ScribeOMS is committed to protecting your privacy. This Privacy Policy explains how the ScribeOMS application ("the App") collects, uses, and safeguards information when you use our services.
1. Information We Collect
ScribeOMS is designed to assist healthcare professionals by generating clinical notes. To provide this service, we collect and process the following types of data:
- Audio Data: The App requests access to your device's microphone to record spoken medical dictations and patient encounters.
- Generated Clinical Data: The App processes the audio to generate text-based clinical notes and summaries.
- Account Information: We collect basic authentication information (such as email addresses) to manage access to the App via our backend providers.
2. How We Use Your Information
We use the collected information strictly to provide and maintain the ScribeOMS service:
- Processing Notes: Audio recordings are temporarily transmitted to our secure cloud infrastructure to be transcribed and processed by our language models into clinical notes.
- Service Operation: To authenticate users, provide customer support, and ensure the technical stability of the App.
- No AI Training on PHI: We do not use your audio recordings or generated clinical notes containing Protected Health Information (PHI) to train public artificial intelligence models.
3. Data Security and Encryption
We implement strict security measures to protect your data, specifically designed for healthcare environments:
- Local Encryption: All clinical data stored locally on your device is secured using an Isar Database with AES-256 encryption.
- In-Transit Encryption: All data transmitted between the App and our secure cloud servers (hosted on Google Cloud and Firebase) is encrypted using industry-standard TLS/HTTPS protocols.
- Temporary Audio Storage: Audio files are processed for transcription and are not permanently stored on our servers after the clinical note is successfully generated and synced.
4. Third-Party Service Providers
We do not sell, rent, or share your personal data or patient data with third-party advertisers. We only share data with essential infrastructure providers required to operate the App:
- Google Cloud & Firebase: Used for secure user authentication, database hosting, and server-side processing.
AI Processing & Third-Party Sharing: ScribeOMS utilizes Google Cloud Vertex AI to process and transcribe audio data into clinical notes. When you use our dictation feature, your audio recordings and associated text are securely transmitted to Google Cloud. Google acts as a Business Associate under HIPAA guidelines and provides data protection equal to or greater than our own standards. We do not use your patient data to train public AI models.
5. Your Rights and Data Deletion
You retain full control over your data. You may at any time:
- Review and edit the clinical notes generated by the App.
- Delete specific clinical notes from your local device and our synchronized cloud servers.
- Request the complete deletion of your account and all associated data by contacting our support team.
6. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our technology or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date."
7. Contact Us
If you have any questions or concerns about this Privacy Policy or our data handling practices, please contact us at: