Privacy Policy

Introduction

SideScribe LLC is committed to the absolute privacy of dental professionals and their patients. Our system is built on the principle of Zero Data Retention.

We only process audio for the duration of the clinical encounter.

Audio and transcripts are held in temporary memory (RAM) and are purged immediately after the note is finalized. We do not store "recordings" of patients.

We provide a signed Business Associate Agreement (BAA) to every office, ensuring HIPAA compliance.

Third-Party Processing

We use OpenAI's API via their "Zero Data Retention" (ZDR) tier. Your data is never used by us or them for model training.

Information We Collect

We collect only the minimum information necessary to provide our services:

• Audio Data: Temporarily processed during clinical encounters
• Account Information: Email address and basic practice details for service access
• Usage Data: Anonymous, aggregated usage statistics for service improvement

How We Use Information

Information is used solely for:

• Generating clinical documentation from audio input
• Providing and maintaining your SideScribe account
• Ensuring HIPAA compliance and system security
• Improving our services through anonymous, aggregated analytics

Data Security

We implement industry-leading security measures:

• End-to-end encryption for all data in transit and at rest
• Regular security audits and penetration testing
• Access controls with principle of least privilege
• Employee background checks and HIPAA training
• Incident response plan for potential security events

Data Retention

Our zero retention policy means:

• Audio data is never stored permanently
• Transcripts are purged immediately after finalization
• Only final clinical notes are retained (as created by you)
• All temporary data is wiped from memory within seconds

HIPAA Compliance

As a HIPAA Business Associate, SideScribe:

• Signs a Business Associate Agreement with each customer
• Conducts regular HIPAA compliance training
• Maintains comprehensive security policies and procedures
• Reports security incidents within required timeframes
• Cooperates with privacy and security investigations

Your Rights

Under HIPAA and applicable privacy laws, you have the right to:

• Access and review your account information
• Request corrections to inaccurate information
• Request deletion of your account and associated data
• Receive an accounting of disclosures
• File complaints with the Secretary of Health and Human Services

International Data Transfers

Our services are hosted in the United States. By using SideScribe, you acknowledge that your data may be processed in the US, which provides adequate protection under HIPAA and applicable privacy frameworks.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA). Due to our zero data retention policy, we do not sell personal information and maintain minimal data necessary for our services.