Healthcare privacy, HIPAA and GDPR at Menaela
Menaela is designed for medical confidentiality, with separate clinic databases, permission-based access and carefully bounded AI operations. We maintain a Business Associate Agreement with OpenAI for eligible services and a data-processing agreement with our hosting provider. Clinic data hosting is arranged for each deployment.
Last updated 18 October 2026
Medical information deserves deliberate safeguards. Menaela combines clinic-level data separation, server-enforced authorization and controlled AI operations with written security processes and contractual protections for relevant infrastructure and AI services.
Safeguards built into the platform
Clinic-level isolation
Each clinic has a separate PostgreSQL database. Verified account context determines which clinic's data an operation can access; cross-clinic access tests are part of our engineering validation.
Controlled access
Server-side permissions distinguish clinical, administrative and staff responsibilities. Account status and session revocation are checked when protected clinic requests are made. Passwords are securely hashed, and browser authentication uses protected cookies.
Protected clinical workflows
Patient files and clinical notes are accessed through authorization checks. Signed clinical notes retain version history; changes are recorded as amendments rather than silently replacing signed text.
Constrained AI operations
Menaela's AI uses defined application capabilities rather than unrestricted access to clinic databases. Patient-facing tools have narrower permissions than staff tools. Clinical decisions and final approval of AI-drafted medical notes remain with qualified professionals.
Logging and operational safeguards
Covered changes are recorded with actor and record context, while application error handling limits unnecessary disclosure of sensitive content. We maintain security risk assessment, written policies, incident-response procedures, backup processes and restore testing.
HIPAA and healthcare data
Menaela maintains a Business Associate Agreement with OpenAI for its eligible healthcare API services. AI requests are made through defined application tools and configured with store: false and background: false. Our application separates clinic data, validates access on the server, and preserves signed clinical-note versions.
We maintain documented risk assessments, security policies, incident-response procedures, backup processes and restore testing. Medical decisions remain with clinicians, and AI-generated medical notes are drafts until reviewed and signed.
How we support GDPR privacy principles
We handle healthcare information through defined clinic workflows, restricted access and documented arrangements with infrastructure providers.
Defined responsibilities
Clinics determine why their patients’ information is used and manage care-related records. Menaela processes clinic information to provide the services and operations authorized by each clinic.
Purpose-limited access
Clinic data is separated by database. The application verifies staff permissions and clinic membership before protected requests; patient files and clinical notes have additional access checks.
Data processing agreement
We have an executed GDPR Article 28 Data Processing Agreement with Contabo for the covered hosting subscription. The agreement provides for processing under documented instructions, confidentiality, security measures, subprocessors and assistance with data-subject requests and incidents.
Hosting and international transfers
Clinic data storage is arranged according to the country and hosting region selected for that deployment. Our hosting agreement includes provisions for cross-border processing and EU standard contractual clauses where applicable.
Records, accountability and response
Supported record changes are attributable to users or system actions, signed medical notes preserve their prior versions, and we maintain written security policies, risk assessments, incident-response processes, backups and restore testing. Patient requests to access or correct care records are handled in coordination with the responsible clinic.
Learn more in our privacy policy and data processing information.
Clear roles and accountable access
Patient-record requests are normally directed to the clinic responsible for the patient's care. Menaela provides the tools clinics use to manage their information and maintains procedures for responding to security incidents.
Learn more in our security overview, AI safety page, privacy policy and data processing information.
Questions about processing healthcare data?
Tell us where your clinic operates and what data you need to process. We can discuss available safeguards and the agreements needed for that deployment.
Contact us