Oncera Privacy Policy

1. The short version

Everything Oncera knows about you, you told it. Oncera does not receive information from your doctor, your hospital, your pharmacy, a wearable, or anyone else.

We use your information to run Oncera for you: to choose your daily actions, show you your own patterns, send you the messages you asked for, and help you get ready for appointments. We do not use it for anything else without asking you first.

No one reviews what you record. No one at Oncera reads your check ins as part of your care, and no clinician is notified when you log something. Nothing leaves Oncera unless you send it.

We do not sell your information, we do not share it for advertising, and we do not give it to any employer, hospital, or other organization that offered you access.

Your information is stored in the United States.

You can download everything we hold about you, correct it, turn messages on and off, and delete your account, all from Settings.

2. Who we are

Oncera Health LLC is responsible for your information. In the language of European law, we are the controller. In Indian law, we are the data fiduciary.

Oncera Health LLC
13492 N Hwy 183 #120-191
Austin, TX 78750
United States
hello@oncerahealth.com

Oncera is not a hospital, clinic, doctor's office, or health plan. Oncera Health LLC is HIPAA compliant, and we apply the safeguards of the HIPAA Privacy and Security Rules to the health information you give us, alongside the protections in this policy, in our Consumer Health Data Privacy Policy, and in the laws that apply to you.

3. How Oncera works

Oncera uses automated systems to choose which actions and information to show you, based on the answers you give. A person does not review your answers before your plan is created. Oncera does not diagnose, does not decide what care you receive, and does not replace a doctor.

Some of these systems use machine learning, for example to notice patterns in what you have logged over time. They only decide whether and when to show you a message that a person wrote and reviewed in advance. They never write the words you read. Wherever your plan, your insights, your weekly theme, or your Doctor Prep page has been chosen from your answers, Oncera says so on that screen.

None of this produces a decision with legal effects on you, or anything close to that. It chooses which supportive wellbeing actions and which pre written information to show you, and nothing else.

4. What we collect

All of it comes from you: what you type, what you select, and how you use Oncera. Here is the full list.

Your account. Your first name, email address, password (stored in a form we cannot read), phone number if you give one, year of birth, country, and state if you are in the United States. If you signed up with a code, which program the code belongs to. Your time zone and any other preferences you set in Settings.

Your questionnaire answers. When you start, Oncera asks you a set of questions about your habits, routines, sleep, food and drink, alcohol and nicotine, physical activity, emotional wellbeing, treatment history, hormone therapy, medicines, symptoms, and health measurements you choose to share, such as weight, blood pressure, or results your doctor has given you. Some questions are about intimacy and how you have been feeling. You can skip any question. A skipped question is recorded as no answer, not as a low answer.

Your daily check ins. Each day you can rate your sleep, energy, mood, and pain, and log symptoms from Oncera's list. Each entry is saved with its date.

Your plan and what you did with it. The actions Oncera chose for you, the ones you marked done, your weekly theme, and how often you used Oncera.

Your medicines. The medicines you list in the medicine tracker, exactly as you type them, the schedule you set, the doses you mark as taken, and any reminder times and reminder channel you choose.

Your notes and questions. Anything you write in your own words, including the questions you prepare for your care team.

Your Doctor Prep pages. Each Doctor Prep page you create, and any share links you make for it.

What Oncera works out from your answers. Your Oncera Health Index and the value for each area of daily living, calculated by a fixed rule from your answers. Internal tags that describe what you reported, for example that you reported poor sleep most nights, which Oncera uses to pick suitable actions and leave out unsuitable ones. Patterns Oncera has noticed in what you logged. All of these describe what you told us. None of them is a diagnosis, a risk level, or a judgment about your health.

Safety messages. Which safety message Oncera showed you, when, what you had logged that led to it, and when you acknowledged it.

Your agreements. Each time you tick or untick a box, flip a switch in Settings, reply STOP or START to a text, or click an unsubscribe link, we record which agreement it was, your answer, the date and time, the version of the wording you saw, and the language it was in.

Messages we sent you. Each email, text message, and notification we sent: the channel, which template, and when. Never anything about your health, because our messages never contain any.

Downloads and deletion. The date and time of each time you download your data, and of any request to delete your account.

Support. Anything you send us at hello@oncerahealth.com, so that we can reply.

Technical information. When you use Oncera, our servers record your device type, browser, IP address, the pages you open, and when. We use this to keep Oncera secure and working. We use cookies that are needed to keep you signed in and to protect Oncera from attacks. We do not use advertising cookies, and we do not collect your precise location.

Research. If you are part of a research study, Oncera also records that you are in the study group, and asks you one optional question about race or ethnicity, which you can decline. The study consent form you signed explains how that is used.

5. What we use it for, and why we are allowed to

The law requires us to say what each piece of information is for and what allows us to use it. Here it is, purpose by purpose.

To run your account. We use your name, email, password, phone number, year of birth, country, and state to create your account, sign you in, confirm that you are 18 or older, know which laws and notices apply to you, and send you the account messages you need, such as a password reset. We are allowed to do this because we need it to provide Oncera to you, which is a contract between us.

To give you your plan and show you your patterns. We use your questionnaire answers, your check ins, your medicines, and what Oncera works out from them to choose your daily actions, calculate your score, show you your own patterns, and show you a safety message when fixed rules say so. We are allowed to do this because you agreed to it when you ticked the box at sign up saying that Oncera can collect and use information about your health. This is the explicit consent that European and Indian law require for health information. You can withdraw it at any time by deleting your account. That is the only way to withdraw it, because we cannot give you a plan without it.

To help you prepare for appointments. We use what you logged, your notes, your questions, and your medicines to build a Doctor Prep page when you ask for one. Same basis: the agreement you gave at sign up.

To send you reminders and notifications. We use your email address, phone number, and device to send the reminders and notifications you have turned on. We are allowed to do this because you agreed to it, at sign up or in Settings, and you can turn each channel off at any time.

To send you medicine reminders. We use your reminder times, your time zone, and your chosen channel to send the reminders you set. Same basis: your agreement, which you turn on and off in the medicine tracker or in Settings.

To keep a record of what we asked you and what we showed you. We keep records of your agreements, the safety messages shown to you, and the messages we sent you. We are allowed to do this because we have a real need to be able to show what you agreed to and what you were told, laws about consent and text messaging require records of this kind, and keeping them does not affect how Oncera treats you.

To keep Oncera secure and working. We use technical information to protect against attacks, find and fix faults, and understand which parts of Oncera are being used. We are allowed to do this because we have a real need to run a safe and working service, and it does not outweigh your rights.

To answer you. We use what you send to hello@oncerahealth.com to reply. We need it to answer your request.

To meet the law. Where a law requires us to keep, provide, or delete information, we do so on that basis, and we tell you when we can.

That is the whole list. If we ever want to use your information for anything not listed here, we will ask you first, separately, and you will be able to say no without losing anything.

6. Messages we send you

Our emails, text messages, and notifications never contain a symptom, a score, a medicine name, a mood, or any other health word. A notification says that you have a new message in Oncera and nothing more. The content waits inside the app until you open it.

We send reminders and notifications only on the channels you have turned on. You can turn any of them off in Settings under Notifications. Every reminder email has an unsubscribe link that works with one click and no sign in.

Text messages have their own rules. Reply STOP to any text and all texts from Oncera stop, including medicine reminders. Reply HELP for help. Reply START to turn texts back on. The first time texts are switched on, we send one text confirming it.

A few account messages send whatever your settings: a password reset when you ask for one, confirmation when you change your email address, a notice if you sign in from a new device where Oncera offers this, and confirmation when you ask to delete your account. Everything else is a reminder, and you control whether you get it.

Every message we send is recorded, as described in section 4, so that we can show what was sent and when.

7. Who can see your information

Nobody is watching. No one reviews what you record. No clinician, and no one at Oncera, is notified when you log something, and nothing you log causes anyone to check on you. If something is worrying you, contact a doctor or your care team directly. Logging it in Oncera does not tell them.

People who run Oncera. A small number of people at Oncera Health LLC, and at the engineering firm that builds and supports Oncera for us, can access information when they need to in order to operate, support, and fix Oncera. They do not review your answers as part of your care, and they may not use your information for anything else.

Service providers. Companies that work for us and hold or handle information only on our instructions:

• a cloud hosting provider, whose servers in the United States store Oncera and everything in it;
• a network security service that sits in front of the website and the app and protects them from attacks;
• an email delivery provider, which sends our emails;
• a text message delivery provider, which sends our texts and receives your replies;
• the notification services of your phone's maker, which deliver phone notifications;
• the engineering and support firm described above.

Each has a contract with us that limits what it can do with your information to the work it does for us.

The organization that gave you access. If you got Oncera through an employer, a hospital or clinic, a nonprofit, or another partner, we do not tell them whether you personally signed up, and we never give them anything you record. We may tell them how many people used their code.

Your care team, and anyone else you choose. Oncera sends nothing to your care team. If you create a Doctor Prep share link and give it to someone, they can open that page until you cancel the link or delete your account. A share link does not expire on its own. That is your choice and your act. We do not record who you gave it to.

A research study you joined. If you are part of a study, the study consent form you signed explains what the study team receives from Oncera and how they use it. Nothing beyond what that form describes goes to them.

The law. If a court order, a law, or a government authority acting with proper authority requires us to provide information, we will, and we will tell you unless the law forbids it.

A new owner. If Oncera Health LLC is sold or merges with another company, your information would move to the new owner under this policy. We would tell you before that happened, and what your choices were.

That is everyone. We do not sell your information. We do not share it with advertisers, data brokers, or anyone else for their own purposes.

8. Where your information is stored

Oncera is based in the United States, and your information is stored on servers in the United States. This policy, and the rights in sections 14 and 15, apply to your information wherever you are.

9. How long we keep it

While your account is open, we keep your information so that Oncera can keep working for you. Your history over time is the point of Oncera, so we do not delete parts of it as it ages.

When you delete your account, there is a seven day waiting period during which you can change your mind. After seven days, we permanently delete your account details, your questionnaire answers, your check ins, your plan, your medicines and dose history, your notes and questions, every Doctor Prep page, and every share link. We tell our email and text message providers to remove you as well. Copies in our backup systems are removed within six months.

Three kinds of records stay, with your name, email, and phone number removed and your account reference replaced by a code that points to no one: the record that you agreed to our terms and to the other agreements in Oncera, the record that safety messages were shown to you, and the record that messages were sent to you. Once your details are removed, these records can no longer be connected to you. We keep them for as long as we may need to show what we asked you and what we showed you, which is the longest period during which a claim could be brought against us in any place where Oncera is offered. This is the one exception to deletion, and we are telling you here so that it is not a surprise later.

If you never delete your account, we keep it until you do, or until we stop offering Oncera, in which case we will give you notice and time to download your information.

10. What you can do

All of this is in Settings, and you do not need to ask us for any of it.

See and correct your information. Your name, email address, phone number, and year of birth are on the Profile tab of Account Settings. Update my answers, on the same tab, reopens the questionnaire so that you can correct what you told us. Your country and state can only be changed by contacting us.

Turn messages on and off. The Notifications tab has a switch each for email, text messages, phone notifications, and medicine reminders. Each one is separate.

Download everything. On the Data & Privacy page, Download my data gives you a ZIP file containing a spreadsheet file for each kind of information we hold about you, with a plain English README explaining what is in each one. You can do this once every 24 hours.

Delete your account. On the Data & Privacy page, Delete my account removes your account and everything in it after a seven day waiting period, as section 9 describes. This is also how you withdraw your agreement to Oncera using your health information.

Ask us. Email hello@oncerahealth.com if you want something corrected that you cannot change yourself, if you want to know what we hold or who has it, or if you have any other question about your information. We reply within one month. If we cannot do what you ask, we will say why. If you disagree with our answer, reply and tell us, and we will look at it again and reply within one month. You can also complain to the authority responsible for privacy where you live. Sections 13 to 15 say who that is.

We will never treat you differently for using any of these rights.

11. Under 18

Oncera is for adults. If you enter a year of birth that shows you are under 18, we do not create an account and we save nothing. If you believe someone under 18 has an account, tell us at hello@oncerahealth.com and we will delete it.

12. Security

Your information is encrypted while it travels between your device and our servers. Your password is stored in a form we cannot read. Access to your information is limited to the people who need it to run Oncera. No system can be made completely secure, and if a security breach ever affects your information, we will tell you, and the authorities where required, as the law requires.

13. If you are in the United States

We do not sell your information, and we do not share it for advertising. Because there is nothing to opt out of, browser signals such as Global Privacy Control do not change anything. We do not treat you differently for using your rights.

Depending on your state, you may have the right to know what we hold, to correct it, to delete it, to get a copy of it, and to appeal if we refuse a request. Section 10 explains how to do each of these, and we make them available to everyone, whatever their state.

Our Consumer Health Data Privacy Policy explains, in the form required by Washington, Nevada, and Connecticut law, how we handle the health information you give us. We apply it to you wherever you are.

Text messages. By turning on text messages, you agree to receive reminder and notification texts from Oncera at the number you gave us, sent by an automated system. Agreeing is not a condition of using Oncera. Message frequency varies, and message and data rates may apply. Reply STOP to stop and HELP for help.

14. If you are in the European Economic Area

This section applies if you use Oncera from a member state of the European Union, or from Iceland, Liechtenstein, or Norway. The General Data Protection Regulation, the GDPR, applies to your information, and this section adds what it requires.

Controller. Oncera Health LLC, at the address in section 2.

Lawful bases. Section 5 states the basis for each purpose. In GDPR terms: running your account and answering you rest on the contract between us (Article 6(1)(b)); giving you your plan, your patterns, your Doctor Prep page, and your reminders rests on your consent (Article 6(1)(a)), and for information about your health, including any answers about intimacy, on your explicit consent (Article 9(2)(a)); keeping records and keeping Oncera secure rest on our legitimate interests (Article 6(1)(f)), which are described in section 5 and which we have weighed against your rights; meeting the law rests on legal obligation (Article 6(1)(c)).

Withdrawing consent. You may withdraw consent at any time, and withdrawing does not affect anything done before you withdrew. Withdrawing consent to reminders is a switch in Settings. Withdrawing consent to Oncera using your health information is done by deleting your account, because Oncera cannot work without it. Section 9 says exactly what happens.

What you must provide. To use Oncera you must provide the account details in section 4 and your consent to Oncera using your health information. Without them, we cannot open an account for you. Everything else is optional, and you can skip any question.

Your rights. You have the right to access your information, to have it corrected, to have it erased, to restrict how we use it, to receive it in a portable form, and to object to processing based on our legitimate interests. Section 10 explains how, and the download and deletion tools in Settings meet the access, portability, and erasure rights directly. We respond within one month.

Complaints. You have the right to lodge a complaint with the data protection authority in the country where you live, where you work, or where you think a problem occurred. We would rather you told us first, but you do not have to.

Automated decisions. Section 3 describes the automated systems Oncera uses. They do not make decisions that produce legal effects on you or similarly significantly affect you.

Retention. Section 9 states how long we keep each kind of information and the criteria we use.

15. If you are in India

This section applies if you use Oncera from India. The Digital Personal Data Protection Act, 2023 applies to your information, and this section adds what it requires.

Basis. Everything we do with your information rests on your consent. Section 5 lists each purpose separately, with the information used for it. The consent you give at sign up covers running your account and giving you your plan, your patterns, your Doctor Prep page, and the messages you turn on, and nothing else. We ask separately for anything else.

Withdrawing consent. You can withdraw consent as easily as you gave it, in Settings. Withdrawing consent to reminders stops the reminders. Withdrawing consent to Oncera using your health information means closing your account, because Oncera cannot work without it. After that you will no longer have access to your plan, your history, or your Doctor Prep pages unless you download them first. Section 9 says what happens to your information.

Your rights. You have the right to access a summary of your information and what we have done with it, to correct and update it, to have it erased, and to have a grievance heard. Section 10 explains how. You also have the right to nominate another person to exercise these rights for you if you die or become unable to. To do so, email hello@oncerahealth.com with the person's name and contact details.

Grievances. Email hello@oncerahealth.com with the word Grievance in the subject line. We acknowledge it and reply within one month. If you are not satisfied with our response, you may complain to the Data Protection Board of India.

Language. This policy is in English. If you would like it in one of the languages listed in the Eighth Schedule to the Constitution of India, email us and we will provide it.

16. Research studies

If you use Oncera as part of a research study, you gave a separate consent to the study team, on paper, outside the app. That consent explains what the study collects, what the study team receives from Oncera, and how it is used. It governs the study. This policy governs your Oncera account. Leaving the study does not affect your account, and joining a study is never required to use Oncera.

17. Changes to this policy

When we change this policy, the date at the top changes. If a change affects how we use your information in a way that matters, we will tell you in the app before it takes effect, and if it needs your agreement, we will ask for it. We will never change this policy to allow a use of your information that you have not agreed to.

18. How to reach us

Oncera Health LLC, 13492 N Hwy 183 #120-191, Austin, TX 78750, United States. Email hello@oncerahealth.com. A person reads every message.