ReadySetCleared

Privacy policy

Effective November 1, 2026

ReadySetCleared is a tool that helps medical practices track pre-procedure clearances: requesting a clearance from a patient's doctor, following up, receiving the returned form, and recording whether the patient was cleared. This policy explains what information ReadySetCleared handles, why, and how it is protected.

Who this applies to

ReadySetCleared is used by staff of the medical practices that sign up for it (“the practice”). The practice decides which patients and clearances are tracked. For patient health information, the practice is the HIPAA covered entity and ReadySetCleared acts as its business associate under a signed Business Associate Agreement (BAA). We only use patient information to provide the service to that practice.

Information we handle

  • Staff accounts: name, work email, role and a password (stored only as a one-way hash).
  • Clearance records: patient name, date of birth, medical record number and phone number; the procedure, its date and facility; the clearing doctor's office; the clearance form and other documents; and what the form says (cleared or not cleared, plus any notes the doctor wrote).
  • Patient uploads: documents a patient uploads through a secure link the practice sends them.
  • Email from a connected mailbox (see the next section): messages and attachments that arrive in the practice's clearance mailbox.
  • Activity history: who did what and when (for example, who recorded a form as cleared), kept for accountability.

Gmail and Google user data

A practice can connect its clearance mailbox by signing in with Google and allowing ReadySetCleared to access Gmail. With that permission ReadySetCleared:

  • reads messages in the inbox received on or after a start date the practice chooses (by default, the day the mailbox is connected), optionally limited further by a search filter the practice sets;
  • copies each message's sender, subject, text and attachments into the practice's ReadySetCleared inbox, where staff match it to a patient or remove it;
  • adds a label (“GetCleared-Imported”) to each message it has read so it is read only once.

ReadySetCleared does not send email, delete email, or change messages other than adding that label. Older mail before the start date is not read. The practice can disconnect the mailbox at any time from the Inbox page, which also revokes ReadySetCleared's access at Google; access can also be removed in the Google account's security settings.

ReadySetCleared's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

  • Gmail data is used only to provide and improve the clearance-inbox feature the practice is using.
  • Gmail data is not sold, not used for advertising, and not used to build user profiles.
  • Gmail data is not used to train or improve artificial intelligence or machine learning models, ours or anyone else's.
  • No person reads Gmail data except practice staff using the service, or ReadySetCleared staff when the practice asks for help, when needed for security, or when required by law.
  • Gmail data is shared only with the service providers listed below, solely to run the service, and only as allowed by law.

How documents are read

Returned clearance forms are often faxes or scans. To help staff, ReadySetCleared reads the text of each document, either on our own servers or, if the practice turns it on, with an AI service (Anthropic's Claude) that we have a BAA with. The AI only suggests what the form says and which patient it is for; a staff member always confirms. Documents sent to the AI service are used only to produce that reading and are not used to train its models.

Service providers

  • Google Cloud hosts the application, database and document storage (encrypted, under a BAA).
  • Google (Gmail API) provides access to a mailbox the practice connects.
  • Anthropic reads documents when the practice turns AI reading on (under a BAA).

We do not sell information to anyone, and we do not use it for marketing.

How information is protected

  • All connections use HTTPS. Data and documents are encrypted at rest.
  • Only signed-in practice staff can see records; each practice sees only its own data.
  • The Google sign-in token for a connected mailbox is stored encrypted.
  • Patient upload links expire, require the patient's date of birth, and lock after repeated wrong attempts.
  • Actions on clearance records are logged.

How long information is kept

Clearance records and documents are kept for as long as the practice instructs under its agreement with us. When a practice stops using ReadySetCleared, its data is returned to it and then deleted from our systems and backups. Disconnecting a mailbox stops all further reading of it immediately.

Patients

If you are a patient, the practice that treats you controls your information in ReadySetCleared. To see, correct or ask questions about your records, contact the practice directly. We will help the practice respond.

Changes

If this policy changes, we will update this page and its effective date, and tell practices of significant changes.

Contact

Questions about privacy: hello@readysetcleared.com.