Privacy policy

1. Information we collect

We collect the following types of information:

1. Account information. When you create an account, we collect details such as your name and email address, and other profile information you provide.
2. Customer Data. Session recordings, transcripts, notes, briefs, Client names and email addresses, calendar connections, and related clinical workflow content you submit.
3. Usage data. Information about how you interact with the Services, such as device type, browser, and features you use.
4. Cookies and similar technologies. We may use cookies or similar technologies needed to keep you signed in and understand how the Services are used.

2. How we use your information

We use the information we collect to:

1. Provide, maintain, and secure the Services;
2. Transcribe recordings and generate draft notes, summaries, agendas, and related prep;
3. Send Client summaries when you choose to email them;
4. Communicate with you about the Services, including product updates;
5. Improve and personalize your experience;
6. Comply with legal obligations and protect the security of the Services.

3. Sharing your information

We will not share your personal information with third parties except:

1. Service providers. We share information with trusted subprocessors who help us operate the Services, including authentication (Clerk), database and file storage (Supabase), transcription (Deepgram), AI processing (OpenAI), text-to-speech for briefs you choose to listen to (ElevenLabs), and transactional email (Resend).
2. At your direction. For example, when you email a session summary to a Client.
3. Legal reasons. We may disclose information if required by law or in response to valid legal requests.
4. Business transfers. In the event of a merger, acquisition, or asset sale, information may be transferred as part of that transaction.

4. Data security

We implement administrative and technical measures designed to protect information from unauthorized access, disclosure, alteration, or destruction. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security. See Security for current practices.

5. Your rights

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

1. The right to access, update, or delete personal information in your account;
2. The right to withdraw consent where processing is based on consent;
3. The right to object to certain types of processing, such as marketing.

You can update profile information in Settings. To request deletion of an account or other personal information we hold, contact us through your Unfold account.

6. Retention of data

Audio recordings are deleted from storage after transcription and notes are generated. Unprocessed leftover audio is removed after 7 days. Transcripts, notes, briefs, Client contacts, and account information are retained for as long as needed to provide the Services, until you delete them, or as required to comply with legal obligations. Automatic deletion is off unless you turn it on, either when you set up your account or later in Settings. If you do, sessions and their transcripts, notes, and briefs are deleted once none of their Clients has had a recorded session or calendar appointment for the period you choose (30, 90, or 180 days, or 1 year). Deletion is permanent and begins no sooner than 24hours after you change the setting. Conversations with the assistant are kept until you delete them, a Client is deleted, or, with automatic deletion on, they go unused for the period you choose. The search index built from a session's transcript is deleted with that session. A BAA, if executed, may impose additional retention or deletion requirements for PHI.

7. Children's privacy

The Services are for licensed clinicians and authorized practice staff. They are not directed to children under 13, and we do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it.

8. Third-party links

The Services may contain links to third-party websites or services. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any websites you visit.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. Your continued use of the Services after changes are posted constitutes acceptance of the revised policy.

10. Contact us

If you have questions about this Privacy Policy, contact us through your Unfold account. Related documents: Terms of service and Security.