Privacy Policy

AI clinical documentation SaaS — pay per report.

Last updated: June 2026

Overview

Our architecture is intentionally designed around an uncompromising Zero-Knowledge Security Model to protect patient and clinical data privacy. This policy describes how we handle information across our services at app.cleannote.org and api.cleannote.org.

1. The Zero-Knowledge Privacy Standard

To protect medical-legal integrity and eliminate casual data spill liabilities, Cleannote operates on a strict PHI isolation model:

• Encrypted at rest after processing: Finished clinical outputs and pipeline drafts are stored encrypted on disk. Ephemeral plaintext exists only during active processing (speech-to-text / styling), then is sealed or purged.
• Client-side dashboard decryption: Report ZIP downloads are delivered as ciphertext. Decryption happens locally in your browser after you unlock with your Cleannote pasword on that device.
• No admin report viewer: Cleannote administrators and support cannot open or read your clinical text or generated reports through the admin tools. Operational support uses account codes and session/file timestamp IDs only (for example CODE-DDMMYXxHHMSS).
• Infrastructure keys vs human browsing: A server-held master key is used only by the processing service to seal data after a job finishes and to manage secure-delivery key wraps. It is not used to provide staff a report-reading console. Finished delivery packages prefer client file-key (CS1) sealing so downloads are not server-decrypted to plaintext.
• Strict device authentication: Accessing secure download from a new browser or device requires your password to instantiate local decryption.

2. Information We Process

• Account Credentials: App signup/invite code, email address, securely hashed system credentials, and billing region context. (Your raw account password is cryptographically masked and is entirely invisible to Cleannote administrators).
• Ephemeral Clinical Workflow Data: Temporary audio dictation and text-draft uploads, styling sample documents, letterhead templates, and generated reports submitted entirely for immediate pipeline processing.
• Operational Telemetry: Anonymized country-level IP geolocation (via secure edge routing), session security cookies, and basic operational server logs used exclusively for performance monitoring and active abuse prevention.

3. Core Information Utilization

• Executing localized AI speech-to-text transcription and applying your custom structural formatting profiles.
• Authenticating platform sessions and accurately maintaining prepaid digital wallet or trial usage billing ledgers.
• Transmitting critical administrative or operational system alerts (e.g., automated signup confirmations).
• Ensuring absolute infrastructure integrity and preventing localized runtime loop failures.

4. Robust Data Retention & Auto-Purge

We treat clinical data as temporary data payloads. To shield medical practitioners from systemic data retention liabilities:

• 6-Day Auto-Purge: Uploaded files and finished reports are permanently and automatically deleted from our servers after 6 days. Sample reports, letterhead, and feedback files are retained until you remove them.
• Zero Global AI Model Training: Your clinical workflows, audio strings, and data patterns are completely isolated. Your files are never submitted, tracked, or used to train public or foundational machine learning models.
• Delivery decryption is performed locally in your browser after unlock; processing uses ephemeral plaintext then encrypted storage.

5. Third-Party Sharing

Cleannote does not monetize, distribute, lease, or sell clinical data or user profile metrics. Clinical document processing runs on Cleannote local servers. Data disclosures are restricted exclusively to mandatory legal compliance or valid statutory judicial orders.

6. Regulatory Compliance & Global Rights

In compliance with rigorous international healthcare privacy data structures and localized statutory laws (including India’s Digital Personal Data Protection Act / DPDP Act), you maintain unconditional rights to request the immediate manual erasure or correction of your core profile details. Please coordinate data access or custom purging configurations via support@cleannote.org.

Contact & Support

For immediate technical security deep dives or administrative questions: Visit our Contact page or email us directly at support@cleannote.org.