1. Introduction
We are committed to respecting your online privacy and recognize the need for appropriate protection and management of any personally identifiable information ("Personal Information") you share with us.

2. Information We Collect
We may collect any personal identifying information such as name, email if you contact us directly via email or form submission or by creating an account to use this service. We may also collect non-personal information, such as your IP address, browser type, and usage data when you access the Website.

3. Use of Information
We use the collected information for various purposes such as providing and maintaining the Service, detecting and addressing technical issues, and providing customer support.
We may use your information to:
a. Provide, maintain, and improve the Website and its services
b. Respond to your inquiries and support requests
c. Communicate with you about updates, promotions, and news related to the Website
d. Analyze user behavior and trends to improve our services
e. We may utilize the SOAP Note templates created by our users for quality assurance and improvement purposes. This means that the templates you create might be analyzed to enhance the functionality, reliability, and overall user experience of our platform.
f. Provide AI-assisted documentation features through Penny, including answering questions about your notes, generating documents, and helping improve your clinical documentation.

4. No Selling of Data
We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties.

5. Use of Google Analytics
We use Google Analytics to help us understand how our customers use the site. The data collected includes site traffic and usage patterns. This information helps us to improve our service and enhance user experience.

6. Email Marketing
We may use the email address you provide to us for marketing purposes, including sending you newsletters, special offers, promotions, and other information that may be of interest to you. Our goal is to provide you with content that is relevant and valuable to your practice. Opt-Out Option: If at any time you wish to stop receiving marketing emails from us, or if you would prefer that we do not use your email address for marketing purposes, please notify us by sending an email to support@soapnoteai.com.

7. Changes to This Privacy Policy
We may update our Privacy Policy from time to time by posting the new Privacy Policy on this page. Your continued use of the Website following the posting of an updated Privacy Policy constitutes acceptance of those changes.

8. Payment Information
For payment processing, we use Stripe, a third-party service. When you make a payment, your credit card information and other sensitive payment details are managed by Stripe and are not stored or collected by us. The collection and use of this information are governed by Stripe's Privacy Policy.

9. Audio SOAP Note Feature
a. Recording and Privacy: All recordings made using the Audio SOAP Note feature will be automatically deleted from our systems in 24-48 hours after the SOAP Note is generated. Users must ensure they have the necessary consent from patients or clients before recording sessions.
b. Data Security: We ensure that all recordings and generated notes are handled in compliance with HIPAA standards to maintain the confidentiality and security of patient information.
c. Use of Recordings: The audio recordings will be used solely for generating SOAP notes and will not be stored or used for any other purpose.

10. Penny AI Assistant
a. Conversation Data: When you use Penny, our AI documentation assistant, we collect and temporarily store your chat conversations to provide the service. These conversations may include questions, requests, and context about your clinical documentation.
b. Data Retention: All Penny conversations are automatically deleted from our systems after 30 days.
c. AI Training: Your conversations with Penny and your clinical documentation are NOT used to train AI models. Your data remains private and is used solely to provide you with the Penny service.
d. Third-Party AI Processing: Penny uses third-party AI services to process your requests. Your data is transmitted securely and handled in compliance with our privacy and security standards.
e. Document Generation: When Penny generates documents such as treatment plans, referral letters, or summaries, this content is processed in real-time and not stored beyond your active session unless you save it to your notes.
f. Data Security: All communications with Penny are encrypted in transit and at rest, maintaining HIPAA compliance standards.

11. Cookies and Tracking Technologies
Our website may use cookies and similar tracking technologies to enhance your experience, analyze usage, and assist in our marketing efforts. You can control cookies through your browser settings.

12. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically, Penny AI conversation data is automatically deleted after 30 days, and audio recordings are deleted within 24-48 hours after processing.

13. Biometric Authentication (Mobile App)
SOAPNoteAI offers optional biometric authentication (Face ID/Touch ID) for convenient and secure access to your account on supported iOS devices.

a. How It Works: Biometric authentication is processed entirely on your device using Apple's Secure Enclave technology. Your biometric data (fingerprint or facial data) is NEVER transmitted to our servers. We only receive confirmation of successful or failed authentication. Biometric data is managed solely by your device's operating system and Apple's security infrastructure.

b. No Collection of Biometric Data: We do not collect, store, process, or have access to your actual biometric information (such as fingerprint patterns or facial geometry). The authentication process occurs locally on your device, and only a success or failure result is communicated to our application.

c. Your Control: Biometric authentication is entirely optional and can be enabled or disabled at any time in the app's Account Settings. You can also manage app access to Face ID/Touch ID in your device's Settings under Face ID & Passcode or Touch ID & Passcode.

d. Security: When you enable biometric authentication, your authentication credentials are stored securely in your device's Keychain with biometric protection. This means the credentials can only be accessed after successful biometric verification on your device.

e. Fallback Authentication: You can always choose to use your password instead of biometric authentication. If biometric authentication fails or is unavailable, you will be prompted to use your password.