Health Note Privacy Policy

Last modified: June 26th, 2024

Health Note, Inc. (“Health Note,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it through our compliance with this policy. This policy describes the types of information we may collect from you or that you may provide when you visit our websites, applications, and other online products and services that link to this policy (collectively, the “Services”) or when you otherwise interact with us, and our practices for collecting, using, maintaining, protecting, and disclosing that information.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Services. By accessing or using the Services, you agree to this privacy policy. This policy may change from time to time (see Section 10, Changes to Our Privacy Policy below). Your continued use of the Services after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

1. Information We Collect About You and How We Collect It

We collect several types of Personal Information from and about users of our Services as described below. “Personal Information” means any information that allows someone to identify or contact you, including, for example, your name, address, telephone number, e-mail address, as well as any other information reasonably linkable to you with or without other identifying information in our possession.

There are three general categories of Personal Information we collect: (A) Information you provide to us; (B) Information we automatically collect from your use of the Services; (C) Information we collect from third parties.

A. Information You Provide to Us

The information we collect on or through our Services may include:

Account Information. When registering or creating an account for our Services, as appropriate, you may be asked to enter your name, email address, phone number, or other details to create your account.
Transaction Information. When you conduct a transaction with us or a third party through the Services, you may provide information to complete the transaction, such as payment information (for example, credit card information or financial account information for another type of payment), demographic information (for example, age, date of birth, gender, or zip code).
Information submitted to the Services. This includes questionnaires and responses as well as audio recordings for transcription. We may also ask you for information when you request technical or customer support or communicate with us.
Other information you intentionally share. We may collect your personal information or data if you submit it to us in other contexts. For example, if you provide us with a testimonial or apply for a job with us.

B. Information Collected Automatically

As you navigate through and use our Services, we may use automatic data collection technologies to collect certain information about you, your devices, browsing actions, and patterns, including:

Log Information. We collect information related to the ways in which you interact with the Services, such as referring and exit pages and URLs, platform type, the number of clicks, domain names, landing pages, pages and content viewed and the order of those pages, the amount of time spent on particular pages, the date and time you used the Services, the frequency of your use of the Services, error logs, and other similar information.
Device data. Health Note Inc. collects data from the device and application you use to access our services, such as your IP address, operating system version, device type, system and performance information, and browser type. We may also infer your geographic location based on your IP address.
Referral data. If you arrive at a Health Note Inc. website from an external source (such as a link on another website or in an email), Health Note Inc. records information about the source that referred you to us.
Cookie Information. Health Note Inc. uses third-party tracking services that employ cookies and page tags (also known as web beacons) to collect aggregated and anonymized data about visitors to our marketing websites. This data includes usage and user statistics. Health Note Inc does not use any third-party tracking services within the actual application platform used by providers and patients. Emails sent by Health Note Inc. or by users through our Services may include page tags that allow the sender to collect information about who opened those emails and clicked on links in them. We do this to allow the email sender to measure the performance of their email messaging and to learn how to improve email deliverability and open rates.

C. Information We Collect from Other Sources

We may obtain additional information about you from third parties and use it as described in this policy. This may include combining the information that we collect from you with information about you that we obtain from such third parties and information derived from any Services we provide. These third-party services may include but are not limited to Apple Health Kit, Epic – My Chart, Samsung Health.

2. Note on Protected Health Information

To the extent that any information collected in accessing and using the Services constitutes protected health information under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), also called “PHI,” Health Note will use and disclose such PHI in compliance with HIPAA as set forth in the Business Associate Agreement between Health Note and you.

3. Cookies and Other Tracking Technologies

The technologies we use for the automatic data collection listed above may include:

Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience in our Services. This type of information is collected to make the Services more useful to you and to tailor the experience with us to meet your special interests and needs.

Web Beacons. Pages of our Services may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited those pages and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Services. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Services.

Some content or applications on the Services are served by third parties, including content providers and application providers. These third parties may use cookies alone or in conjunction with web beacons or other tracking technologies to collect information about you when you use our Services. The information they collect may be associated with your personal information or they may collect information, including personal information, about your online activities over time and across different websites and other online services. They may use this information to provide you with interest-based (behavioral) advertising or other targeted content.

We do not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly. For information about how you can opt out of receiving targeted advertising from many providers, see Section 6 (Choices About How We Use and Share Your Information) below.

4. How We Use Your Information

We may use information about you to:

To provide you with our Services.
- This includes providing you with customer support, which requires Health Note Inc. to access your information to assist you, such as with questionnaire design and creation or technical troubleshooting.
- Certain features of our Services use the content of your submissions like audio recordings, questionnaire questions and responses and your account information in additional ways. Feature descriptions will clearly identify where this is the case. You can avoid the use of your submitted data in this way by simply choosing not to use such features. For example, by using our digital scribe feature you permit us to use large language models to process your audio recording and create a transcript. By using our questionnaire templates feature to add questions to your questionnaires, you also permit us to aggregate the responses you receive to those questions with responses received by other questionnaire templates users who have used the same questions. We may then report statistics about the aggregated (and de-identified) data sent to you and other questionnaire creators.
- If you choose to link your Health Note Inc. account with a third-party account, such as your Apple Health Kit, Epic My Charts, Samsung Health, SMART on FHIR platforms, Athena Health SSO and other health service applications, Health Note Inc. may use the information you allow us to collect from those third parties to provide you with additional features, services, and personalized content.
- In order to provide you with useful options to use the services together with other applications, Health Note Inc. may give you the option to export information to, and collect information from, third-party applications and websites, including platforms such as Apple Health Kit, Epic My Charts, Samsung Health, SMART on FHIR, EHRs, EMRs and other health service applications. When exporting and collecting such information, you may be disclosing your information to the individuals or organizations responsible for operating and maintaining such third-party applications and sites, and your information may be accessible by others visiting or using those applications or sites. We do not own or operate the applications or websites that you connect with, and you should review the privacy policies and statements of such websites to ensure you are comfortable with the ways in which they use the information you share with them.
To manage our Services. Health Note Inc. internally uses your information, including certain questionnaire data, for the following limited purposes:
- To monitor, maintain, and improve our Services and features. Health Note Inc. internally performs statistical and other analysis on information we collect, including usage data, device data, referral data, question and response data and information from page tags, to analyze and measure user behavior and trends, to understand how people use our services, and to monitor, troubleshoot and improve our Services, including to help us evaluate or devise new features. Health Note Inc. may use your information for internal purposes designed to keep our Services secure and operational, such as for troubleshooting and testing purposes, and for service improvement, marketing, research and development purposes.
- To enforce our Terms of Use.
- To prevent potentially illegal activities.
- To screen for and prevent undesirable or abusive activity. For example, Health Note Inc. has automated systems that screen content for activities such as, phishing, spam, and fraud.
To create new services, features or content. Health Note Inc. may use your questionnaire data and questionnaire metadata (that is, data about the characteristics of a questionnaire) for our internal purposes to create and provide new services, features or content. Regarding questionnaire metadata, Health Note Inc. may look at statistics like response rates, question and answer word counts, and the average number of questions in a questionnaire and publish interesting observations about these for informational or marketing purposes. When Health Note Inc. does this, neither individual questionnaire creators nor questionnaire respondents will be identified or identifiable unless we have obtained their permission.
To facilitate account creation and the logon process. If you choose to link your Health Note Inc. account to a third-party account, such as your Google or Facebook account, we use the information you allowed Health Note Inc. to collect from those third parties to facilitate the account creation and login process.
To contact you about your Services or account. Health Note Inc. occasionally sends you communications of a transactional nature (e.g. service-related announcements, billing-related matters, changes to our Services or policies, a welcome email when you first register). You are prevented from opting out of this type of communication since it is required to provide our Services to you.
To contact you for marketing purposes. Health Note Inc. will send you promotional emails only if you have consented to our contacting you for this purpose. For example, during the account registration process, Health Note Inc. will ask for your permission to use your information to contact you for promotional purposes. You may opt out of these communications at any time by clicking on the “unsubscribe” link in them, or changing the relevant setting on your Account page.
To respond to legal requests and prevent harm. If Health Note Inc. receives a subpoena or other legal request, we may need to inspect the data held to determine the appropriate response.
To comply with our licensing, legal, and regulatory obligations.
To monitor, protect, and secure our systems.
To carry out any other purpose for which the information was collected.
For any other purpose with your consent.

We also may use aggregated or de-identified information, which cannot reasonably be used to identify you, for various purposes, including, for example, to improve our automation and improve care. Once aggregated or de-identified, the data does not personally identify you, is no longer personal information, and is not subject to this policy.

5. Sharing of Your Information

Health Note Inc. recognizes that you have entrusted us with safeguarding the privacy of your information. Because that trust is very important to us, the only time Health Note Inc. will disclose or share your personal information or submitted data with a third party is when Health Note Inc. has done one of three things, in accordance with applicable law: (a) given you notice, such as in this privacy notice; (b) obtained your express consent, such as through an opt-in checkbox; or (c) de-identified or aggregated the information so that individuals or other entities cannot reasonably be identified by it.

We do not share or use your respondents’ email addresses or phone numbers. Health Note Inc. will not contact your questionnaire respondents or individuals in your Address Book except at your direction. Health Note Inc. will not sell or make available these email addresses or phone numbers to any third parties.

We may share your personal information as described in this policy:

To provide the Services to you, including to contractors, service providers, and other third parties who are bound by contractual obligations to keep personal information confidential and use it only for the purposes for which we disclose it to them. Examples of the functions that may be performed by those we share information with are processing of audio recordings for transcription, payments processing, data storage, hosting of our website, marketing of our products and services, conducting audits, and performing web analytics.
To our subsidiaries and affiliates.
To a buyer or entity in the event of a merger, divestiture, restructuring, dissolution, or other sale or transfer of some or all of Health Note’s assets. This policy will continue to apply to your personal information in such case.
If aggregated or de-identified (anonymized), to third parties to improve or promote Health Note Inc. services. No individuals can reasonably be identified or linked to any part of the information we share with third parties to improve or promote Health Note Inc. services.
To comply with any court order, law, or legal process, including to respond to any government or regulatory request.
To fulfill the purpose for which you provide it.
For any other purpose disclosed by us when you provide the information.
With your consent.

6. Choices About How We Use and Share Your Information

We aim to provide you with choices regarding the personal information you provide to us. Those choices include:

Cookies and Tracking Technologies. You can use the browser or device that you are using to access and view the Services to enable, disable or delete Cookies. Please note, you may experience some loss of functionality if you choose to disable certain Cookies.

Correction and Deletion. You can update or correct certain account information, such as email address or phone number associated with your account, in your account settings. You can delete your account at any time. Please keep in mind we are required to retain certain limited information for legal and regulatory purposes.
Marketing Communications. You may opt out of receiving marketing communications from us by following the instructions in those communications. If you opt out, we may still send you non-promotional communications, such as those about your account, updates to this policy, or our ongoing business relations.
Manage Your Questionnaire Data. Depending on what subscription plan you have, Health Note Inc. provides you with the ability to export, share and publish your questionnaire data in a variety of formats. This allows you to create your own backups or conduct offline data analysis. You may also delete your questionnaire data. As long as you maintain an account with Health Note Inc., we may retain your deleted data for a limited time but no longer than 30 days in the event you accidentally delete data and need to restore it (which you can request by contacting support@healthnote.com). To the extent permitted by law, Health Note Inc. will permanently delete your data if you request to cancel your account. However, if your data was previously made available to the public through a public link, additional copies of your data may exist on an external website even after your account has been deleted.

Our Services may contain links to other web sites. Other web sites may also reference or link to our Services. These other web sites are not controlled by Health Note. We encourage our users to be aware when they leave our Services to read the privacy policies of each and every web site that collects personally identifiable information. We do not endorse, screen, or approve, and are not responsible for, the privacy practices or content of such other web sites or mobile applications. Visiting these other web sites is at your own risk.

7. Your State Privacy Rights

California’s “Shine the Light” law (Civil Code Section § 1798.83) permits users of our Services that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please send an email to compliance@healthnote.com.

8. Privacy of Children

Our Services are not intended for children under the age of 18. No one under age 18 may provide any personal information to our Services. We do not knowingly collect personal information from children under 18.

9. Data Security

We have implemented reasonable measures to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. Unfortunately, even transmissions of information via the internet protected by industry standard security technology and implemented by human beings cannot be made absolutely secure. Although we do our best to protect your personal information, we will not be liable for unauthorized disclosure of personal information due to no fault of Health Note.

10. Changes to Our Privacy Policy

We may modify or update this policy periodically with or without prior notice by posting the updated policy on this page. You can always check the “Last Updated” date at the top of this document to see when the policy was last changed. If we make any material changes to this policy, we will notify you by e-mail or post a notice of the changes on our website prior to the changes becoming effective. We encourage you to check this policy from time to time. IF YOU DO NOT AGREE TO FUTURE CHANGES TO THIS PRIVACY POLICY, YOU MUST STOP USING OHLA AND SERVICES AFTER THE EFFECTIVE DATE OF SUCH CHANGES (WHICH IS THE “LAST UPDATED” DATE).

11. Contact Information

To ask questions or comment about this policy or to register a complaint or concern, please contact us at:

Health Note

3680 Wilshire Blvd
Ste P04 – 1742
Los Angeles CA 90010
compliance@healthnote.com