Privacy Policy

Audio Recordings

Audio files are transmitted to our servers solely for transcription processing. They are immediately discarded after processing completes. We never store, log, archive, or use audio recordings for model training or any other purpose.

Transcripts and Clinical Notes

Transcripts are generated server-side and sent to your browser. Clinical notes are generated from the transcript via AI and delivered to your browser. If you have an active account, generated notes are saved to your personal dashboard so you can access them later. Notes are associated with your account only and are not accessible to other users.

Account Data

When you create an account, we store your email address, encrypted password (via Supabase Auth), optional practice name, credit balance, and subscription status. This data is used solely to operate the service.

Not a Medical Records System

ChairNotes is a productivity tool, not a medical records system. Do not rely on ChairNotes as your sole or official record of any patient interaction. ChairNotes is not HIPAA-certified. You are responsible for ensuring your use of ChairNotes complies with applicable regulations, including obtaining patient consent before recording.

Email Delivery

If you choose to email a report, we use your provided address solely to deliver that specific report. Your email address is not stored beyond your account, added to any mailing list, or used for marketing purposes.

Payments

Payments are processed entirely by PayPal. ChairNotes never sees, processes, or stores your payment card details, bank account information, or PayPal credentials. We store your subscription status and credit balance to operate the service.

Cookies and Tracking

ChairNotes uses cookies strictly for authentication session management via Supabase. We do not use tracking pixels, third-party analytics cookies, or advertising trackers.

Data Deletion

To request deletion of your account and all associated data, contact us at privacy@chairnotes.com. We will process your request within 30 days.

Third-Party Services

We use the following third-party services to provide ChairNotes:

• AssemblyAI — for audio transcription. Audio is sent to AssemblyAI's API and processed per their data usage policies.
• Anthropic (Claude) — for clinical note extraction. Transcripts are sent to Anthropic's API and processed per their data usage policies.
• Supabase — for authentication and data storage.
• PayPal — for payment and subscription processing.
• Resend — for email delivery.
• Vercel — for hosting.

Contact

For privacy questions, contact us at privacy@chairnotes.com.