Privacy Policy

1. Introduction

NoteIQ ("we," "our," or "us") is committed to protecting your privacy and the security of your data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our healthcare documentation platform.

As a healthcare technology provider, we comply with all applicable privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA) and state privacy regulations.

2. Information We Collect

2.1 Protected Health Information (PHI)

We collect and process Protected Health Information as necessary to provide our healthcare documentation services, including:

• Patient demographics and medical record information
• Clinical notes and SOAP documentation
• Diagnosis codes and treatment plans
• Provider notes and assessments

2.2 Account Information

• Name, email address, and contact information
• Practice name and professional credentials
• Login credentials and authentication data
• Billing and payment information

2.3 Usage Information

• Device information and IP addresses
• Browser type and operating system
• Platform usage patterns and feature interactions
• System logs and error reports

3. How We Use Your Information

3.1 Service Delivery

• Provide clinical documentation and note-taking services
• Generate SOAP notes and treatment plans
• Enable collaboration between healthcare providers
• Maintain and improve platform functionality

3.2 Legal Compliance

• Comply with HIPAA and healthcare regulations
• Respond to legal requests and court orders
• Protect against fraud and security threats
• Maintain audit logs as required by law

3.3 Platform Improvement

• Analyze usage patterns to improve features
• Conduct research and development
• Provide customer support and training
• Send service-related communications

4. Data Security

We implement industry-leading security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Audit Logs: Comprehensive logging of all data access and modifications
• Regular Security Audits: Independent third-party security assessments
• HIPAA Compliance: Business Associate Agreements (BAA) available
• Data Backups: Regular encrypted backups with disaster recovery procedures

5. Data Sharing and Disclosure

We do not sell your personal information or PHI. We may share information only in the following circumstances:

5.1 With Your Consent

We share information when you explicitly authorize us to do so, such as sharing notes with other healthcare providers in your care team.

5.2 Service Providers

We work with trusted service providers who assist in operating our platform (hosting, payment processing, customer support). All service providers sign Business Associate Agreements and are bound by HIPAA requirements.

5.3 Legal Requirements

We may disclose information when required by law, such as in response to valid subpoenas, court orders, or government requests, or to protect the rights and safety of individuals.

6. Your Rights

You have the following rights regarding your information:

• Access: Request copies of your personal information and PHI
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Export: Receive your data in a portable format
• Restriction: Request limitations on how we use your information
• Accounting: Receive an accounting of PHI disclosures

To exercise these rights, contact us at privacy@noteiq.pro

7. Data Retention

We retain your information for as long as necessary to provide services and comply with legal obligations:

• Clinical Data: Retained according to state and federal medical record retention laws (typically 7-10 years)
• Account Information: Retained while your account is active and for a reasonable period after closure
• Audit Logs: Retained for 6 years as required by HIPAA

8. Children's Privacy

Our platform is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

9. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by email or through the platform. The "Last Updated" date at the top indicates when the policy was last revised.

10. Contact Us

If you have questions about this Privacy Policy or our privacy practices: