Privacy Policy
Last Updated: May 13, 2025
This privacy notice for CareNotes L.L.C.( “we,” “us,” or “our” ) explains how and why we collect, store, use, and/or share ( “process” ) your information when you use our services ( “Services” ), such as when you:
- Download and use our mobile application CareNotes: Mobile Dental Notes(or any other app of ours that links to this notice); or
- Engage with us in other related ways (sales, marketing, or events).
Questions or concerns? Reading this notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. You can always reach us at info@cnotes.ai.
Summary of Key Points
- Personal data processed: names, email addresses, and transcribed clinical notes.
- Sensitive data: Yes – we process PHI under HIPAA.
- Third-party sources: None.
- Voice recordings stored: No. Real-time transcription happens on the device; only text notes are stored.
- Security: Encryption and other technical / organizational safeguards.
- Your rights: Vary by jurisdiction; you may request access, correction, or deletion of your data.
Description of Service
CareNotes is a software platform that helps healthcare providers — especially dental professionals — streamline clinical note-taking through structured input, automation, and optional AI-assisted features.
1. What Information Do We Collect?
In Short
We collect personal information you voluntarily provide (e.g., names, email, clinical notes) and certain technical data collected automatically. We do not collect or store voice recordings.
Personal Information You Disclose to Us
- Registration details
- Information submitted while using AI transcription
- Any info you provide when you contact us or join events
- Transcribed clinical notes (may contain PHI)
Application Data
The mobile app may request permissions such as:
- Microphone access(for real-time transcription only)
- Storage access(for saving text notes)
Automatically Collected Information
- Log data (IP address, device type, usage activity)
- Error / crash reports
- Analytics to improve performance
2. How Do We Process Your Information?
In Short
We process data to deliver and improve the Services, secure your account, and comply with legal obligations.
- Account creation & authentication
- Generating clinical documentation from transcriptions
- Fraud & security monitoring
- Legal / regulatory compliance
Important: Audio is never stored or transmitted. Transcription occurs on your device; only the final text is stored.
3. Legal Bases for Processing
In Short
We process data only when we have a valid legal basis, such as:
- Consent
- Legal obligations (e.g., HIPAA)
- Contractual necessity
- Vital interests (preventing harm)
5. How Long Do We Keep Your Information?
In Short
We retain data only as long as needed for the purposes described, including legal or audit requirements. When no longer necessary, information is securely deleted or anonymized.
6. How Do We Keep Your Information Safe?
We use encryption, access controls, and other technical, administrative, and physical safeguards. Still, no system is 100% secure, and we cannot guarantee absolute protection.
7. Healthcare Data & HIPAA Compliance
CareNotes acts as a HIPAA-compliant Business Associate for covered entities such as dental practices. Our AI transcribes conversations locally on your device; audio is never recorded or transmitted.
We store only the resulting clinical notes in encrypted databases and follow HIPAA Security Rule standards. In the event of a PHI breach, we will notify affected users as required.
For additional details, please review our Business Associate Agreement.
Your Privacy Rights & How to Exercise Them
Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict the processing of your personal information. To exercise any of these rights, email us at info@cnotes.ai.
Contact Us
CareNotes L.L.C.
120 E 56 th
St, 6 th
Floor
New York, NY 10022
United States
Email: info@cnotes.ai