Privacy Policy

1. Introduction

Notermed ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our medical transcription and documentation platform.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide when using our services, including:

• Name and contact information (email, phone number)
• Professional credentials and practice information
• Account login credentials
• Billing and payment information

2.2 Protected Health Information (PHI)

In the course of providing our services, we process Protected Health Information on behalf of healthcare providers. This includes:

• Audio recordings of patient-provider conversations
• Transcriptions of medical consultations
• Generated clinical notes and documentation
• Patient demographic information

2.3 Usage Information

We automatically collect certain information when you use our platform:

• Device information and browser type
• IP address and location data
• Usage patterns and feature interactions
• Performance and error data

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain our transcription and documentation services
• To process and complete transactions
• To improve and optimize our AI models and services
• To communicate with you about your account and our services
• To comply with legal obligations and enforce our agreements

4. Data Security

We implement comprehensive security measures to protect your information:

• TLS encryption for all data transmission
• AES-256 encryption for data at rest
• Role-based access controls, isolated per clinic
• Audit logging of every access to patient data
• All patient data hosted in United States AWS regions under a Business Associate Addendum

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. Specifically:

• Account information: Retained while your account is active
• Audio recordings: Deleted within 30 days of transcription completion
• Clinical notes: Retained according to your organization's policies
• Usage logs: Retained for up to 2 years for analytics purposes

6. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Right to access your personal information
• Right to correct inaccurate information
• Right to delete your information
• Right to data portability
• Right to opt out of marketing communications

7. Third-Party Services

We may share information with trusted third-party service providers who assist us in operating our platform. All third parties are bound by confidentiality agreements and HIPAA Business Associate Agreements where applicable.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

9. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: