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Privacy Policy

Last updated: 9 February 2026

1. Who we are

Kodia is operated by MS2 Partners Sarl (CHE-240.674.424), Route de Lausanne 15, 1180 Rolle, Vaud, Switzerland ("Kodia", "we", "us").

Contact: contact@kodia.ch

This Privacy Policy explains how we process personal data in connection with the Kodia website and service. Kodia is a Swiss service and is primarily governed by Swiss data protection law (FADP / revDSG).

2. Language

If translated versions of this Privacy Policy are provided, the English version prevails in case of conflict.

3. Roles: your practice vs. Kodia

  • For account, billing, and service operation data, Kodia acts as the data controller.
  • For patient-related content you submit (e.g., clinical note inputs), your practice or billing service remains the controller, and Kodia processes that content as a processor solely to provide the service.

4. What we do not store (by default)

We are designed to minimize data storage by default:

  • We do not store the clinical note text you submit as input.
  • We do not store embeddings or vector representations derived from your input.
  • By default, your questions and chat conversations remain only on your device (in your browser's local storage). They are not transmitted to or stored on our servers unless you explicitly enable chat history sync (see Section 5a below).

5. What we may store

We may store:

  • Account data: email address, hashed password, name (optional), language preference, terms acceptance timestamp, marketing email preference, and consent preferences (including whether you have enabled chat history sync).
  • Practice and team data: practice/organization identifier, practice name, default canton (optional), team membership (roles, invitation status), and association between users and practices.
  • Provider data: provider display name, GLN/ZSR (if provided), and qualification/intrinsic-value information used to filter suggestions.
  • Chat history (opt-in only): if you enable chat history sync in Settings, your questions and AI responses may be stored on our servers. See Section 5a below.
  • Shared sessions: if you share a chat session, the conversation content and a share token are stored on our servers to enable public access via the share link. See Section 5b below.
  • Results data: suggested codes and/or ambulatory forfait outputs and related metadata (e.g., timestamps, selected provider).
  • Security & audit logs: login events, system audit logs, and technical metadata required to protect the service.
  • Billing data: Stripe customer identifiers, purchase history, and invoice/receipt identifiers.

5a. Chat history sync (optional, requires consent)

Kodia offers an optional chat history sync feature that allows you to access your conversation history across multiple devices. This feature is disabled by default and requires your explicit opt-in consent.

Default behavior (no consent)

  • Your questions and chat conversations are stored only in your browser's local storage on your device.
  • Nothing is transmitted to or stored on our servers beyond what is required to process your request and return a response.
  • If you clear your browser data or switch devices, your local chat history is lost.

If you enable chat history sync

  • You can enable this feature in the Settings section of the application.
  • Once enabled, your questions, AI responses, and related metadata (e.g., timestamps, referenced codes) will be stored on our servers in Switzerland.
  • This allows you to access your conversation history from any device where you are logged in.
  • We record the date and time you gave consent for audit purposes.

Revoking consent

  • You may revoke consent at any time via the Settings section.
  • When you revoke consent, all your stored chat sessions are immediately and permanently deleted from our servers.
  • Your local browser storage is not affected; you retain any data stored locally on your device.

Deleting chat history

  • Even with consent enabled, you may delete individual chat sessions or all chat history at any time.
  • Deleted data is permanently removed from our servers.

5b. Shared chat sessions

You may choose to share a chat session by generating a share link. When you do:

  • The conversation content (questions and AI responses) is stored on our servers and made accessible to anyone with the link, without authentication.
  • Shared sessions do not reveal your name, email, or account information to viewers.
  • You may revoke a share link at any time. Once revoked, the shared session is no longer publicly accessible.
  • Sharing a session is independent of the chat history sync feature; it does not require chat history sync to be enabled.

6. Why we process data

We process data to:

  • provide and operate the service (authentication, credit usage, results display and export);
  • secure the service (fraud prevention, abuse monitoring, audit trail);
  • provide customer support and respond to inquiries; and
  • manage billing, receipts, and accounting.

7. Where processing happens

The Kodia application and database are hosted in Switzerland. For coding suggestions and Chat mode queries, your input is processed by our AI sub-processor in the EU (input is not stored by the sub-processor).

Data stored in Switzerland includes: account data, suggested codes, audit logs, billing records, and (if you enable chat history sync) your chat conversations.

8. Service providers (subprocessors)

We use third-party providers to operate the service, including:

  • Infomaniak: application and database hosting in Switzerland
  • AWS (Amazon Web Services): AI inference for coding suggestions via AWS Bedrock
  • Stripe: payment processing and receipts/invoices
  • Resend: delivery of verification and transactional emails

Some providers may process limited personal data outside Switzerland depending on their infrastructure. Where cross-border disclosure occurs, we apply appropriate safeguards consistent with Swiss requirements.

9. Data retention

We keep data only as long as necessary for the purposes described above. Typical retention periods:

  • Account and practice data: retained until account deletion (unless retention is required by law).
  • Chat history (if consent given): retained until you delete it, revoke consent, or delete your account. When consent is revoked, all chat history is immediately and permanently deleted.
  • Security and audit logs: typically retained for up to 24 months, then deleted or anonymized.
  • Billing records: typically retained for 10 years to meet accounting and tax obligations.
  • Backups: typically retained for 30-90 days.

10. Your rights

You may request information about whether we process your personal data and request correction or deletion where applicable under Swiss law. To exercise your rights, contact us at contact@kodia.ch.

Self-service controls: You can manage certain data directly within the application:

  • Enable or disable chat history sync in Settings → Data
  • Delete individual chat sessions or all chat history
  • Revoke consent (which immediately deletes all stored chat data)
  • Revoke shared session links (which removes public access immediately)
  • Delete your account (which removes all associated data)

If you use Kodia through a practice or billing service, requests related to patient-related content may need to be handled via that organization as the controller.

11. Cookies and local storage

We do not use third-party advertising cookies. We use only essential technical storage where required for login/session and preferences (for example, language preference). We do not use analytics by default.

Local storage: By default, chat conversations are stored in your browser's local storage on your device. This data is not transmitted to our servers unless you enable chat history sync. Clearing your browser data will remove locally stored chat history.

12. Automated assistance

Kodia provides AI-assisted coding suggestions. Kodia does not make fully automated decisions with legal effects. Human review by the practice is required before billing.

13. Contact

MS2 Partners Sarl (CHE-240.674.424)
Route de Lausanne 15, 1180 Rolle, Vaud, Switzerland
Email: contact@kodia.ch