Privacy Policy

Last updated: April 28, 2026

Aligner PowerTools ("the Extension") is a Chrome browser extension that adds efficiency tools to aligner treatment planning software. This privacy policy explains what data the Extension collects, how it is used, and your rights.

Data We Collect

• Email address — collected during license activation to associate your subscription and send your license key.
• License key — stored locally on your device and validated periodically with our server.
• Usage analytics — we collect anonymous session data including: time spent per case, number of comment lines written, which tool buttons were used, and session timestamps. This data is associated with your license key, not your personal identity.
• Case identifiers — case IDs and patient IDs from the treatment planning URL are recorded with session analytics to help you track your own usage in the Stats tab. We do not access or store any patient health information, treatment plans, or clinical data.
• Device identifier — a randomly generated device ID is stored locally to manage the multi-device limit (up to 3 devices per license).
• Voice audio — when you actively press and hold the Voice hotkey or click the microphone button, the Extension captures audio from your microphone and streams it to our server for transcription. Audio is processed in real time and is not retained as audio after transcription completes.
• Voice transcripts and inserted output — the textual transcript produced from your voice audio (and the lines that ultimately landed in your comment box) are stored on our server, associated with your license key, so we can debug parser misses and improve the templates over time. Transcripts contain whatever you dictated — it is your responsibility to avoid dictating patient identifying information.
• Voice quality and cost metrics — for each dictation, we record the segment count, match rate, audio duration, language-model token counts, and HTTP status codes so we can monitor reliability and cost.

Microphone Access

The microphone is only activated when you explicitly engage voice input — either by pressing and holding the configured Voice hotkey or by clicking the microphone icon in the toolbar. The microphone is never accessed in the background, never accessed when you are not interacting with the Extension, and is never accessed when voice has not been enabled for your license. You can revoke microphone access at any time from your browser's site settings, and you can decline voice consent the first time the feature is offered, in which case voice features stay off and no audio is ever captured.

Data We Do NOT Collect

• Patient names, health records, or treatment plan details (we do not parse the page to extract these)
• Browsing history outside of the treatment planning site
• Passwords or authentication credentials
• Financial or payment information (payments are processed by Stripe)
• Location data
• Background or always-on microphone audio

How We Use Your Data

• To validate your license and manage your subscription
• To provide usage statistics in the Stats tab within the Extension
• To transcribe and canonicalize voice dictation into clinical comment text
• To monitor and improve voice transcription quality and reduce parser misses
• To monitor language-model and transcription cost on a per-license-key basis
• To improve the Extension based on aggregate usage patterns
• To send you your license key and important account communications

Data Storage & Sync

User preferences (button order, keyboard shortcuts, custom templates, and settings) are stored using Chrome's built-in sync storage, which automatically syncs across your devices when you are signed into Chrome. License keys and device identifiers are stored locally on each device.

Session analytics, voice transcripts, and inserted text are transmitted to our server over HTTPS and stored in a secure database hosted on Railway.

Third-Party Services

• Stripe — for payment processing (when applicable)
• Resend — for sending license key emails
• Railway — for server hosting and database
• Deepgram — for streaming speech-to-text transcription. Audio you dictate is sent to Deepgram for the duration of the recording and is not retained by Deepgram after the response. See Deepgram's privacy policy.
• Anthropic — for language-model canonicalization of dictated text into clinical templates (Claude Haiku). Only the text transcript (not audio) is sent. See Anthropic's privacy policy.

We do not sell, rent, or share your personal data with any third parties for marketing or advertising purposes.

Voice Consent

The first time you trigger a voice action, the Extension presents a consent dialog explaining that audio will be sent to a third-party transcription service. You must explicitly grant consent for any audio to leave your device. If you decline, voice features remain disabled and the microphone is never accessed. You can revoke consent at any time by reverting your "voice consent" preference in the Extension's Setup panel.

Data Retention

Session analytics, voice transcripts, and inserted text are retained for the duration of your active subscription. If you cancel your subscription, your data will be deleted within 90 days of cancellation. You may request deletion of your data at any time by contacting us. Voice audio itself is never retained server-side after transcription completes — only the resulting transcript and the text that landed in your comment box are stored.

Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting us at the email address below.

Contact

If you have questions about this privacy policy, please contact us by replying to any email from Aligner PowerTools, or reach out to the developer directly.