Privacy notice

Privacy Notice

This notice explains how the 693filler website and desktop application handle information.

Public website

The public website provides product information, desktop downloads, licensing, payment, contact, and restricted Operations services for civil surgeon practices. It does not accept new patient-document processing requests.

Contact requests include the information you choose to provide and are sent to the Vindem Labs team. Do not include patient information, vaccination details, or medical documents in a contact message.

Desktop application

The desktop application processes vaccination records and Form I-693 files on your computer. Patient documents are not uploaded to 693filler servers as part of the desktop preparation workflow. Completed files are saved only to the folder you choose.

The desktop app contacts 693filler services to activate an installation, show its form-credit balance and price, confirm payment, and authorize the number of PDFs in each new run. Those requests include opaque license, installation, order, and authorization identifiers, pricing tier, credit count, request time, and ordinary connection information. They do not include applicant identity, vaccination information, source PDFs, completed PDFs, local paths, or source filenames.

If your organization joins an invited pilot, we keep its designated email address, pilot dates, activation status, installation identifier, broad form count, and credit balance so we can administer that program and apply the correct price. The one-time invitation code is stored only as a non-readable hash. Pilot records do not contain patient or applicant information and are visible only in the restricted Operations screen.

Files saved by the desktop app are subject to your device, account, backup, cloud-sync, and security settings. Removing the app does not remove output files you chose to save.

Prior web requests

New web processing is no longer offered. Existing payment confirmations, owned downloads, and eligible reruns remain available for previously prepared requests.

For those prior requests, uploaded PDFs were processed in memory and generated PDFs were kept only as short-lived download files. Our application records do not store applicant names, dates of birth, addresses, vaccination details, source filenames, uploaded PDFs, or completed PDFs.

If you choose email delivery, we temporarily keep the confirmed email address in encrypted form so the completed PDF can be sent after payment. The readable address is removed after successful delivery, after the retry limit is reached, or when the request expires. Email subjects and attachment names do not include applicant names, vaccination details, or medical information.

For delivery support, we keep a protected matching value, a masked address, the anonymous order reference, delivery and payment status, broad failure category, and related times for up to 90 days. The matching value is created with a secret server key, is not a readable email address, and cannot be used to send a message. It lets an authorized operator match the exact address a customer provides without keeping the readable address in the support record. This limited record does not include applicant identity, uploaded files, generated PDFs, or vaccination information and is removed automatically after the support period.

Email delivery shares the completed PDF with the email services needed to send and receive the message, at your direction. Those services and the recipient’s mailbox may retain the message and attachment under their own settings and policies. You may turn off email delivery before submitting and use the short-lived browser download instead.

For prior paid web requests, we retain an anonymous order reference, payment status, selected product, download identifiers, and broad service outcomes. Card details are entered on Stripe's hosted checkout and are not received by 693filler.com. Stripe may process payer and billing information under Stripe's privacy policy.

An optional rerun code contains an encrypted verification value derived from the exact vaccination files. The code is held in your browser and is used only to confirm that a rerun uses the same file set. Our database retains the anonymous voucher identifier, expiration, and whether the one-time rerun was used, not a readable file fingerprint.

Payments and service protection

Desktop credit purchases use Stripe-hosted Checkout. Stripe may offer its Link service or another saved-payment feature under Stripe's terms. 693filler does not receive or store full card numbers or security codes. Credit reloads are not charged automatically in the current product.

Service infrastructure may process limited operational data, such as IP address, request time, error details, file size, and security events, for hosting, debugging, abuse prevention, and service protection.

Your responsibilities

The desktop application is intended for USCIS-designated civil surgeons and authorized staff within their practices. The civil surgeon remains responsible for reviewing vaccination records, making medical determinations, completing the form, and providing the required professional review.

You should process only records you are authorized to use. You are responsible for consent, authorization, and review of the completed PDF before relying on it or sharing it with anyone else.

693filler is not a health care provider, health plan, health care clearinghouse, law firm, civil surgeon, or government agency. Local processing can reduce where documents travel, but using the desktop edition does not by itself make an organization compliant with HIPAA or any other requirement. Users remain responsible for their legal, regulatory, professional, device-security, access-control, backup, and consent obligations.