Privacy Policy

Learned Machine (“we”, “our”, “us”) operates the Learned Writers medical writing automation platform (“Service”). This Privacy Policy explains how we collect, use, and protect personal information when you use our Service.

• Account information: name, email address, organisation name when you register.
• Usage data: pages visited, features used, job history, API call logs.
• Documents you upload: source documents processed by AI modules. These are stored securely and used solely to fulfil your requests.
• LLM credentials: API keys you provide for your own LLM providers. Keys are encrypted at rest using AES-256 and are never logged or transmitted to third parties.
• Contact enquiries: name, email, organisation, and message content when you submit the contact form.

• Providing, maintaining, and improving the Service
• Processing your AI generation requests
• Sending transactional emails (password reset, workspace invitations)
• Responding to your contact enquiries
• Monitoring platform health, security, and usage analytics

When you submit documents for AI processing, content is passed to the LLM provider you configure in your workspace (e.g. Anthropic, OpenAI). Your chosen provider's data processing terms apply. We do not share your documents with any AI provider other than the one you explicitly configure.

Generated outputs remain your intellectual property. We do not use your content to train AI models.

Account data is retained for the duration of your subscription plus 90 days after account closure. Uploaded source documents and generated outputs are retained for 12 months and can be deleted on request. Contact enquiries are retained for 24 months.

We implement industry-standard safeguards including TLS in transit, AES-256 encryption for sensitive fields, bcrypt password hashing, JWT authentication with rotating refresh tokens, and regular database backups. No transmission over the internet is 100% secure; we cannot guarantee absolute security.

We use the following sub-processors:

• Cloud infrastructure: servers hosted in your chosen region
• LLM providers: only those you configure in your workspace settings

We do not sell your personal data to any third party.

Depending on your jurisdiction, you may have the right to access, correct, delete, or export your personal data. To exercise any of these rights, contact us at lmgroup.org@gmail.com. We will respond within 30 days.

We use session cookies necessary for authentication. We do not use third-party tracking cookies or advertising cookies.

We may update this policy from time to time. Material changes will be communicated by email to registered users at least 14 days before taking effect.

Questions about this Privacy Policy? Email lmgroup.org@gmail.com.