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ScribeMedical.ai

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Privacy Policy

Introduction

ScribeMedical.ai ("we," "us," or "our") is committed to safeguarding your privacy and ensuring transparency in how we handle your information. We do not sell your personal data. This Privacy Policy applies to all services provided by ScribeMedical.ai, including medical transcription, file uploads, document generation, and related AI-powered functionalities. By using our website and services, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect and Why

Uploaded Content

  • When you use our medical transcription services, we store and process the audio, video, or text content you upload to provide transcription and related services.
  • Uploaded recordings and transcription results may be saved in your account. You can request deletion as described below.
  • We do not use your transcriptions for advertising or profiling purposes.

ChatGPT App Data

When you connect the ScribeMedical ChatGPT app, we use OAuth authorization to associate requests with your ScribeMedical account and limit access to recordings belonging to that account. The authorization screen describes the requested permissions, including reading transcription results, creating transcription tasks, deleting records, and updating preferences.

To fulfill your requests, the app may process and return to ChatGPT or its embedded widget the data necessary for medical transcription and documentation. This includes opaque recording identifiers, file names, processing status, media duration, selected language, speaker detection settings, medical note template, transcript text and paragraphs, draft SOAP or clinical notes and their availability, saved edits, UI language preference, and a limited account entitlement indicator such as hasPremiumAccess.

The hasPremiumAccess indicator controls access to relevant features and content. It is not a full subscription record and does not contain invoices, payment status, or billing identifiers. Account passwords, OAuth access tokens, session identifiers, internal user identifiers, raw billing records, and internal diagnostic logs are not included in transcription results returned to ChatGPT.

Files are selected inside the app widget; attaching a file to a ChatGPT conversation does not automatically upload it to ScribeMedical. Uploading uses temporary signed storage URLs and sends the selected recording to our configured storage and processing services to create a transcription job. These technical upload details are used by the widget to complete the requested upload.

Do not upload, request, or share protected health information (PHI) through the ScribeMedical ChatGPT app. The ChatGPT integration is intended only for fictional recordings or de-identified content that does not contain PHI. Authorization or patient consent does not make PHI permitted in this integration. Do not use the app to retrieve recordings, transcripts, or clinical notes containing PHI from your ScribeMedical account.

Transcript text and clinical notes returned through the integration are shared with ChatGPT to fulfill your request. OpenAI's handling of information in ChatGPT is governed by its own privacy policy and your ChatGPT settings. Generated notes provide documentation assistance and must be reviewed for accuracy; they are not diagnosis or treatment recommendations.

The app uses limited operational analytics, such as tool usage, upload stages, processing status, and errors, to monitor reliability. The MCP analytics events exclude recording content, transcript and SOAP text, file names, access tokens, and signed upload URLs. We do not sell ChatGPT app data or use medical transcript content for advertising or profiling.

You can revoke the connection in your account or ChatGPT settings. Disconnecting the app does not itself delete recordings already saved in ScribeMedical or content already returned to a ChatGPT conversation. You can request deletion of selected transcription records through the app, or contact support@scribemedical.ai for account and privacy requests. Data retention and deletion are otherwise covered by the relevant sections of this policy.

Website and Service Usage Data

To improve and maintain our services, we collect certain technical and usage information:

  • Device and Browser Information: Browser type, operating system, and device type.
  • IP Address: Used for security monitoring, fraud prevention, and service optimization.
  • User Interactions: Pages visited, time spent, and navigation activity.
  • Referring Websites: Identifies where users come from to improve marketing effectiveness.

Third-Party Services

We use the following third-party services to analyze and improve our services:

These services use cookies and other tracking technologies. You can control your cookie preferences in your browser settings (see Cookies and Tracking Technologies below).

2. How We Use Your Information

We process the information we collect for the following purposes:

  • Providing and Enhancing Services – Ensuring high-quality transcription accuracy, improving AI performance, and delivering user-requested services.
  • Analytics & User Experience – Analyzing usage trends to enhance navigation, optimize features, and improve service performance.
  • Security & Compliance – Preventing unauthorized access, detecting fraud, and ensuring regulatory compliance (e.g., HIPAA, GDPR).
  • Customer Support & Communication – Addressing inquiries, service updates, and resolving technical issues.
  • Legal & Compliance Requirements – Meeting applicable legal obligations and regulatory standards.

We do not use personal data for automated decision-making or profiling that would produce significant legal or similar effects on you.

3. Data Security Measures

We prioritize data protection through industry-standard security measures:

  • Transmission Encryption: All data exchanged with our servers is encrypted using SSL/TLS.
  • Storage Encryption: Stored data is protected with advanced encryption protocols (e.g., AES-256).
  • Access Controls: Only authorized personnel can access sensitive data, using role-based permissions.
  • Regular Security Audits: We conduct periodic security reviews, vulnerability scans, and system updates.
  • Secure Data Centers: Our infrastructure is hosted in secure facilities with 24/7 monitoring.

4. Data Retention & Deletion

  • Transcription Services: Uploaded recordings and transcription results may remain saved in your account after processing. You can request deletion of selected transcription records through the ChatGPT app or contact support@scribemedical.ai for deletion requests.
  • Backups and System Logs: Contact support@scribemedical.ai for information about retention and deletion of backups and system logs.
  • Account Deletion: You may request deletion of your account and associated data at any time. Once processed, your personal information will be permanently erased unless legally required to retain it.

5. Data Sharing & Access

We only share or access your data under the following conditions:

  • Service Providers: We use third-party providers (e.g., Firebase, Mixpanel, Google Analytics) to support and improve our services. These providers process data securely and under strict confidentiality agreements.
  • Legal Requirements: If required by law enforcement, regulatory authorities, or court orders, we may disclose necessary data in compliance with applicable legal obligations.
  • Abuse & Security Investigations: We may access or share data when investigating fraud, abuse, or violations of our Terms of Service.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred, with prior notice provided.

We do not sell or trade your personal data to third parties for marketing purposes.

6. Your Rights

You have the following rights regarding your personal data:

  • Access & View Your Data – Request a copy of your personal information stored by us.
  • Request Data Deletion – Ask for deletion of your personal data unless retention is legally required.
  • Export Your Data – Request an export of your stored data in a commonly used format.
  • Manage Cookie Preferences – Control or disable cookies and tracking technologies.
  • Opt-Out of Marketing Communications – Unsubscribe from promotional emails.

To exercise these rights, contact us at support@scribemedical.ai.

7. Cookies & Tracking Technologies

We use cookies and similar tracking tools for functionality, analytics, and security.

Types of Cookies We Use

  • Necessary Cookies – Required for core website features (e.g., login, session management).
  • Performance Cookies – Helps improve site performance and identify issues.
  • Functional Cookies – Stores user preferences (e.g., language, theme settings).
  • Analytics Cookies – Collects anonymized data for service optimization.

Managing Your Cookie Preferences

  • You can opt out of non-essential cookies using browser settings.
  • Disabling cookies may impact some service functionalities.

8. Children's Privacy

  • Our services are not intended for children under 13 years old.
  • We do not knowingly collect or store information from children.
  • If we become aware of such data collection, we will delete the information immediately.

Parents or guardians can request data removal by contacting us at support@scribemedical.ai.

9. International Data Transfers

  • ScribeMedical.ai operates globally, and your data may be transferred to secure locations outside your country.
  • We comply with international data protection laws and implement safeguards (e.g., encryption, contractual agreements) to ensure security in cross-border data transfers.
  • For users in the EU, UK, and other regulated regions, we use Standard Contractual Clauses (SCCs) for compliant data transfers.

10. Specific Terms for Medical Transcription & AI Processing

To ensure compliance and responsible use of our AI transcription services:

  • Intended Use: ScribeMedical.ai's transcription services are for lawful, professional, and personal use only.
  • Copyright Compliance: Users must ensure that uploaded content complies with applicable copyright laws.
  • Prohibited Uses:
    • Uploading, requesting, or sharing PHI through the ChatGPT app, including retrieving PHI from existing account records, even with authorization or patient consent.
    • Uploading sensitive medical data to other ScribeMedical services without necessary authorization.
    • Using AI-generated content for misleading or unethical purposes.
    • Attempting to reverse-engineer or exploit our transcription AI.

ScribeMedical.ai reserves the right to suspend services for violations of these terms.

11. Changes to This Privacy Policy

  • We may update this Privacy Policy from time to time.
  • Any changes will be posted with an updated "Effective Date".
  • For significant changes, we will notify users via email or a website announcement.
  • We encourage you to periodically review this policy.

Continuing to use our services after updates constitutes acceptance of the revised policy.

12. Contact Us

For privacy-related inquiries or to exercise your rights, please contact:

ScribeMedical.ai – Privacy Office