Privacy Policy

1. Who We Are

DocNotes ("we," "our," or "us") is the maker of the Doctor Notes iOS app, available on the Apple App Store. This Privacy Policy explains how we collect, use, and protect information when you use the Doctor Notes app and the website at docnotes.io.

If you have questions, contact us at support@docnotes.io.

2. Information We Collect

We collect only what is necessary to provide the service:

• Account information — Your name and email address when you create an account or sign in.
• Patient profiles — Names and notes you create for the patients you manage (yourself or family members). This information is stored on your device and synced via your personal iCloud account using Apple CloudKit.
• Text transcripts — The written transcript of a recorded visit, generated on your device. Only the text is sent to OpenAI to create a plain-language summary. The audio itself is never transmitted.
• Care Circle email addresses — Email addresses you provide for family members you invite to receive visit summaries.
• Location data — Approximate location, used only while the app is open (foreground only) to show nearby doctors. We do not store or transmit your location.
• Subscription information — Subscription status managed through Apple App Store and RevenueCat. We do not see or store your payment details.
• Diagnostic data — Crash reports and basic app performance data to improve stability, collected through standard Apple frameworks.

3. Audio Recordings: Stored Locally Only

Transcription is performed entirely on-device using Apple's SFSpeechRecognizer framework — the same technology Apple uses for Siri and dictation. The audio does not leave your iPhone or iPad.

Once the transcript is generated, only the text is sent to OpenAI to create a clear, plain-language summary of the visit. The audio file remains on your device and can be deleted at any time from within the app.

4. How We Use Your Information

• To generate AI-powered visit summaries from your text transcript
• To send visit summaries to you and your Care Circle members via email (using Resend)
• To display nearby doctors based on your current location (only while the app is active in the foreground)
• To manage your subscription through RevenueCat and Apple App Store
• To respond to your support requests
• To improve the app through aggregated, anonymized diagnostic data

5. Third-Party Services

We use a small number of carefully selected third-party services, each bound by their own privacy policies:

• OpenAI (GPT-4o) — Receives only the text transcript to generate a visit summary. Per OpenAI’s API usage policy, data submitted via the API is not used to train their models and is not retained beyond the immediate request. OpenAI API Policy
• Resend — Transactional email service used to deliver visit summaries to you and your Care Circle. Resend processes the recipient email address and summary content to facilitate delivery. Resend Privacy Policy
• RevenueCat — Manages in-app subscription state and purchase validation. RevenueCat does not receive any health or medical data. RevenueCat Privacy Policy
• Apple App Store & CloudKit — Subscription purchases are processed by Apple. Visit data may sync across your devices via iCloud CloudKit, subject to Apple’s privacy policy. Apple Privacy Policy

6. Health & Medical Data

Doctor Notes is a personal note-taking tool, not a medical device or covered healthcare entity under HIPAA. The app is designed for personal use to help you remember what your doctor said — it is not intended for clinical, diagnostic, or treatment purposes.

We do not sell, share, or monetize any health-related content you create in the app. The content of your visit summaries remains under your control at all times.

We recommend that you exercise discretion about what personal health details you record beyond what is necessary to remember a visit.

7. Location Data

The app requests access to your device’s location only to show nearby doctors in the search feature. Location is accessed only while the app is open (foreground use only). We do not store your location, log location history, or share your location with any third party.

You can revoke location access at any time: iPhone Settings → Doctor Notes → Location.

8. Care Circle & Email

When you add a family member to your Care Circle, you provide their email address. By doing so, you represent that you have their consent to receive visit summaries via email. Their email address is used only to send the summaries you choose to share — we do not market to them, sell their address, or contact them for any other purpose.

9. Data Retention & Deletion

You are in full control of your data:

• All visit data is stored on your device and in your personal iCloud account. Deleting the app removes all locally stored data.
• Export all your data anytime: Settings → Export Data within the app.
• Delete all your data anytime: Settings → Delete All Data within the app.
• To request deletion of any data we may hold, email support@docnotes.io. We will respond within 30 days.

10. Children’s Privacy

Doctor Notes is not directed to or intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with information, please contact us at support@docnotes.io and we will delete it promptly.

11. Data Security

We take reasonable and appropriate measures to protect your information:

• Audio recordings never leave your device
• Data synced via iCloud is encrypted by Apple in transit and at rest
• All API communications use TLS encryption
• We do not store payment information — all billing is handled by Apple

No method of electronic transmission or storage is 100% secure. If you believe your account has been compromised, please contact us at support@docnotes.io immediately.

12. Your Privacy Rights

Depending on where you live, you may have the following rights:

• Right to access — Request a copy of the personal data we hold about you
• Right to correction — Ask us to correct inaccurate data
• Right to deletion — Ask us to delete your data (most data can be deleted directly in the app)
• Right to data portability — Export your data using the in-app export feature
• Right to object — Object to certain processing of your data
• Right to restrict processing — Request that we limit how we use your data

To exercise any of these rights, email support@docnotes.io. We will respond within 30 days and will not discriminate against you for exercising your privacy rights.

13. California Residents (CCPA / CPRA)

We do not sell your personal information and have not done so in the past 12 months. California residents have the right to know what personal information we collect, to request deletion, to correct inaccurate information, and to opt out of any sale (which we do not conduct). To submit a request, email support@docnotes.io.

14. International Users

Doctor Notes is available worldwide. If you use the app outside the United States, your information may be processed in the United States where our service providers operate. By using the app, you acknowledge this transfer. We take steps to ensure appropriate safeguards are in place consistent with applicable law.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you within the app. Continued use of the app after changes take effect constitutes your acceptance of the updated policy.

16. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us:

• Email: support@docnotes.io
• Website: docnotes.io