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Privacy

Your paperwork stays yours.

Five things to know. Tap "The details" under any of them for the exact facts.

Last updated October 5, 2026
1

Locked on the way.

Everything between your browser and Ownward travels over an encrypted connection.

The details
  • Every page and request uses HTTPS (TLS).
  • Sign-in cookies are marked Secure and HttpOnly, so page scripts cannot read them and they never travel unencrypted.
2

Locked when it rests, with your practice's own key.

Before your plan is saved, it is scrambled with a key that belongs to your practice alone. A copy of our database is unreadable without it.

The details
  • Each practice gets its own 256-bit key. Data is encrypted with AES-256-GCM, and every value is tied to its practice and its place, so it cannot be moved into another practice and read there.
  • What is encrypted: your plan and its full history, insurer emails Ownward stores for you (sender, recipients, subject and body), case numbers and email excerpts Maya finds, and your Google connection.
  • Practice keys are themselves locked with a master key kept in our hosting provider's secret settings, never in the database. Our hosting and database providers also encrypt their disks.
  • This protects copies of the database: a backup, a dump, or someone who can only read it.
3

Choose what you store.

Ownward stores your credentialing plan and the documents you choose to upload. You control when a file is sent for AI analysis.

The details
  • We store document references, dates, statuses and notes, plus encrypted copies of uploaded credentialing documents and their analysis findings.
  • Keep patient information and passwords out of Ownward. Uploaded credentialing forms may contain professional, tax or financial identifiers; avoid copying those identifiers into labels, notes or questions.
  • Ownward is a planner for credentialing paperwork, not a medical record. It is not a HIPAA-covered system for patient information.
4

Only your team sees your practice.

Every practice is walled off from every other. When Maya answers a question live, names and numbers are swapped for placeholders before anything leaves.

The details
  • The database refuses to return one practice's rows to another practice's session, and only people you invite join your practice.
  • Our server reads your plan while it works for you, for example to save a change or answer Maya. It does not sell or share it, and it does not use it to train AI.
  • When you choose document analysis and consent, Ownward sends the entire selected file and limited comparison facts (clinician name, practice name, license type and state) to OpenAI. A file may contain tax, license or policy identifiers. Findings are encrypted and shared with your practice members. Analysis assists your review; a person records verification. Uploaded originals are encrypted with the practice key. Deleted versions are removed from storage after 30 days.
  • Maya's live answers use OpenAI. Ownward sends your question and a summary of your plan's progress, with names, emails, phone numbers, addresses, dates and ID numbers replaced by placeholders first. We ask OpenAI not to keep the conversation; its own policies cover any short abuse-monitoring logs.
  • Maya can suggest changes. Nothing changes until you press the button yourself.
5

Take it with you, or delete it.

An owner can download everything at any time. Delete your practice and it leaves the app at once, then is erased for good.

The details
  • Export gives the owner a file with your plan, your team and your practice's activity log.
  • When you delete a practice, nobody can open it from that moment. Its data and its key are erased 30 days later.
  • Our database provider keeps daily backups for 7 days, so erased data is gone from every backup within 7 days after that. There is no undo once you confirm.

What encryption does not do

  • It protects copies of our database. It does not stop someone who could change the live database or run our service from reading data through it. Access controls protect the live service.
  • Our server must read your plan while it works for you, so this is not end-to-end encryption.
  • A few things stay readable so you can sign in and work together: your email and name, your practice's name, team membership and activity types.

Who helps us run Ownward

RailwayRuns our servers and holds the master key in its secret settings.
SupabaseOur database and sign-in. Stores your encrypted plan.
Cloudflare R2Stores encrypted uploaded documents and a separate record of deletion requests.
ResendSends sign-in codes and team invitations. When mail forwarding is turned on, it also receives insurer emails you forward to your practice address.
GoogleOnly if you connect it: reads the Gmail label you choose, checks your calendar for free time, and adds work blocks when you allow it.
OpenAIMaya’s live answers use masked context. Consented document analysis sends the selected original file and limited comparison facts.

Questions, or want something removed? Write to privacy@ownward.health. See also our Terms.