Data protection
Encrypted everywhere
AES-256 at rest, TLS 1.2+ in transit. Separate encryption keys per office — one office's data can never leak into another's.
Business Associate Agreements
We sign a BAA with every customer and operate to HIPAA's Security Rule. AI processing runs only under HIPAA-eligible agreements.
Never used to train AI
Veteran records are never sold, shared, or used to train models. This is a contract term, not a policy page.
Retention you control
Defined retention, deletion on request, encrypted backups with tested restore, and a written incident-response plan including HIPAA's breach-notification requirements.
Tampering and integrity — for the "what could go wrong" questions
- Nothing is installed in your office. Guidon is delivered as a secure web service — there is no local software on county machines to tamper with, copy, or steal. Your office holds logins, not code.
- Tamper-evident audit trail. Every upload, view, analysis, and export is written to an append-only log that no one — including us — can silently edit. Retained six years; reviewable by your auditor.
- Access control. Multi-factor authentication, role-based access (a representative sees only their office's cases), automatic session timeout, least-privilege administration.
- Versioned, signed deployments. The analysis that runs is provably the code we shipped — changes are tracked, attributable, and reversible.
- The human stays in command. Structurally, not just by policy: no auto-submit pathway exists in the product, so no compromise of the tool could file anything with the VA.
Pilot posture, stated plainly: pilots run on redacted or synthetic
cases until the production security environment is stood up for your office — we will not handle a real
veteran's records outside the protections described here. If a vendor will, ask them why.
Questions an IT reviewer should ask any AI vendor (including us)
- Where is the data processed, and under what agreements? (Ours: HIPAA-eligible cloud infrastructure under signed BAAs.)
- Is customer data used to train models? (Ours: never — contractually.)
- Can the vendor's own staff alter audit records? (Ours: no — append-only by design.)
- What happens when the AI isn't sure? (Ours: it says so, names the missing fact, and a human decides. See our accuracy page.)