1. Scope
This Privacy Policy applies to public websites, MARCUS application workspaces, account registration and authentication, document ingestion, indexing, retrieval, generated outputs, customer support, sales, security communications, billing, and administrative interactions.
This Privacy Policy does not apply to third-party websites or services we do not control, customer-side systems that are not part of MARCUS, or PHI processing covered by a signed Business Associate Agreement to the extent the BAA governs.
2. Information We Collect
We may collect account and organization information, institutional content, queries, retrieved passages, generated outputs, citations, index artifacts, usage logs, security logs, device information, billing metadata, and communications you provide to us.
To operate retrieval, MARCUS may create chunks, metadata, embeddings, vectors, source references, and related artifacts. These artifacts may contain excerpts or derived representations of institutional content.
Do not include PHI in support, sales, billing, BAA/DPA requests, or security reports unless the channel and customer agreement have been approved for PHI.
3. How We Use Information
- Provide, operate, and maintain MARCUS.
- Authenticate users and manage sessions.
- Administer organizations, workspaces, roles, and permissions.
- Ingest, index, retrieve, cite, and synthesize customer-approved source content.
- Generate responses to user queries.
- Provide support and respond to requests.
- Improve reliability, retrieval quality, security, and performance.
- Detect, prevent, and investigate fraud, abuse, security incidents, and unauthorized access.
- Enforce our Terms of Service, Acceptable Use Policy, contracts, and legal rights.
- Process billing and comply with law, legal process, and regulatory obligations.
We do not sell customer data, use customer documents for advertising, or train general-purpose AI models on customer content unless the customer separately agrees in writing.
4. AI Providers and Model Routing
MARCUS may use third-party AI providers, infrastructure providers, and related subprocessors for model inference, embeddings, search, storage, hosting, monitoring, and security operations.
Where AI providers are used, prompts, retrieved passages, outputs, embeddings, metadata, and related data may be transmitted to those providers depending on deployment and feature configuration.
PHI-enabled model routing is not available in public demos, trial workspaces, or uncontracted deployments. PHI-enabled routing requires a signed BAA and an approved vendor/subprocessor configuration.
5. How We Disclose Information
- To customer administrators who control the organization workspace.
- To service providers and subprocessors that help us provide, secure, monitor, support, or bill for MARCUS.
- For legal and safety purposes when required by law or to protect rights, safety, security, or service integrity.
- In connection with a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, subject to appropriate protections.
- With consent or at the direction of you or your organization.
6. Healthcare Data and PHI
MARCUS is PHI-off by default. Public demos, trials, and uncontracted workspaces are not approved for PHI.
- Your organization must execute a Business Associate Agreement with us.
- Your workspace must be approved for PHI-enabled use.
- The deployment must use approved PHI-capable subprocessors and configuration.
- Your organization must authorize you to submit the information.
- The information must be limited to the minimum necessary for the approved purpose.
If we discover PHI in a workspace not approved for PHI, we may suspend processing, notify the customer administrator, delete the data, disable the workspace, or take other steps required by law, contract, or security policy.
7. Security
We use administrative, technical, and organizational safeguards designed to protect information. These may include encryption in transit, encryption at rest where supported, access controls, audit logging, secure session handling, workspace isolation, least-privilege internal access, monitoring, and incident response procedures. No method of transmission or storage is perfectly secure.
8. Retention
We retain information for as long as needed to provide MARCUS, maintain security, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business purposes. Retention varies by data type, workspace configuration, and customer agreement.
| Data type | Default retention posture |
|---|---|
| Account data | Retained while account or customer relationship is active, plus legally required periods |
| Institutional content | Retained according to workspace configuration and customer agreement |
| Index artifacts | Retained while related documents remain active unless otherwise agreed |
| Session history | Retained according to workspace settings and agreement |
| Audit/security logs | Retained according to applicable agreement, law, and security needs |
| Billing data | Retained as required for accounting, tax, and legal purposes |
| Support communications | Retained as needed to provide support and maintain records |
9. Your Choices and Rights
Depending on your location and applicable law, you may have rights to access, correct, delete, export, restrict, or object to certain processing of personal information.
If you use MARCUS through an organization, direct workspace-related requests to your organization administrator. For direct requests to surgicAI, contact privacy@surgic.ai.
10. Children, Changes, and Contact
MARCUS is intended for adults and authorized institutional users. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13.
We may update this Privacy Policy from time to time. If we make material changes, we will provide notice by posting the updated policy, updating the effective date, or using another appropriate method.