How RadPro AI Handles Patient Information

RadPro AI is a writing assistant for radiologists. A radiologist pastes or dictates their findings for an imaging study, and RadPro AI drafts a structured report and an impression from them and lists possible inconsistencies to check. As optional reference material, it can also list differential considerations, with the findings for and against each, or gather published sources, for the radiologist to weigh. The radiologist reads, decides, edits and signs every report.

RadPro AI does not interpret images of the patient and does not make the diagnosis. It sends nothing to the patient's chart by itself: the radiologist copies the finished text into the hospital's or clinic's reporting system.

RadPro AI is run by Radiology Pro AI Corp., an Ontario company. It works on behalf of the hospital or clinic the radiologist reports for, which remains responsible for the patient's information under Ontario's Personal Health Information Protection Act (PHIPA).

The text of the report being written: the findings, the reason for the exam, comparison studies, and anything else the radiologist types or pastes. This text can contain the patient's name, dates, record numbers and health details.

A radiologist can also upload a screenshot or photo of a text document (for example a typed report, a requisition or a technologist worksheet) for RadPro AI to transcribe. RadPro AI is not intended to receive or analyze medical images; if a picture of the patient's anatomy is uploaded, no text is taken from it.

Storage: saved reports are kept, encrypted, in the radiologist's account on Amazon Web Services servers in Montreal, Canada, until the radiologist deletes them or the account is closed. Until it is deleted on or before November 21, 2026, an encrypted copy of the data as of October 22, 2026 stays with our previous host in Toronto, Canada, as a fallback for that move; nothing new is added to it.

Processing: the AI steps run on Amazon Web Services in the United States, under a health data agreement with Amazon (a HIPAA Business Associate Addendum). Before the text goes there, RadPro AI looks for common identifiers (such as names, dates of birth, health card and record numbers, addresses and phone numbers), replaces each one it finds with a random code, and puts the real values back into the draft when it returns. Finding identifiers is automatic and can miss one, so the radiologist reviews what was found; an item the radiologist marks as not an identifier is sent as written. An uploaded document image is sent as it is, because identifiers in a picture cannot be replaced. RadPro AI keeps no copy there after the answer comes back.

Reference features that search the web: the two optional reference features (differential considerations and a literature review) run only when RadPro AI's server finds no identifier at all in the text. They search Amazon's own index of web pages, not the open internet, and they run on Amazon Web Services in the United States.

Screening for misuse: text in which no identifier is found may also be checked, in Canada, by an Amazon Web Services service that looks for attempts to trick the AI into misbehaving.

What RadPro AI does not do: it does not use reports to train AI models, and it does not use them to test or evaluate its product without the hospital's or clinic's written authorization. It does not sell reports, use them for advertising or share them with other customers.

Who can see a report: only the radiologist who wrote it. RadPro AI's own administrators see only technical details about a report (whether it finished, how long it took, which steps ran), never its text. A RadPro AI staff member reads a report only when the radiologist sends it for help with a problem, or when the hospital or clinic asks in writing during an incident, and each such access is recorded.

Signing in: every account has a password. Paid accounts and staff accounts also use a second step (a six-digit code from an authenticator app), checked by RadPro AI's server for each sign-in. After 5 wrong passwords in a row, password sign-in is locked for 30 minutes and the account owner is emailed.

Shared reading-room computers: a radiologist can set RadPro AI to sign out after 15, 30 or 60 minutes without use (24 hours otherwise), and every session ends after 24 hours however active it is. Signing out clears the page and, where the browser allows it, the clipboard.

Encryption: connections to RadPro AI use TLS 1.2 or 1.3. Report text is encrypted again, field by field, inside the database, in addition to the encryption of the database and its backups.

Records of activity: RadPro AI keeps a log of sign-ins and report actions (opening, processing, exporting, deleting). Each entry is linked to the one before it, so a later change to the log can be detected, and a copy is kept in separate storage in Canada for six years.

Deleting: when a radiologist deletes a report, it is removed from the live database at once. Encrypted backups, kept to recover from failures, expire within 35 days.

If something goes wrong: if patient information that RadPro AI handles is lost, stolen, or seen or used by someone who should not have it, RadPro AI tells the hospital or clinic at the first reasonable opportunity, so it can tell the patients affected and the Information and Privacy Commissioner of Ontario as the law requires.

Some radiologists use a small Windows program, RadPro Hub, to move report text between their dictation system and RadPro AI on the same computer. It runs from a folder, installs nothing, and keeps nothing on the computer outside that folder. It empties the clipboard about 20 seconds after it puts report text there, and marks that text so Windows does not keep it in clipboard history or send it to Microsoft's cloud clipboard. It keeps a local log of transfers with counts and times, never report text. Its only internet connections are to RadPro AI's own servers and to check for signed updates.

RadPro Hub can show RadPro AI in its own window. Closing that window hides it but does not sign out, so on a computer whose Windows account is shared, the radiologist should use Sign out of RadPro Hub or exit the Hub when leaving.

Patients: please contact the hospital or clinic that did your imaging. Hospitals, clinics and radiologists: contact RadPro AI at privacy@radpro.ai. A PHIPA agent agreement, a privacy impact assessment summary and a security summary are available for a hospital's or clinic's review.