Cookie Policy
Effective date: January 31, 2025
This Cookie Policy explains how Healthnotes AI, Inc. ("Healthnotes AI", "we", "us", or "our") uses cookies and similar tracking technologies on our website and platform (collectively, the "Services"). This policy provides you with clear and comprehensive information about the cookies we use, their purpose, and your choices regarding their use.
What Are Cookies?
Think of cookies as small notes that websites leave on your device to remember things about your visit. Just like a bookmark helps you return to the right page in a book, cookies help websites remember your preferences and provide a smoother experience when you return.
Cookies are tiny text files that are stored on your computer, tablet, or phone when you visit our website. They contain small amounts of information and help us:
- Keep you securely signed in
- Remember your preferences (like your preferred language or theme)
- Understand how you use our platform so we can improve it
- Protect your account from unauthorized access
Important Privacy Protection
We want to be absolutely clear: We NEVER store any of your health information, patient data, or medical records in cookies. All sensitive health information is protected using advanced encryption and stored separately in secure, HIPAA-compliant systems. Cookies only contain technical information needed to make the platform work properly.
Why We Use Cookies
We use cookies thoughtfully and sparingly, only when they provide real value to your experience. Here's why cookies are important for our platform:
1. Keeping You Secure
Security is our top priority. We use cookies to:
- Maintain secure login sessions so you don't have to sign in repeatedly
- Verify your identity and protect against unauthorized access
- Detect and prevent security threats
- Ensure that only you can access your account
2. Remembering Your Preferences
We want you to feel comfortable using our platform. Cookies help us:
- Remember if you prefer dark mode or light mode
- Keep your language settings
- Save your dashboard layout preferences
- Remember your audio quality settings for transcriptions
3. Providing Essential Functions
Some cookies are absolutely necessary for the platform to work. These help:
- Keep you logged in as you navigate between pages
- Remember items in your session
- Enable core features like real-time transcription
- Ensure the platform loads quickly and efficiently
4. Improving Our Services
With your permission, we use analytics cookies to:
- Understand which features are most helpful
- Identify areas where we can improve
- Fix problems and bugs more quickly
- Make the platform faster and more reliable
Types of Cookies We Use
We categorize our cookies into four main types, based on their purpose and importance:
Essential Cookies (Always Required)
These cookies are like the foundation of a house - the platform simply cannot function without them. They enable basic features and are always active. You cannot turn these off because they are strictly necessary for the service to work.
What they do:
- Keep you logged in securely
- Protect against security threats
- Remember your active workspace
- Enable core platform features
- Maintain your session as you navigate
Your privacy: These cookies contain only technical identifiers and never include personal or health information.
Preference Cookies (Your Choices)
These cookies remember choices you make to give you a more personalized experience. They're like having a personal assistant who remembers how you like things done.
What they do:
- Remember your theme preference (light/dark mode)
- Store your language selection
- Keep your timezone settings
- Save your audio preferences
- Remember your dashboard layout
Your privacy: These cookies only store your preference settings and can be deleted at any time without affecting your data.
Analytics Cookies (Optional)
With your consent, we use analytics cookies to understand how you use our platform so we can make it better. Think of these as anonymous feedback that helps us improve.
What they do:
- Measure which features are used most
- Identify technical issues
- Understand user journeys
- Track platform performance
- Help us prioritize improvements
Your privacy: These cookies never contain personally identifiable information. All analytics data is anonymized and aggregated. You can opt out at any time.
Third-Party Cookies (Limited Use)
We work with a small number of carefully selected partners who may set their own cookies. We only work with partners who meet our strict privacy standards.
Our trusted partners include:
- Authentication providers (Google, Apple) - Only when you choose to sign in with these services
- Infrastructure providers (Vercel, Convex) - To ensure platform reliability and performance
- Analytics services (PostHog, Umami) - Privacy-focused analytics that help us improve
- Payment processor (Stripe) - Only on billing pages when you make a payment
Your privacy: All our partners are bound by strict privacy agreements. We regularly audit their practices and only work with services that respect user privacy.
Your Control and Choices
We believe you should have complete control over your privacy. Here are the ways you can manage cookies:
Cookie Preference Center
We provide an easy-to-use cookie preference center where you can:
- See exactly which cookies are being used
- Turn off non-essential cookies
- Adjust your preferences at any time
- Get detailed information about each cookie
Access this through the "Cookie Settings" link in the footer of any page.
Browser Controls
All modern browsers allow you to control cookies. You can:
- Block all cookies (though this may affect functionality)
- Delete existing cookies
- Set your browser to ask before accepting cookies
- Block third-party cookies only
How to manage cookies in popular browsers:
- Chrome: Settings → Privacy and security → Cookies and other site data
- Safari: Preferences → Privacy → Manage Website Data
- Firefox: Settings → Privacy & Security → Cookies and Site Data
- Edge: Settings → Privacy, search, and services → Cookies and site permissions
"Do Not Track" Signals
We respect "Do Not Track" (DNT) browser signals. When we detect that you have DNT enabled:
- We automatically disable non-essential analytics cookies
- We limit tracking to only what's necessary for security
- Your DNT preference is honored across our entire platform
Opting Out of Analytics
You can opt out of analytics cookies at any time:
- Visit our Cookie Preference Center
- Toggle off "Analytics Cookies"
- Your choice is saved and respected immediately
Our Commitment to Your Privacy
Healthcare-Grade Privacy Standards
As a healthcare technology platform, we go above and beyond standard privacy practices:
- HIPAA Compliance: All our data handling meets or exceeds HIPAA requirements
- Data Minimization: We only collect what's absolutely necessary
- Privacy by Design: Privacy is built into every feature from the start
- Regular Audits: We continuously review and improve our privacy practices
- Transparency: We're always clear about what we collect and why
What We Never Do
We want to be crystal clear about our privacy boundaries:
- ❌ We NEVER sell your data to anyone
- ❌ We NEVER store health information in cookies
- ❌ We NEVER share your information with advertisers
- ❌ We NEVER use cookies to track you across other websites
- ❌ We NEVER collect more data than necessary
Security Measures
We protect cookie data with multiple layers of security:
- Encryption: All cookies containing sensitive data are encrypted
- Secure Transmission: Cookies are only sent over encrypted HTTPS connections
- Access Controls: Strict controls on who can access cookie data
- Regular Updates: Security measures are continuously updated
- Incident Response: Dedicated team ready to respond to any security concerns
Data Retention
We believe in keeping data only as long as necessary:
- Session cookies: Deleted as soon as you close your browser
- Preference cookies: Kept until you change your preferences or clear them
- Authentication cookies: Refreshed regularly for security, expire after 30 days of inactivity
- Analytics cookies: Anonymized after 90 days, aggregated data kept for improvement purposes
Cookies and Children
HealthNotes AI is designed for use by healthcare professionals and is not intended for children under 18. We do not knowingly collect cookie data from children. If you believe a child has accessed our platform, please contact us immediately.
International Users
We respect privacy laws worldwide:
- GDPR Compliance (European Union): Full compliance with consent requirements and data rights
- CCPA Compliance (California): Respect for consumer privacy rights
- Global Standards: We apply the highest privacy standards globally
No matter where you are, you have the right to:
- Know what cookies we use
- Control which cookies are set
- Request deletion of cookie data
- Opt out of non-essential cookies
Changes to This Policy
We may update this Cookie Policy as our platform evolves or when privacy laws change. When we make changes:
- We'll update the "Effective Date" at the top
- For significant changes, we'll notify you by email or through the platform
- You'll always be able to review the updated policy before continuing to use our service
- We'll maintain a version history so you can see what changed
We encourage you to review this policy periodically to stay informed about how we're protecting your privacy.
Contact Us
Your privacy questions and concerns are important to us. If you have any questions about this Cookie Policy or how we handle your information, please don't hesitate to reach out:
Email: social@healthnotes.ai
For urgent privacy concerns, please email us with "URGENT: Privacy" in the subject line for prioritized response.
Accessibility
We're committed to making this Cookie Policy accessible to everyone. If you need this policy in an alternative format or have suggestions for improving accessibility, please contact us at accessibility@healthnotes.ai.
Final Thoughts
Your trust is the foundation of everything we do at HealthNotes AI. We understand that when you use our platform, you're not just sharing data - you're trusting us with an important part of your professional healthcare practice. We don't take that responsibility lightly.
Every decision we make about cookies and data collection is guided by a simple principle: respect for your privacy. We continuously work to minimize data collection, maximize transparency, and give you meaningful control over your information.
Thank you for taking the time to read our Cookie Policy. By being informed about how we use cookies, you're taking an important step in protecting your digital privacy.
Last Updated: January 31, 2025
Version: 2.0
Policy ID: HNAI-COOKIE-2025-01
Version: 2.0
Policy ID: HNAI-COOKIE-2025-01
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