Last updated 2026-09-25

PatientScribe Privacy Policy

Effective September 25, 2026

This Privacy Policy (this “policy”) explains what personal information PatientScribe, LLC (“we”, “us”, “our”, “PatientScribe”) collects, how that information is used and shared, where it lives, and the choices you have. It applies to your use of PatientScribe’s appointment intelligence tool for patients and caregivers (the “App”) as well as your use of PatientScribe’s website (collectively with the App, the “Service”).

1. Information we collect

This section identifies what information is collected via the App, and explains whether that information may be accessible by us or remain solely on your device. Please also see Section 2 for more explanation about what information we may access.

Account information. You sign in with your Apple or Google credentials. We receive a user identifier and, depending on what you allow, your name and email address.

Profile information. When you create your profile, you will be asked to provide your date of birth, your relationship to the patient (if you are a guardian or other caregiver), and you will have the option of providing a photo of yourself.

Recordings and audio. When you record an appointment, the App captures audio. As described in Section 2, that audio is often transcribed on your device and, in that case, the audio is not shared with us. However, in certain limited circumstances identified in Section 2, we may process the audio in order to generate the transcript.

Transcripts. We process text transcripts of your recordings in order to annotate and summarize the transcripts.

Documents you upload. If you upload a PDF or a text document, we process its contents in order to annotate and summarize the document.

Health information. This includes the profiles you create (for yourself or for someone in your care), and the medications, conditions, allergies, lab results, providers, appointments, and similar details that you save to the App. We process this information in order to generate a summary for you.

Calendar information. If you choose to allow access to the calendar app on your device, the App will be able to read your calendar in order to find upcoming health appointments and provide information ahead of those appointments. Calendar information remains on your device. We do not access it.

Website Contact. You can submit your name and email address via our website to request information regarding the App. When you submit your request, we may ask you a limited number of questions about your intended use of the App.

Device, usage, and diagnostic information. We may collect basic technical information needed to operate the App and to diagnose problems, such as App version, device type, and error and performance logs. We design our logging to avoid capturing the content of your recordings.

Medicare Claims. If you have Original Medicare, you have the option to set up a feature on the App through which you receive certain information about your Medicare claims (“Medicare Claims Data”) from the Centers for Medicare and Medicaid Services (“CMS”). This feature is optional. If a caregiver manages your profile, the feature can be set up on the caregiver's device, but you must sign in to Medicare.gov yourself to authorize it. In that case, your Medicare Claims Data is stored on the caregiver's device and in the caregiver's iCloud library. Once you set up this feature, the App checks CMS for new Medicare Claims Data about once a day, and may also check when you open the App or ask it to check. Your authorization for this feature will expire after 13 months unless you renew it.

2. What stays on your device and what leaves it

PatientScribe uses a hybrid model. Some processing happens on your device, and some happens in the cloud.

Recordings transcribed on your device. When you record in the App on a current iPhone, Apple Watch, or when you submit a recording to the App, the App transcribes your audio on your iPhone while you record. When that device transcription succeeds and is in English, only the resulting transcript text is accessed by us and our vendors for the next steps, and your audio file stays on your device.

Recordings transcribed by our vendors. In some cases your raw audio is uploaded to our cloud storage and transcribed. This happens when the audio is not in English, when on device transcription is unavailable or fails, when your device is too warm to transcribe efficiently, and on older devices.

Text processing in the cloud. In all cases, your transcript text, and the contents of any document you upload, are reviewed by us so we can annotate it and generate your summary.

Your synced library lives in your own iCloud. Your durable library (your profiles, your saved summaries, your clinical details, and your saved recordings) is stored on your device and syncs to your own iCloud account. This is your private iCloud, managed and encrypted by Apple, not our server. If you use Family Sharing to share a profile, the shared copy is placed in a shared iCloud area that you and the people you invite can access.

Our cloud copies are temporary. The copies in our database exist only long enough to process your recording and deliver your summary.

Medicare Claims Data stored on your device. The Medicare Claims Data is stored on your device and in your own iCloud library, and is never processed through our servers. Our server briefly passes the authorization between your device and CMS but does not keep it. The only related information we keep is a record that you authorized the feature (the “Authorization Record”). Medicare Claims Data is viewable in its own section of the App, and is not incorporated into any other functions or services made available through the App. Once the Medicare Claims Data feature is disconnected from your App, Medicare Claims Data already retrieved remains on your device and in your own iCloud library unless you remove it.

3. When your data is shared with third parties

Service Providers. To provide the App, a small number of service providers process some of your data on our behalf. For example, we rely on service providers to transcribe your audio recordings and generate summaries. We limit these providers to using your data to provide their service to us, and none of our vendors use your content to train their artificial intelligence models. We may change providers, or add a similar provider, as the App evolves. If we do, we will hold any new provider to comparable commitments.

Family Sharing. If you share your profile with caregivers through the App’s “Family Sharing” functionality, those caregivers will be able to see the information and documents in your account, including your Medicare Claims Data. Caregivers get access to Medicare Claims Data on a read-only basis.

Business Transfers. If we (or our assets) are acquired, or if we go out of business, enter bankruptcy, or go through some other change of control, personal information could be one of the assets transferred to or acquired by a third party.

Legal Compliance. We reserve the right to access, read, preserve, and disclose any information that we believe is necessary to comply with governmental requests, law enforcement or court orders, or enforce or apply our Terms of Service and other agreements.

4. We do not sell or license your data

We do not sell or license your data, de identified or not. However, if PatientScribe is ever acquired or reorganized, your information could transfer to the successor, who would remain bound by this policy or give you notice and choices.

5. Retention and deletion

You are in control. You can delete any individual recording, summary, profile, or Medicare Claims Data directly in the App at any time. To delete your account, open Settings in the App and choose Delete Account, or email privacy@patientscribe.app. We will not delete accounts that are inactive or dormant. Deleting your account in the App removes your account, erases the library on your device, and deletes your synced library from your iCloud when iCloud is reachable; if iCloud cannot be reached, the App tells you and your iCloud copies remain under your Apple account.

If you are signed into the same iCloud account on another device, that device still holds its own local copy, and it can restore an iCloud copy, until you delete it there. Recordings stored on your Apple Watch stay on the watch. Because your health library lives on your devices and in your own iCloud rather than on our servers, an emailed request cannot erase those copies; you delete them in the App or through your Apple account. To the extent we have any of your information on our servers, we will commence the deletion process once you delete your account or email us at privacy@patientscribe.app. We complete our deletion within 30 days in the ordinary course and within 45 days at most, and confirm when it is done (subject to temporary persistence of backups, as explained below). However, we retain consent records, such as your Authorization Record, for the applicable statute of limitations period for claims relating to your use of the App.

Our cloud copies are short lived. We delete the cloud copies of your audio, transcripts, and generated content shortly after your device confirms that it has saved your summary, generally within minutes.

Backups. Residual copies may persist for a short time in our providers' encrypted backups before being purged.

6. Your privacy rights

We honor privacy rights for all of our users in the United States, regardless of where you live.

You have the right to:

To exercise any right, email privacy@patientscribe.app. We will verify your request through your account and respond within the time the applicable law requires. We will not deny you service or charge you a different price for exercising your rights. You may use an authorized agent where the law allows, and we may ask for proof of authorization. If we deny a privacy request, you may appeal by replying to our decision with "Privacy Appeal" in the subject line, and we will respond within the period the applicable law requires.

No selling or sharing for cross-context behavioral advertising

We do not sell your personal information and we do not share it for cross context behavioral advertising, so there is no such activity for you to stop. If our practices ever change, we will update this policy and provide a way to opt out before any such use begins.

7. How we protect your information

We protect your information using a combination of technical and organizational measures. Data is encrypted in transit using HTTPS and Transport Layer Security, and it is encrypted at rest, both on your device through Apple's operating system data protection and in our providers' systems. On your device, your data is protected by your device passcode and the encryption built into iOS.

We limit access to your data to what is needed to operate the App, we rely on reputable providers for cloud infrastructure, and we delete cloud copies of your data as described in Section 5. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

If we discover a breach of security that affects unsecured, individually identifiable health information, we will notify the affected users and, where required, the Federal Trade Commission and the media, consistent with the FTC's Health Breach Notification Rule, and we will provide any other notices that applicable state law requires. We will describe what happened, the information involved, and the steps you can take. Notices may be sent by email, by in app notice, by website notice, or by other methods permitted by law, and timing will follow the FTC rule and applicable state law.

8. Children

The App is for adults. You must be at least 18 years old to hold an account. We do not knowingly collect personal information directly from anyone under 18. A parent or legal guardian may, as the account holder, maintain information about a minor in their care, and that information is treated as the account holder's information under this policy. If you believe a child created an account directly, contact us at privacy@patientscribe.app and we will address it.

9. Changes to this policy

We may update this Privacy Policy as the app changes or as the law requires. When we make a material change, we will update the date above and take reasonable steps to notify you, such as showing a notice in the App. If you are unhappy with the changes, you may terminate your account at any time through your App settings or by emailing privacy@patientscribe.app. Your continued use of the App after an update takes effect means you accept the updated policy.

10. Contact us

If you have questions about this policy or your privacy, or if you want to exercise a privacy right, email privacy@patientscribe.app.