scan data to specific patients (e.g., using patient identifiers as tray labels), those records may become PHI under HIPAA.
- We strongly recommend against entering patient names, medical record numbers, date of birth, or any other patient identifiers into the platform.
- Enterprise healthcare customers who require a Business Associate Agreement (BAA) should contact us at [email protected] before use.
4.1 Security Safeguards Relevant to Healthcare
- All data is transmitted over TLS-encrypted connections (HTTPS)
- Role-based access control prevents unauthorized access to organization data
- Passwords are stored as one-way cryptographic hashes
- Audit trails are designed to be tamper-evident with optional blockchain verification
- Sensitive data can be archived with encryption at rest
5. How We Share Your Information
5.1 Third-Party Service Providers
We share data with trusted providers who help us operate the platform. All are contractually bound to protect your data and use it only for the specified service:
- Stripe — Payment processing and subscription management
- Anthropic (Claude AI) — AI vision analysis for instrument identification. Tray scan images are sent to Anthropic's API to generate identification results. Anthropic's use of API data is governed by their Privacy Policy and API terms, which prohibit using API data to train models.
- Neon / PostgreSQL — Cloud database hosting for your account and scan data
- HiveMQ — MQTT cloud service for real-time IoT sensor data transmission
- XRP Ledger (XRPL) — Public blockchain for immutable event log verification. Only cryptographic hashes are recorded on-chain; no personal data or PHI is written to the blockchain.
- Twilio — SMS alert delivery for temperature and sensor notifications
5.2 Within Your Organization
- Hospital Enterprise accounts: Your scan activity, instrument catalog entries, and procedure lists are visible to all members of your hospital organization. Your name and email are visible to organization admins.
- OEM Enterprise accounts: Your catalog and scan data are isolated to your individual account. Organization admins may see aggregate activity metrics but not your individual scan records without explicit access.
5.3 Cross-Organization Tray Sharing
When an authorized admin uses the tray-sharing feature to share a tray with a partner organization, the tray's name and configuration data are made available to that organization. No personal account details (email, payment info) are shared in this process. Shares are revocable at any time by an admin.
5.4 Legal Requirements
We may disclose your information when required by law, court order, or valid governmental authority, or when we have a good-faith belief that disclosure is reasonably necessary to protect the rights, property, or safety of Tray IQ, our users, or the public.
5.5 Business Transfers
If Tray IQ is involved in a merger, acquisition, asset sale, or other business transition, your information may be transferred as part of that transaction. We will provide notice via email and/or a prominent notice on our platform at least 14 days before any such transfer takes effect, and you will have the opportunity to close your account if you do not wish to proceed.
5.6 What We Do Not Do
- We do not sell your personal information to data brokers, advertisers, or any third party
- We do not share your data for third-party marketing or advertising purposes
- We do not use your scan images, catalog data, or audit logs to train AI or machine learning models
6. Data Security
We implement the following technical and organizational measures to protect your data:
- Encryption in transit: All data between your browser and our servers is encrypted using TLS (HTTPS)
- Password hashing: Passwords are hashed using scrypt and are never stored or transmitted in plain text
- Token-based authentication: Sessions use signed tokens scoped to your account with no sensitive data in the token payload
- Role-based access control: Users can only access data their account is authorized to view; hospital and OEM data is strictly separated
- Tamper-evident audit trails: Sterilization and scan records are designed to be immutable, with optional blockchain verification
- Data scoping: Hospital organizations use shared data scopes; OEM accounts use per-user isolated scopes — neither can access the other's data
No system can guarantee absolute security. If you believe your account has been compromised or you discover a security vulnerability, please contact us immediately at [email protected] with the subject line "URGENT: Security."
In the event of a data breach affecting your personal information, we will notify affected users within 72 hours of becoming aware of the breach, consistent with applicable law.
7. Data Retention
We retain your data as long as your account is active or as needed to fulfill the purposes described in this policy. Specific retention periods:
- Account information: Retained while your account is active, plus up to 90 days after deletion for recovery purposes
- Scan audit trails and sterilization records: Retained for a minimum of 7 years to support regulatory and compliance requirements applicable to medical equipment and sterilization processes
- Temperature monitoring data: Retained for the duration of your subscription; data older than 6 months is compressed and archived
- Scan images (tray photos): Retained while your account is active; deleted within 30 days of account deletion upon written request
- Payment records: Retained for 7 years as required by financial record-keeping regulations
- Blockchain records (XRPL): Cryptographic hashes recorded on the public XRPL blockchain are permanent by the nature of blockchain technology and cannot be deleted
To request early deletion of your personal data, email [email protected]. Note that mandatory retention requirements (e.g., sterilization audit logs) may prevent immediate deletion of certain records.
8. Cookies and Tracking
8.1 Essential Browser Storage
We use browser localStorage — not traditional cookies — to operate the platform:
- Authentication tokens: Stored as
authToken or scannerToken in localStorage to keep you signed in. These contain your account ID, name, subscription status, and org role — no sensitive personal data or payment information.
- UI preferences: Display settings, tab selections, and other non-personal preferences
8.2 What We Do Not Use
- Third-party advertising or targeting cookies
- Cross-site tracking cookies or tracking pixels
- Social media tracking integrations
- Google Analytics or similar behavioral analytics
8.3 Clearing Your Data
You can clear localStorage through your browser settings at any time. Doing so will sign you out of the platform. No data is permanently lost as your account data is stored on our servers.
9. Your Rights
9.1 Rights for All Users
Regardless of your location, you may request:
- Access: A copy of the personal data we hold about you
- Correction: Updates to inaccurate or incomplete data
- Deletion: Removal of your personal data (subject to mandatory retention requirements)
- Portability: An export of your data in a structured, machine-readable format
9.2 California Residents (CCPA / CPRA)
California residents have the right to:
- Know what personal information we collect, use, disclose, and share
- Opt out of the sale or sharing of personal information (we do not sell personal information)
- Limit the use of sensitive personal information
- Correct inaccurate personal information
- Delete personal information
- Non-discrimination for exercising any of these rights
9.3 EEA, UK, and Swiss Residents (GDPR)
If you are located in the European Economic Area, United Kingdom, or Switzerland, you additionally have the right to:
- Object to processing of your personal data based on legitimate interests
- Request restriction of processing
- Lodge a complaint with your local data protection authority (DPA)
Our lawful basis for processing your data is primarily: (a) performance of a contract — to provide the services you subscribed to; and (b) legitimate interests — to maintain platform security, prevent fraud, and improve the service.
9.4 How to Exercise Your Rights
Email [email protected] with the subject line "Privacy Request". Please include your account email address. We will respond within 30 days. We may ask you to verify your identity before fulfilling a request.
10. Children's Privacy
Our platform is designed for use by healthcare professionals and enterprise business users. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has created an account with us, please contact [email protected] and we will delete the account promptly.
11. International Data Transfers
Tray IQ is based in the United States. If you access our platform from outside the United States, your information will be transferred to, stored, and processed in the United States where our servers and service providers operate. By using our services, you acknowledge this transfer.
For users in the EEA or UK, we rely on standard contractual clauses or other appropriate safeguards to ensure your data receives an adequate level of protection in compliance with GDPR requirements.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the services we offer, or applicable law. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Send an email notification to all active users at least 14 days before changes take effect
- Display a notice within the platform
Your continued use of the platform after changes take effect constitutes your acceptance of the updated policy. If you do not agree, you may discontinue use and request account deletion.