DrDictation - Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Registration information: name, email address, professional credentials
• Billing information: payment details for subscription services
• Medical dictations and transcriptions
• Patient identifiers when included in dictations
• Custom AI prompt templates

1.2 Automatically Collected Information

• Usage data: features accessed, transcription lengths, usage patterns
• Device information: browser type, operating system, IP address
• Cookies and similar technologies for session management and analytics

2. How We Use Your Information

• To provide and improve our transcription services
• Process payments and manage subscriptions
• Analyze usage patterns to enhance our platform
• Communicate with you about your account and service updates
• Comply with legal obligations and enforce our terms
• Debug issues and optimize performance

3. Data Storage and Security

• All data is encrypted in transit and at rest
• Audio recordings and transcriptions are stored in secure, access-controlled databases
• We implement industry-standard security measures to protect your data
• Regular security audits and compliance checks are performed
• Data is backed up regularly to prevent loss

4. HIPAA Compliance

• DrDictation is designed with healthcare privacy in mind
• We implement administrative, physical, and technical safeguards required by HIPAA
• Access to medical data is strictly limited and logged
• Employees receive HIPAA compliance training
• We offer Business Associate Agreements (BAAs) to healthcare providers as needed

5. Data Sharing and Disclosure

We may share your information with:

• Service providers: payment processors, cloud storage providers, analytics services
• Legal and regulatory authorities when required by law
• Affiliated businesses that help us provide our services

We do NOT:

• Sell your personal information to third parties
• Share medical data for marketing purposes
• Use patient information contained in dictations for any purpose other than providing our service

6. Your Rights and Choices

• Access and download your data
• Correct inaccurate information
• Delete your account and associated data (subject to legal retention requirements)
• Opt-out of marketing communications
• Export your transcriptions at any time

7. Data Retention

• We retain your account information as long as your account is active
• Audio recordings may be deleted 30 days after transcription, while transcriptions remain available in your account
• Some information may be retained for legal compliance, even after account deletion
• You can request earlier deletion of specific recordings or transcriptions

8. Children's Privacy

DrDictation services are not intended for and not offered to individuals under 18 years of age. We do not knowingly collect personal information from children.

9. International Data Transfers

We may process data in multiple countries where we or our service providers operate. We ensure appropriate safeguards are in place for international transfers, particularly for users in the EU, UK, and Australia.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through our service. Continued use of DrDictation after changes indicates your acceptance of the updated policy.

11. Contact Us

For questions or concerns about this Privacy Policy, please contact us at:

Email: info@drdictation.com