Trust Center

Privacy you can verify.

Patient privacy is built into how CareNotes works. Audio never leaves the device, transcripts and notes are handled under HIPAA safeguards, and your data is never used to train AI models.

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HIPAA, PIPEDA & GDPR BAA with every practice Zero Data Retention AI
A dentist in navy scrubs talking face to face with a patient in a bright operatory, while a phone rests on the tray beside them
The conversation stays in the room. Speech-to-text runs on the phone. No patient audio is recorded, uploaded, or retained, by us or anyone.

Our commitments

Six things that are always true.

Audio never stored

Speech-to-text runs on your device. No patient audio is recorded, uploaded, or retained, by us or anyone.

U.S. data storage

For U.S. customers, transcripts and notes are stored on U.S. infrastructure, encrypted in transit and at rest.

No training on your data

Your PHI is never used to train, fine-tune, or improve AI models. Providers are contractually prohibited from it.

BAA with every practice

We sign a Business Associate Agreement before PHI is processed. A separate BAA per legal entity.

Least-privilege access

No routine access to PHI. Rare support access is authorized, logged, and audited.

Zero Data Retention AI

AI providers process PHI under BAAs. Our primary provider (OpenAI) operates under an executed BAA with Zero Data Retention: data is not logged, stored, or saved to disk.

Data lifecycle

Where your data lives, and where it never goes.

1

On your device

Audio becomes text locally.

Speech-to-text and speaker diarization run on the phone with CareNotes’ own on-device technology. No temporary audio files are created. Only the resulting text is used to generate a note.

Never leaves the device
2

In transit

Encrypted on the way.

If you enable cloud sync, transcripts and notes travel to our Google Cloud backend over TLS. Every request carries app-integrity attestation.

TLS in transit
3

At rest

Encrypted where it sits.

On-device data is protected by iOS Data Protection and the device keychain. Cloud data is encrypted at rest by Google Cloud, on U.S. infrastructure for U.S. customers.

Encrypted at rest
4

AI processing

Under a BAA, with nothing kept.

AI providers that process PHI do so under HIPAA Business Associate Agreements. Our primary provider (OpenAI) runs with Zero Data Retention: not logged for human review, not stored persistently, not saved to disk.

Never used for training

Deleting a note removes it from your device and, if synced, the cloud. Closing your account purges cloud copies (region-aware) and wipes local files. Encrypted disaster-recovery backups expire within 30 days and are never used for operations, analytics, or training.

Compliance

A HIPAA program, not a HIPAA paragraph.

What is in place

  • HIPAA compliance program with administrative, physical, and technical safeguards, workforce training, and periodic reviews.
  • A signed BAA before any PHI is processed, with a separate agreement for each subscribing legal entity.
  • Least-privilege, role-based access. Multi-factor authentication is supported for accounts, and access to PHI is logged.
  • Documented incident response. For a breach of unsecured PHI, affected practices are notified without unreasonable delay and no later than 60 days after discovery, consistent with HIPAA.
  • You own the records. CareNotes acts as a Business Associate that processes data on your behalf. Export your notes at any time.
0

Patient audio files created, uploaded, or retained.

1per entity

A separate Business Associate Agreement for every legal entity.

≤60days

Breach notification window, consistent with HIPAA.

30days

Encrypted disaster-recovery backups expire, never used for analytics or training.

How we handle patient information

Straight answers to the questions your compliance officer asks.

Is any patient audio recorded, uploaded, or stored?
No. Speech-to-text and speaker diarization run entirely on your device using CareNotes’ own on-device technology, purpose-built and optimized for clinical documentation. Audio is processed locally, never leaves the device, and is never sent to any third party for transcription. No temporary audio files are created or retained. Only the resulting text is used to generate a note.
Where are transcripts and notes stored?
On your device (encrypted) and, if you enable cloud sync, in our Google Cloud backend. For U.S. customers, that infrastructure is located in the United States.
Is my data encrypted?
Yes. In transit (TLS) and at rest. On-device data is protected by iOS Data Protection and the device keychain, and cloud data is encrypted at rest by Google Cloud.
Can CareNotes staff access my patients’ PHI?
Not routinely. In the rare case that investigating a support issue requires access to specific data, it is granted only when necessary, limited to authorized personnel, and logged and audited.
Is my data used to train AI models?
No. Patient audio, transcripts, notes, your edits, and prompts are never used to train, fine-tune, or improve AI models. This is enforced contractually with our providers and in the app’s architecture.
Is AI processing covered by a BAA and Zero Data Retention?
Yes. AI providers that process PHI do so under HIPAA Business Associate Agreements. Our primary provider (OpenAI) is engaged under an executed HIPAA Business Associate Agreement with a Zero Data Retention configuration: request data is not logged for human review, not stored persistently, and not saved to disk.
Do you sell or share patient data?
Never. CareNotes does not sell PHI or personal information, and we do not share it with advertisers or data brokers. Data is used only to provide the service to your practice.
Who owns the notes and data?
Your practice does. CareNotes acts as a Business Associate that processes data on your behalf; the clinical records remain yours, and you can export them at any time.
How is data deleted?
Deleting a note removes it from your device and, if synced, the cloud. Closing your account purges cloud copies (region-aware) and wipes local files. Encrypted disaster-recovery backups expire within 30 days and are never used for operations, analytics, or training.
How do you secure account access?
Access follows least-privilege, role-based principles, with multi-factor authentication supported for accounts and app-integrity attestation on every request. Access to PHI is logged.
Is CareNotes HIPAA compliant, and will you sign a BAA?
Yes. CareNotes maintains a HIPAA compliance program with administrative, physical, and technical safeguards, workforce training, and periodic reviews. We sign a Business Associate Agreement with each subscribing practice before any PHI is processed, with a separate BAA per legal entity. Read the BAA.
How do you handle a security incident or breach?
We follow a documented incident-response process. For a breach of unsecured PHI, affected practices are notified without unreasonable delay and no later than 60 days after discovery, consistent with HIPAA.

Documentation

Read it now, or request the full package.

Everything a security review needs. The BAA and policies are public; the compliance package is sent on request.

Business Associate Agreement

Our standard, signable BAA.

Read online PDF

Privacy Policy

How we collect, use, and protect data.

Read the policy

FAQ

Common product and privacy questions.

Open the FAQ

Security Overview, Retention Policy & Subprocessors

Request the full compliance package for your security review.

Email info@cnotes.ai

Talk to us

Questions about privacy, security, or a signed BAA?

Security contact

For privacy and security questions, subprocessor lists, or to get a BAA countersigned for your entity.

info@cnotes.ai

Responsible disclosure

Found a potential vulnerability? Please report it privately to info@cnotes.ai and give us a reasonable window to remediate before public disclosure.

Get it Now Read our BAA

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