Terms & Privacy

Terms of Use

1. Purpose and Scope

Scribematic is a medical transcription tool designed to assist healthcare professionals with documenting patient encounters. It is not intended for use as an Electronic Health Record (EHR) system, and users should not rely on Scribematic for the storage of complete medical records.

2. Data Retention and Responsibility

Users are responsible for copying and transferring all notes and transcriptions from Scribematic to their own EHR systems within 30 days of creation. Scribematic automatically deletes all data after this period, and we cannot be held responsible for the loss of any information not properly saved by users.

3. Privacy and Security

Scribematic is committed to protecting the privacy and security of user data. We implement advanced security measures to prevent unauthorized access and comply with all applicable HIPAA regulations. Users are responsible for ensuring that their own systems and devices also comply with HIPAA and any other relevant privacy laws.

4. Limitations and Disclaimer

While we strive to provide an accurate and efficient transcription and AI service, Scribematic cannot guarantee complete accuracy or error-free operation. Users are responsible for verifying the accuracy of all transcriptions and should not rely solely on Scribematic for critical decision-making. Just as when a physician uses a scribe in their practice, the physician must review the note and make any necessary changes before submitting a medical note to the medical record.

5. Changes to Terms of Use

We reserve the right to modify these Terms of Use at any time without prior notice. Continued use of Scribematic constitutes acceptance of any changes to the terms. It is the responsibility of users to regularly review these terms and remain informed about any updates.

Privacy Policy

Introduction

Welcome to ScribeMatic(TM). We are committed to protecting your data. This Privacy Policy governs the privacy practices of our AI platform, ScribeMatic (hereinafter referred to as “ScribeMatic”, “Service(-s)”, “Platform”, “Website”, “we”, “us” or “our”) and outlines how we collects, use, disclose, satisfy your rights and safeguard your personal information.

If you have any questions or concerns about this privacy policy, or our practices with regards to your personal information, please contact us at hello@scribematic.ai.

For any PHI (Protected Health Information), read our statement on HIPAA here.

Read our Business Associate Agreement Here.

What Information Do We Collect?

To ensure the best possible experience while using our Services, we may collect some personal data from you, including:

a) Obligatory Data: When you create an account or utilize our services, we collect essential information that is necessary for the seamless provision of our services. This includes your email address and password, which are required for account creation and authentication. If you choose to enroll in our subscription plan, we may also collect payment information to facilitate seamless transactions.

b) Optional Data: In addition to the obligatory data, we provide you with the option to voluntarily share certain personal information, such as your name, surname, mobile phone number, country, and occupation. This optional data can enhance your experience on our website, but its disclosure is entirely at your discretion.

We may also automatically collect some technical information regarding your usage of our Services, including operational status, software errors, crash reports, authentication credentials, quality and performance metrics, and other technical details necessary for the operation and maintenance of our Platform and associated software. This information may include device identifiers, identifiers from cookies or tokens, and IP addresses. For more details, please refer to the Cookie Section below.

You are solely responsible for ensuring the accuracy and timeliness of the personal data we hold about you in compliance with privacy law. It is your duty to promptly update any changes to your personal information to mitigate the risks associated with outdated or incorrect data.

To ensure the quality of our Services, it's important to note that we retain all recordings on our Platform for a limited period of 60 days. These recordings may include conversations that involve medical records or health information of third parties.

It is your responsibility to ensure compliance with the requirements of the Health Insurance Portability and Accountability Act (HIPAA) when obtaining consent from individuals for the processing of their personal health information. When recording medical conversations through the Platform, which may contain sensitive data such as medical records and health information, it is your responsibility to obtain proper express consent from the individuals involved. This includes obtaining consent for the collection and processing of their data in accordance with HIPAA regulations and other applicable privacy laws.

Please note that the proper provision of our Services only requires the Obligatory Data mentioned above.

How Do We Collect Your Personal Information?

We collect your personal data in various ways:

• Voluntarily provided by you (e.g., when you create an account, purchase a subscription, and when you browse our Website or contact us by email, social media, or telephone communications);
• Through third parties, e.g., log-in form with Google;
• Collected automatically from your device (e.g., personal data we use to authenticate you or personal data in the form of your IP address or your preferences through the use of cookies placed on the Website or other similar technologies).

How Do We Use Your Information?

ScribeMatic collects and processes your personal information to use it for the following purposes:

• Providing Services: We primarily use your personal data to deliver the Services requested by you. This includes processing your data to create an account, billing for the Services utilized, ensuring the delivery and functionality of the Services, detecting and preventing outages or technical issues, and securing your data and Services.
• Engaging External Service Providers: In compliance with this Privacy Policy and appropriate confidentiality and security measures, we may disclose your personal data to service providers who perform certain services on our behalf. For instance, we may rely on service providers to assist with payment processing, communication management, or technical support issues.
• Enhancing and Maintaining Services: We analyze your data to improve the performance and functionality of our Services. By making improvements for you, we simultaneously enhance the experience for our users and vice versa.
• Communication and Marketing: We may use your data to communicate important information about the Services, including updates, new features, and related products or other essential information related to the functioning of your account or subscription. These communications aim to keep you informed and provide valuable insights for your usage of the Services.
• Internal Administrative Purposes: We may use your personal information for our internal administrative purposes, such as accounting and record-keeping, data and statistical analysis, testing, research, and conducting surveys.
• Dispute Resolution and Troubleshooting: In the event that you encounter any issues while using our Services or accessing our Website, we may utilize your information to effectively resolve disputes or troubleshoot problems. Our goal is to provide prompt assistance and ensure a seamless experience for our users.
• Ensuring Security and Fraud Prevention: We may employ your information to maintain the safety and integrity of our Platform and Services, as well as to prevent and detect fraudulent activities. This helps us ensure that our Platform is used in accordance with our Terms of Service, providing a secure environment for all users.
• Other Business Purposes: We may use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and evaluating and improving our Services, products, marketing, and your overall experience.

How We Share Your Data

At ScribeMatic, we take your privacy seriously and are committed to safeguarding your personal data. We may share your information in the following ways, always in compliance with applicable laws and regulations:

• Service Development: Your data is valuable in improving our existing Services and developing new products, features, and technologies that benefit our users and customers.
• Use of External Service Providers: We may disclose your personal information to trusted third-party providers who process it on our behalf, following our instructions and in accordance with this Privacy Policy and appropriate confidentiality and security measures. For example, we share your personal information with the following third-party providers:
  • LiveChat Inc. - for web communications. For further information, please refer to their Privacy Policy;
  • The Rocket Science Group LLC d/b/a Mailchimp - for email subscription management. You can learn more about privacy practices by reading their Privacy Policy.
  • Stripe - our payment processor. To learn more about how your personal data are processed, please read their Privacy Policy;
  • Google - our data cloud server and analytics service provider. Please follow their Privacy Policy to know more about how your personal data are processed;
  • Amazon - a data cloud server. For information regarding their privacy practices, please refer to their Privacy Policy;
  • SOUPEO - a data cloud server. To gain a deeper understanding of how they handle privacy, we encourage you to peruse their Privacy Policy.
• Financial Data: The purpose of collecting financial data is to facilitate transactions. We do this by enabling purchases, processing subscriptions, and conducting secure and efficient financial transactions. Scribematic uses Stripe Inc. (“Stripe”) to gather End User's data from financial institutions. By using our service, you grant Scribematic and Stripe the right, power, and authority to act on your behalf to access and transmit your personal and financial information from the relevant financial institution. You agree to your personal and financial information being transferred, stored, and processed in accordance with https://stripe.com/legal/ssa. For more information about Stripe please visit https://stripe.com.
• Agents and Consultants: We share your personal information with our consultants and agents, who assist us in various aspects of our business operations. These may include web development, marketing, sales efforts, technology offerings, hosting, security, and anti-fraud providers. We ensure that these individuals and entities implement privacy controls to maintain the confidentiality and security of your information.
• Protecting Against Security Threats, Abuse, and Illegal Activity: We may use and disclose your data to detect, prevent, and respond to fraud, abuse, security risks, and other malicious or illegal activities. This includes sharing information about compromised IP addresses to protect the integrity of our Services.
• Auditing and Measurement: We utilize your data for analytics and measurement purposes to gain insights into the usage of our Services. This helps us provide you and our customers with recommendations and tips for an enhanced experience. Non-personally identifiable information may be disclosed publicly and with partners for auditing and analytical purposes.
• Advertising: We may engage advertising networks and other providers to display relevant advertisements on our platform or manage our advertising on external sites. These partners may use cookies to personalize advertisements based on your browsing activities and interests and to evaluate their effectiveness.
• Mergers and Acquisitions: In the event of a merger, asset sale, financing, liquidation, bankruptcy, or acquisition of our business, we may share your personal information with the involved company and its advisors, both before and after the transaction date.
• Legal Reasons: We may disclose your personal information without your consent when required by law or in response to a subpoena, court order, or other legal process. We may also share information to protect the rights, property, or safety of ScribeMatic, our customers, to prevent fraud or illegal activity, or to enforce our Terms of Use and agreements. Additionally, regulatory agencies may receive the necessary information to combat fraud and protect our customers, users, and our Platform.

Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share your Personal Information with third parties without your consent. If you do not wish for us to share this information with our affiliates you may contact us.

Do We Use Cookies and Other Tracking Technologies?

In order to ensure a comfortable, user-friendly, and functional experience while using our Service, we employ cookies and other similar technologies. These technologies enable us to gather details about your browsing activities, preferences, and device information to enhance your user experience, improve the performance of the Website, remember your preferences, and enhance its security. The specific types of data collected automatically are described in detail below.

• Cookies: Our Website employs cookies, which are small text files stored on your device. These cookies assist in recognizing your preferences and enhancing your browsing experience. They may collect information such as your IP address, browser type, device identifiers, and website navigation patterns.
• Log Files: We may gather log files that contain data about your device, internet service provider, referring/exit pages, date/time stamps, and clickstream data. This information helps us analyze trends, administer the website, track user movements, and gather demographic information.
• Web Beacons: Our Website may utilize web beacons (also known as pixel tags or clear GIFs) to track your interactions, monitor email effectiveness, and gather statistical information. These technologies may be used in conjunction with cookies to understand user behavior and optimize our Services.

The cookies utilized on our Website can be categorized as follows:

Strictly Necessary:

These cookies are essential for the basic functioning of the Website, enabling features such as page navigation and access to secure areas. Without these cookies, the Website cannot operate properly.

Preferences:

Preference cookies allow the Website to remember information that modifies its behavior or appearance based on your preferences. This may include your preferred language or region.

Statistics:

Statistics cookies assist us in understanding how users interact with the Website by collecting and reporting information in an anonymous manner. This helps us analyze user behavior and improve the Website's performance.

Marketing:

Marketing cookies are employed to track user activity across various devices and marketing channels. The objective is to display personalized and engaging advertisements to individual users, ensuring relevance.

Unclassified:

Unclassified cookies refer to cookies that are currently being analyzed and have not yet been categorized. We are actively working with the providers of these cookies to determine their classification.

To provide you with control over the usage of cookies and similar technologies on our Website, we offer a Cookie Consent Tool that allows you to adjust and customize your cookie preferences at any time. You can find this tool by clicking on the “Cookie Consent” link at the bottom of each page of the Website and modifying your preferences through our cookie banner. Nevertheless, it is crucial to acknowledge that restricting our ability to utilize cookies and similar technologies could potentially result in a negative impact on your overall user experience. Such limitations may impede personalization features and hinder the functionality to save customized settings, such as login information.

Additionally, you can exercise your choice and modify your cookie settings through your internet browser settings. Most web browsers allow you to manage cookies preferences and provide options to opt-out or change cookie settings. Please refer to your browser's settings or help documentation for instructions on how to adjust your cookie preferences. For more information about cookies and how to disable cookies, visit http://www.allaboutcookies.org.

How Do We Keep Your Information Safe?

We have a secure and compliant infrastructure for the storage and processing of your personal data to protect them from unauthorized access, alteration, disclosure, or destruction, including by:

• Ensuring the encryption of personal data both when stored and during transmission between our facilities.
• Regularly reviewing our personal data collection, storage, and processing practices, including our physical, technical, and organizational security measures, to prevent unauthorized access to our data servers and systems; and
• Restricting access to personal data to employees, contractors, consultants, and agents strictly on a need-to-know basis with express written permission from the Company. All individuals with this access to personal data are subject to strict contractual confidentiality obligations and bear liability if they fail to meet these obligations.
• Employment of a security-certified data cloud server, conducting annual third-party audits for the following standards: SSAE 16 / ISAE 3402 Type II, ISO 27001, ISO 27017, Cloud Security, ISO 27018, Cloud Privacy, FedRAMP ATO, and PCI DSS v3.2.1.
• Training our staff and contractors through regular information security training videos and procedures.
• Enforcing a 30-day data retention policy. All transcribed data, including personal health information containing thereof, is automatically deleted after 30 days.

How Do We Retain and Delete Your Personal Data

We are committed to maintaining your personal information for only as long as necessary. The duration of retention depends on the specific purpose outlined in our Privacy Policy.

For example, if you continue using our Services, we may retain your data to address your inquiries. Similarly, in cases of accounting requirements, such as a subscription purchase, we may need to hold onto your personal information. If your personal data is no longer needed, we will either delete it or make it anonymous by removing any identifying details. If we obtained your consent to process your personal data and have no other legal basis for such processing, and you choose to withdraw your consent, we will delete your personal information.

As an additional security measure, all transcribed data collected on or through the Platform is automatically deleted after 30 days. Users are responsible for copying and transferring notes to their own EHR systems within this time frame. We store deleted data for a period of 30 days to allow users to recover their data in case of accidental deletion. After this period, all data is permanently deleted from our servers and cannot be recovered.

Targeted Advertising

As mentioned earlier, we utilize your personal information to deliver targeted advertisements or marketing communications that we believe may be of interest to you. For a comprehensive understanding of how targeted advertising functions, you can refer to the Network Advertising Initiative’s (“NAI”) educational page at http://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.

To opt out of targeted advertising, you can use the following links:

• Facebook: https://www.facebook.com/settings/?tab=ads
• Google: https://www.google.com/settings/ads/anonymous
• LinkedIn:https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out

Furthermore, you can also visit the Digital Advertising Alliance’s opt-out portal at http://optout.aboutads.info/ to opt out of some of these services.

Links to Other Websites

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third-party website accessed by selecting a link on our Site or via our Service. To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

Hacking of Personal Information

We will notify you of any breach of our Software or data storage to the extent your Personal Information may have been accessed unlawfully by a third party. While we endeavor to protect all Personal Information, in the event of unlawful access by a third party, you hereby release and agree to hold us harmless against any and all damages suffered arising out of or related to such willful misconduct of any third party.

Your Privacy Rights

We provide all users with options to manage the privacy of their personal information.

• Update privacy settings. You may update your privacy settings by visiting your account settings or by contacting us directly, as mentioned below.
• Manage marketing communications from us. You can opt out from our marketing email at any time. To update your marketing communication preferences, you can click unsubscribe at the bottom of the marketing emails you receive from us or contact us by either of the options defined herein. Please note that notwithstanding the promotional preferences you indicate by unsubscribing, we may continue to send you administrative emails including, for example, periodic updates to our Privacy Policy.
• Access, correct, or delete. You may make a request to access, correct, or delete your personal information (provided we no longer have a business need to retain your personal information). You may request a copy of the personal information or delete the personal information in your account. You can edit and correct your personal information at any time by changing it directly in your account on the Platform. Even if you request for your personal information to be deleted, certain aspects may be retained for us to: meet our legal or regulatory compliance (e.g., maintaining records of transactions you have made with us); exercise, establish, or defend legal claims; and to protect against fraudulent or abusive activity on the Platform. Data retained for these purposes will be handled as described in the “How Do We Retain and Delete Your Personal Data” Section herein.
• Withdraw consent. You can withdraw your consent at any time to the collection, use, and disclosure of your personal information. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
• File a complaint. You have the right to file a complaint with our Privacy Officer or the applicable Privacy Commissioner about our collection and processing of your personal information.

To exercise your privacy rights concerning the personal information we have about you, you have two options available to you:

1). You can contact us via email at hello@scribematic.ai or reach us by a toll-free number at 801-477-6911.

2). You can also utilize the settings available in your account, where you have the ability to update or delete your personal information at any time.

Updates to this Policy

We will update this policy as necessary to stay compliant with relevant laws. We will notify you through our Website or other communication channels if we make any significant changes to the Privacy Policy, giving you an opportunity to review them before they take effect. If you have any objections, please discontinue the use of our Platform.

By continuing to use our Service after we provide notice of changes to this Privacy Policy, you acknowledge that your Personal Information will be collected, used, and shared in accordance with the updated Privacy Policy effective from the specified date.

How Can You Contact Us About This Policy?

If you have any questions or comments regarding this Privacy Policy, please feel free to reach out to us via email at hello@scribematic.ai or contact our dedicated Privacy Officer using the provided details above. We value your feedback and will be more than happy to assist you.

For more details about how we process data, please refer to our Data Processing Agreement.

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