Privacy Policy

Your privacy matters to us. If you have any questions about this policy, want to update the information we hold about you, or wish to make a complaint about how we have handled your information, please contact us at support@notatio.ai and we will do our best to help.

Notatio Labs Inc. ("Notatio", "we", "us" or "our") provides an AI-powered clinical documentation platform, available through our website and applications (together, the "Platform"), that helps medical practitioners produce clinical notes and related documents from their patient consultations.

This Privacy Policy explains what information we collect, how we collect it, how we use it, who we share it with, and the rights you have in relation to it. It applies to medical practitioners and other users of the Platform, visitors to our website, and people whose information is processed through the Platform.

Depending on how you interact with us, we may collect:

• General personal information — such as your name, email address, phone number, professional credentials, clinic or organisation details, and the content of your communications with us.
• Payment information — billing details and transaction history when you purchase a subscription. Card details are processed by our payment providers; we do not store full card numbers.
• Health information — audio of consultations, transcripts, and the clinical notes and documents generated through the Platform may contain sensitive health information about patients. This information is processed on behalf of the treating practitioner and is pseudonymised wherever practicable.
• Device and usage information — such as your IP address, browser type, operating system, pages visited and actions taken on the Platform.

No patient data is used to train, develop, or improve any of our AI models.

We collect information:

• Directly from you — when you register an account, use the Platform, complete a form, contact our support team, or otherwise communicate with us.
• Automatically — through cookies and similar technologies when you use our website or the Platform (see the "Using our website and Platform" section below).
• From third parties — such as your clinic or employer when they provision an account for you, or service providers who help us operate the Platform.

Practitioners are responsible for obtaining any consents required from their patients before recording a consultation or submitting patient information to the Platform.

We use the information we collect to:

• set up your account and enable you to access and use the Platform;
• provide the core functionality of the Platform, including transcribing consultations and generating clinical documentation on behalf of the treating practitioner;
• operate, maintain, improve and secure the Platform;
• provide technical support and respond to your enquiries;
• process payments and manage subscriptions;
• produce de-identified, aggregated analytics that do not identify you or any patient; and
• comply with our legal obligations.

We only use health information to provide the services requested by the treating practitioner and as permitted by applicable law.

We may send you information about product updates, features and offers that we think may interest you. You can opt out of marketing communications at any time by using the unsubscribe link in any marketing email or by contacting us at support@notatio.ai.

We will never use health information for marketing, and we do not sell or share your personal information with third parties for their own marketing purposes.

Notatio Labs Inc. is headquartered in Canada, with offices in Vancouver, British Columbia and Seattle, Washington. Customer data is stored in the region associated with your account (currently Canada or the United States), and we work to keep health information within your region wherever practicable.

Some of our service providers may process limited personal information in other countries. Where this occurs, we put in place data processing agreements and safeguards designed to provide a standard of protection comparable to this policy and applicable privacy laws, including PIPEDA and applicable provincial health privacy legislation in Canada, and HIPAA where applicable in the United States.

We may share your information with:

• our employees and contractors who need it to operate and support the Platform;
• service providers who help us run our business, such as cloud hosting, transcription and AI infrastructure, payment processing, analytics and customer support providers, under contracts that restrict how they may use the information;
• professional advisers such as lawyers, accountants and insurers;
• a purchaser or prospective purchaser of our business or assets, subject to appropriate confidentiality obligations; and
• government agencies, regulators, law enforcement and courts where we are required or authorised to do so by law.

We use cookies and similar technologies to keep you signed in, remember your preferences, understand how our website and Platform are used, and improve your experience. Some cookies are essential for the Platform to function; others are used for analytics.

You can manage cookies through your browser settings at any time. Disabling certain cookies may affect the functionality of the website or Platform.

We take the security of your information seriously and use administrative, technical and physical safeguards appropriate to the sensitivity of the information we hold, including:

• encryption of information in transit and at rest;
• access controls that limit access to those who need it to do their jobs;
• pseudonymisation and de-identification tools for health information;
• staff training on privacy and security practices; and
• secure retention and destruction practices — we retain information only for as long as it is needed for the purposes described in this policy or as required by law, and then securely delete or de-identify it.

Subject to applicable law, you have the right to:

• request access to the personal information we hold about you;
• request that we correct inaccurate or incomplete information;
• withdraw your consent, where processing is based on consent;
• object to or ask us to restrict certain processing;
• request deletion of your personal information; and
• request a copy of your information in a portable format.

To exercise any of these rights, contact us at support@notatio.ai. We aim to respond to all requests within 30 days. If you are not satisfied with our response, you may lodge a complaint with the privacy regulator in your jurisdiction, such as the Office of the Privacy Commissioner of Canada.

Requests relating to information contained in a patient's clinical record should be directed to the treating practitioner or clinic, who controls that record; we will assist them in responding.

We may update this Privacy Policy from time to time. If we make material changes to how we handle your information, we will notify you through the Platform or by email and publish the updated policy on our website. We encourage you to review this page periodically.

If you have questions about this policy or how we handle your information, contact us at:

Notatio Labs Inc.
555 Burrard St, Vancouver, BC V7X 1M8, Canada
1448 NW Market St Suite 500, Seattle, WA 98107, USA
support@notatio.ai