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Privacy Policy

Effective March 16, 2026

1. Scope

This Privacy Policy describes how SurgiNote, LLC collects, uses, stores, and discloses information when you visit our website, request beta access, log in, use the SurgiNote application, submit feedback, or otherwise interact with our services.

2. Information we collect

We may collect the following categories of information:

  • contact information, such as email address or phone number, when you request access or log in;
  • account and authentication information, such as session identifiers and access status;
  • content you submit, including shorthand inputs, template content, feedback, and related workflow data;
  • administrative or operational records, such as timestamps, logs, device/browser metadata, and usage events;
  • communications you send to us, including support requests, comments, and beta feedback.

3. Sensitive and health-related information

SurgiNote is designed for clinical documentation workflows, which means users may attempt to submit sensitive or health-related information. You are responsible for determining whether you may lawfully disclose such information to us and whether all required agreements, notices, permissions, and safeguards are in place before doing so.

Unless explicitly agreed otherwise in writing, you should not assume SurgiNote is acting as your business associate, medical records custodian, or regulated data processor for any specific legal regime solely because the Service can be used in a healthcare context.

4. How we use information

We may use collected information to:

  • provide, operate, secure, monitor, and maintain the Service;
  • authenticate users and manage access;
  • generate outputs and support core documentation workflows;
  • improve product quality, reliability, safety, and usability;
  • respond to support requests and communicate with you;
  • investigate misuse, enforce our terms, and comply with legal obligations.

5. How we may disclose information

We may disclose information:

  • to service providers, contractors, and infrastructure vendors that help us operate the Service;
  • if required by law, legal process, regulation, or governmental request;
  • to protect the rights, safety, security, and integrity of SurgiNote, our users, patients, or the public;
  • in connection with a merger, financing, acquisition, reorganization, sale of assets, or similar transaction;
  • with your direction or consent.

6. Data retention

We retain information for as long as reasonably necessary to provide the Service, fulfill the purposes described in this Policy, improve and secure the Service, resolve disputes, enforce agreements, and comply with law. Retention periods may vary depending on the type of information and the context in which it was collected.

7. Security

We use administrative, technical, and organizational measures designed to protect information from unauthorized access, loss, misuse, or alteration. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Cookies and similar technologies

We may use cookies, session tokens, local storage, and similar technologies to keep you signed in, remember preferences, understand usage, and support product performance and security. You may be able to control some of these technologies through your browser settings, though doing so may affect functionality.

9. Your choices and rights

Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or restriction of certain personal information. You may also be able to opt out of some communications. We may need to verify your identity before acting on a request, and certain legal exceptions may apply.

10. International and organizational use

If you use SurgiNote on behalf of an organization, your organization may have rights to access and control information associated with your use of the Service. If information is transferred across jurisdictions, we will rely on appropriate operational and legal mechanisms where required.

11. Children's privacy

The Service is not directed to children, and we do not intend the Service for use by minors without appropriate authority. If you believe a child has provided personal information to us inappropriately, please contact us so we can review and address the issue.

12. Policy changes

We may update this Privacy Policy from time to time. When we do, we will post the revised version on this page and update the effective date above. Your continued use of the Service after the revised Policy becomes effective indicates your acceptance of the updated Policy.

13. Contact

Questions or requests relating to this Privacy Policy may be sent through the support or contact method made available by SurgiNote, LLC through the Service.