Privacy Policy
We do not sell PHI. We protect your information. This Privacy Policy explains how HH Notes AI collects, uses, shares, retains, and protects information when you visit our website, use our software-as-a-service platform, access our applications, communicate with us, request support, subscribe to our services, or otherwise interact with HH Notes AI.
No PHI sale
HH Notes AI does not sell PHI and does not use PHI from the secure platform for advertising, marketing, or cross-context behavioral advertising.
HIPAA and BAA governed
When HH Notes AI creates, receives, maintains, or transmits PHI on behalf of a covered entity or business associate, that information is governed by HIPAA, our Business Associate Agreement, and applicable law.
Customer responsibility
Customers determine the purpose for which patient information is collected and are responsible for their own privacy notices, patient consents, recording consents, HIPAA obligations, agency policies, and legal obligations.
This page is written for clarity and does not limit any stricter obligations in a signed agreement, Business Associate Agreement, order form, or applicable law.
Introduction
HH Notes AI (“HH Notes AI,” “Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the information we collect, receive, use, maintain, disclose, and otherwise process.
This Privacy Policy explains how we collect, use, share, retain, and protect information when you visit our website, use our software-as-a-service platform, access our applications, communicate with us, request support, subscribe to our services, or otherwise interact with HH Notes AI.
This Privacy Policy applies to: 1. visitors to our public website; 2. individuals who contact us, request information, join a mailing list, or interact with our marketing or support channels; 3. customers, including home health agencies, clinicians, administrators, and other entities or individuals who create accounts or purchase subscriptions; 4. authorized users who access the HH Notes AI platform on behalf of a customer; and 5. other individuals whose information we process in connection with our services, as described in this Privacy Policy.
This Privacy Policy should be read together with our Terms of Use, Business Associate Agreement, subscription terms, and any other agreement that applies to your use of HH Notes AI. If you do not agree with this Privacy Policy, you should not use our website, platform, or services.
1. Important Notice Regarding Protected Health Information
HH Notes AI provides documentation-support technology for home health and related healthcare workflows. Our platform may process patient information, visit recordings, visit transcripts, clinical documentation, OASIS-related information, medical records, visit notes, and other health information submitted by our customers or authorized users.
When we create, receive, maintain, or transmit Protected Health Information (“PHI”) on behalf of a covered entity or business associate, that information is governed by HIPAA, our Business Associate Agreement, and applicable federal and state health privacy laws.
This Privacy Policy describes our general privacy practices. To the extent this Privacy Policy conflicts with an applicable Business Associate Agreement regarding PHI, the Business Associate Agreement controls with respect to PHI.
We do not sell PHI. We do not use PHI from the secure platform for advertising, marketing, or cross-context behavioral advertising. We do not disclose PHI except as permitted by the applicable Business Associate Agreement, customer instructions, applicable law, or as otherwise authorized.
2. We Are Not a Healthcare Provider
HH Notes AI is a technology company. HH Notes AI is not a medical group, home health agency, healthcare provider, physician group, nursing provider, therapy provider, billing provider, coding authority, or emergency medical service.
Our platform supports documentation workflows but does not provide medical advice, diagnosis, treatment, billing advice, coding determinations, plan-of-care determinations, or clinical decision-making. Customers and authorized users remain responsible for patient care, documentation accuracy, patient consent, recording compliance, clinical review, final documentation, billing, coding, OASIS responses, and compliance with all applicable laws, payer rules, and agency policies.
3. Information Covered by This Privacy Policy
This Privacy Policy applies to personal information we collect through: 1. our public website; 2. our platform and related software tools; 3. account registration and subscription workflows; 4. support, email, phone, forms, chat, and other communications; 5. cookies, analytics, logs, session replay, and similar technologies; 6. marketing and educational communications; 7. billing and payment workflows; 8. product feedback, surveys, and customer communications; and 9. other online interactions with HH Notes AI.
This Privacy Policy does not apply to: 1. information collected by third-party websites or services that we do not own or control; 2. customer privacy practices, including how a home health agency or healthcare organization uses patient information; 3. information governed by a separate written agreement, where that agreement states it controls; 4. employment or contractor information governed by a separate employee or applicant privacy notice, if applicable; or 5. PHI to the extent it is governed by the applicable Business Associate Agreement.
4. Definitions
“Authorized User” means an employee, contractor, clinician, administrator, or other individual authorized by a customer to access or use the platform.
“Customer” means an individual, agency, company, or other legal entity that creates an account, purchases a subscription, or uses the platform.
“Patient Recording” means an audio recording of a patient encounter, visit discussion, clinical interaction, or related communication submitted to or processed through the platform.
“Personal Information” means information that identifies, relates to, describes, or could reasonably be linked to an identified or identifiable individual.
“Platform” means the HH Notes AI website, applications, software, AI documentation tools, transcription tools, OASIS-support tools, visit-note-generation tools, quality review tools, and related services.
“Protected Health Information” or “PHI” has the meaning given to that term under HIPAA.
“Secure Platform” means the password-protected or account-based portions of the platform where customers or authorized users may submit, access, process, or store patient information, PHI, medical records, recordings, transcripts, visit notes, OASIS-related information, and generated outputs.
“Your Data” means information submitted to or processed through the platform by or on behalf of a customer or authorized user, including patient information, visit information, recordings, transcripts, medical records, uploaded documents, OASIS-related information, visit notes, generated outputs, and related content.
5. Information We Collect
We collect information in several ways depending on how you interact with HH Notes AI.
A. Contact Information. When you contact us, request a demo, request support, complete a form, join a mailing list, communicate with us by email, phone, chat, text message, or other means, we may collect: 1. name; 2. email address; 3. phone number; 4. company or agency name; 5. job title or role; 6. professional contact information; 7. message contents; 8. communication preferences; and 9. any other information you choose to provide. We use this information to respond to you, provide requested information, manage communications, provide support, and communicate about HH Notes AI products and services.
B. Account Information. When you create or use an account, we may collect: 1. name; 2. email address; 3. username; 4. password or authentication credentials; 5. agency or organization name; 6. role, title, or user type; 7. account settings; 8. subscription status; 9. login activity; 10. user permissions; 11. administrative settings; and 12. actions performed while logged into the account. We use this information to create, maintain, authenticate, secure, and manage your account and to provide the platform.
C. Billing and Payment Information. If you purchase a subscription or paid service, payment information may be collected and processed by our third-party payment processor. This may include: 1. payment card information; 2. billing address; 3. billing ZIP code; 4. subscription plan; 5. payment status; 6. transaction history; and 7. related billing information. HH Notes AI may receive limited billing-related information, such as payment status, last four digits of a card, subscription plan, invoice details, and transaction identifiers. Unless we expressly state otherwise, we do not directly store full payment card numbers. Payment processors process payment information according to their own privacy policies and terms.
D. Platform Data, Patient Information, PHI, and Medical Records. When customers and authorized users use the Secure Platform, they may submit or generate: 1. patient names and identifiers; 2. dates of birth; 3. addresses and contact information; 4. insurance information; 5. visit information; 6. clinical documentation; 7. OASIS-related information; 8. medication information; 9. diagnoses and health conditions; 10. patient recordings; 11. transcripts; 12. uploaded medical records or documents; 13. generated visit notes; 14. summaries, recommendations, and outputs; 15. clinician edits and confirmations; and 16. other health-related information. When this information is PHI, we process it as a business associate under the applicable Business Associate Agreement. Customers determine the purpose for which patient information is collected and submitted to HH Notes AI. Customers are responsible for their own privacy notices, patient consents, recording consents, HIPAA obligations, agency policies, and legal obligations.
E. Patient Recordings and Transcripts. The platform may allow authorized users to record patient encounters or upload recordings for transcription, note generation, quality review, or documentation support. Patient Recordings may be temporarily stored and processed to generate transcripts, visit notes, summaries, OASIS-support content, quality-review outputs, or related documentation. Retention and deletion of recordings may depend on the customer’s settings, subscription configuration, platform functionality, legal requirements, backup policies, and applicable agreements. Customers and authorized users are solely responsible for obtaining all required consents before recording any patient, caregiver, family member, clinician, staff member, or other person whose voice, image, or communication may be captured.
F. Device, Usage, and Log Information. When you access our website or platform, we may automatically collect: 1. IP address; 2. browser type; 3. device type; 4. operating system; 5. referring and exit pages; 6. pages viewed; 7. features used; 8. session duration; 9. dates and times of access; 10. click activity; 11. scroll activity; 12. error logs; 13. crash reports; 14. approximate location based on IP address; 15. unique identifiers; 16. authentication logs; and 17. other technical information. We use this information to operate, secure, troubleshoot, analyze, and improve the website and platform.
G. Cookies, Local Storage, Pixels, Analytics, and Similar Technologies. We may use cookies, local storage, pixels, web beacons, analytics tools, session replay tools, and similar technologies to: 1. authenticate users; 2. remember preferences; 3. maintain sessions; 4. analyze website and platform performance; 5. understand how users interact with our website and platform; 6. detect errors; 7. improve product design; 8. prevent fraud and abuse; 9. measure marketing effectiveness; and 10. support advertising or retargeting on public website pages, where permitted by law. We do not use PHI from the Secure Platform for advertising or marketing.
H. Support, Chat, Feedback, and Survey Information. If you contact support, use chat, submit feedback, respond to surveys, use the bug reporting feature in the platform, or otherwise communicate with us, we may collect: 1. name and contact information; 2. message contents; 3. support request details; 4. screenshots or files you provide; 5. technical information needed to resolve the issue; 6. survey responses; 7. feedback; and 8. communication history. Do not submit PHI or sensitive patient information through public contact forms, marketing forms, or unsecured support channels unless we specifically provide a secure method for doing so.
I. Information From Third Parties. We may receive information from: 1. customers; 2. authorized users; 3. service providers; 4. analytics providers; 5. payment processors; 6. business partners; 7. advertising partners; 8. publicly available sources; and 9. other third parties where permitted by law.
6. How We Use Information
We may use information for the following purposes: 1. to provide, operate, maintain, and improve the website and platform; 2. to create, authenticate, secure, and manage accounts; 3. to process subscriptions, transactions, invoices, and payments; 4. to provide transcription, documentation support, OASIS support, visit note generation, quality review, and related services; 5. to process patient recordings, transcripts, medical records, and other customer-submitted data as directed by the customer and permitted by the Business Associate Agreement; 6. to provide customer support and respond to inquiries; 7. to send account notices, subscription notices, renewal notices, security alerts, and service messages; 8. to send marketing communications, newsletters, product updates, and promotional messages where permitted by law; 9. to personalize website or platform experience; 10. to conduct analytics, testing, debugging, troubleshooting, and research; 11. to detect, prevent, investigate, and respond to fraud, misuse, security incidents, unauthorized access, illegal activity, and violations of our policies; 12. to protect the safety, security, rights, and property of HH Notes AI, customers, authorized users, patients, and others; 13. to enforce our Terms of Use, Business Associate Agreement, and other agreements; 14. to comply with legal obligations, court orders, subpoenas, regulatory inquiries, and law enforcement requests; 15. to maintain business records; 16. to manage corporate transactions, financing, mergers, acquisitions, reorganizations, or asset sales; 17. to create, use, and analyze de-identified or aggregate information; 18. to improve or train AI systems only as permitted by applicable law, our agreements, platform settings, customer consent, and the Business Associate Agreement; and 19. for any other purpose with your consent.
7. How We Use PHI
When HH Notes AI processes PHI as a business associate, we use PHI only as permitted by: 1. the applicable Business Associate Agreement; 2. the Terms of Use; 3. customer instructions; 4. applicable law; and 5. any applicable written agreement between HH Notes AI and the customer.
We may use PHI to provide the platform, process recordings, generate transcripts, create draft documentation, support OASIS and visit-note workflows, troubleshoot issues, maintain security, support customers, and perform other services requested by the customer.
We do not sell PHI. We do not use PHI from the Secure Platform for advertising, marketing, or cross-context behavioral advertising. We do not use PHI to target advertisements to patients. We do not disclose PHI to third parties except as permitted by the Business Associate Agreement, customer instructions, applicable law, or as otherwise authorized.
8. AI Processing and Model Improvement
HH Notes AI uses artificial intelligence and related technologies to support transcription, summarization, documentation, quality review, and related platform functionality.
We may use de-identified data, aggregate data, usage data, feedback, or other information to improve, test, monitor, secure, and develop the platform.
We will not use PHI for AI model training or improvement in a manner that violates HIPAA, the applicable Business Associate Agreement, or customer settings.
To the extent we maintain information in de-identified form, we will not attempt to re-identify that information except as permitted by law, such as to test whether de-identification methods satisfy legal requirements.
10. Your Privacy Choices
A. Account Information. You may be able to access, update, or correct certain account information through your account settings. You may also contact us to request access, correction, or deletion of certain personal information. We may not be able to delete or change information where retention is required or permitted by law, contract, security needs, billing records, dispute resolution, backup systems, or legitimate business purposes.
B. Marketing Communications. You may opt out of marketing emails by contacting us. Even if you opt out of marketing communications, we may still send transactional, administrative, security, legal, billing, or service-related communications.
C. Text Messages. If we send promotional text messages, you may opt out by replying “STOP” or following the instructions in the message.
D. Cookies and Tracking. You may be able to control cookies and similar technologies through your browser settings, device settings, cookie banner, or preference center, if available. Blocking cookies may affect website or platform functionality. Where required by applicable law, we will provide appropriate choices regarding targeted advertising and certain tracking technologies.
E. Global Privacy Control and Universal Opt-Out Signals. Where required by applicable law and technically feasible, we will honor legally recognized browser-based opt-out preference signals, such as Global Privacy Control, as a request to opt out of sale or sharing of personal information.
F. Patient Requests. If you are a patient of one of our customers and want to access, amend, delete, restrict, or obtain a copy of your medical information, you should contact your healthcare provider, home health agency, or other organization that collected your information. Because we process PHI on behalf of our customers, we may forward patient requests to the applicable customer or ask the customer for instructions.
11. State Privacy Rights
Depending on where you live, you may have certain rights under applicable state privacy laws. These rights may include the right to: 1. know or confirm whether we process your personal information; 2. access your personal information; 3. correct inaccurate personal information; 4. delete personal information; 5. obtain a portable copy of personal information; 6. opt out of targeted advertising; 7. opt out of certain sales or sharing of personal information; 8. limit certain uses of sensitive personal information where applicable; 9. object to or restrict certain processing where applicable; 10. revoke consent where processing is based on consent; and 11. appeal a denial of a privacy request where required by law.
These rights are not absolute and may not apply in all circumstances. We may deny or limit a request where permitted by law, including where we cannot verify your identity, where the request relates to PHI controlled by a customer, where retention is legally required, or where an exception applies.
We will not discriminate against you for exercising privacy rights.
12. California Privacy Notice
This section applies to California residents to the extent California privacy law applies to HH Notes AI and the information at issue.
A. Categories of Personal Information We May Collect. In the preceding 12 months, we may have collected the following categories of personal information: 1. identifiers, such as name, email address, phone number, account name, online identifier, IP address, or similar identifiers; 2. customer records information, such as billing information, account information, signature, or similar information; 3. protected classification characteristics, if submitted by customers or users in connection with platform use; 4. commercial information, such as subscriptions purchased, services used, transaction records, and billing history; 5. internet or electronic network activity information, such as browser information, device information, website activity, platform usage, log data, and interaction data; 6. geolocation data, such as approximate location derived from IP address; 7. audio, electronic, visual, or similar information, including Patient Recordings where submitted through the platform; 8. professional or employment-related information, such as job title, agency affiliation, role, or professional contact information; 9. health-related information, including PHI processed on behalf of customers; 10. sensitive personal information, where submitted or processed through the platform; and 11. inferences drawn from the above information. Some of this information may be exempt from certain state privacy laws because it is PHI governed by HIPAA or medical information governed by other health privacy laws.
B. Sources of Personal Information. We may collect personal information from: 1. you directly; 2. customers; 3. authorized users; 4. devices and browsers; 5. service providers; 6. payment processors; 7. analytics providers; 8. advertising partners; 9. business partners; and 10. publicly available sources.
C. Purposes for Collection, Use, and Disclosure. We collect, use, and disclose personal information for the purposes described in this Privacy Policy, including providing the platform, managing accounts, processing payments, customer support, security, analytics, communications, compliance, legal obligations, product improvement, and business operations.
D. Categories of Recipients. We may disclose personal information to: 1. service providers; 2. contractors; 3. payment processors; 4. cloud hosting providers; 5. security providers; 6. analytics providers; 7. communications providers; 8. professional advisors; 9. affiliates; 10. customers and account administrators; 11. government authorities where required or permitted by law; 12. parties to corporate transactions; and 13. others at your direction or with consent.
E. Sale or Sharing. We do not sell PHI. We do not sell personal information for money. If we use cookies or advertising technologies on our public website in a way considered “sharing” or “targeted advertising” under applicable privacy laws, you may have the right to opt out. We do not use or disclose sensitive personal information for purposes of inferring characteristics or for cross-context behavioral advertising where prohibited by law.
F. California. California residents may request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes, to the extent applicable law requires and no exemption applies.
13. Nevada Privacy Notice
Nevada residents may have the right to opt out of the sale of certain covered information. We do not currently sell personal information as “sale” is defined under Nevada law. Nevada residents may contact us using the information below with the subject line “Nevada Do Not Sell Request.”
14. Children’s Privacy
Our public website is not intended for children under 18 years of age, and we do not knowingly collect personal information directly from children under 18 through the public website.
Parents or guardians seeking access to, correction of, or deletion of a child’s medical information should contact the healthcare provider, home health agency, or customer responsible for the child’s care.
15. Recording Consent and Patient Trust
HH Notes AI may include features that remind clinicians to obtain consent before recording. Consent requirements may vary based on federal law, state law, local law, patient circumstances, telehealth requirements, agency policy, professional board rules, payer requirements, and organizational protocols.
Customers and authorized users are responsible for obtaining, documenting, and maintaining all required consents before recording. Customers and authorized users are also responsible for stopping recordings if consent is denied or withdrawn.
HH Notes AI is not responsible for a customer’s or authorized user’s failure to obtain consent, failure to follow recording laws, failure to follow agency policy, or improper use of recording features.
16. Data Security
We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, and destruction. Security measures may include access controls, authentication, encryption, logging, monitoring, vendor safeguards, internal policies, and other safeguards appropriate to the nature of the information.
No method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. You should notify us promptly if you believe your account has been compromised. Do not send PHI or sensitive information through unsecured channels unless we specifically provide a secure method for doing so.
17. Data Retention
We retain personal information for as long as reasonably necessary to provide the platform, maintain your account, comply with legal obligations, resolve disputes, enforce agreements, maintain security, prevent fraud, and conduct legitimate business operations. The retention period depends on the type of information, the purpose for collection, the sensitivity of the information, customer settings, contractual obligations, legal requirements, backup systems, and business needs.
Patient Recordings, transcripts, generated notes, outputs, and other customer data may be retained or deleted according to customer preference, the Business Associate Agreement, the Terms of Use, and applicable retention policies. Backup copies may remain for a limited period according to backup and disaster recovery procedures.
HH Notes AI is not responsible for maintaining the customer’s official medical record unless expressly agreed in writing. Customers are responsible for retaining final documentation according to applicable law, agency policy, payer rules, and professional requirements.
18. International Users
HH Notes AI is operated from the United States. If you access the website or platform from outside the United States, your information may be transferred to, stored in, and processed in the United States or other jurisdictions where we or our service providers operate. Privacy laws in the United States or other jurisdictions may differ from the laws where you live. By using the website or platform, you understand that your information may be processed in the United States, subject to applicable law. The platform is intended primarily for use by United States-based healthcare organizations and users unless HH Notes AI expressly states otherwise.
19. Third-Party Websites and Services
Our website or platform may contain links to third-party websites, applications, tools, payment processors, integrations, or services that we do not own or control. We are not responsible for the privacy practices, security, content, or policies of third parties. You should review the privacy policies and terms of any third-party services you use.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we update the Privacy Policy, we will revise the “Last Updated” date above. If we make material changes, we may notify you through the website, platform, email, account notice, or other legally permitted method. Your continued use of the website or platform after changes are posted means you accept the updated Privacy Policy, to the extent permitted by law.
21. Contact Information
If you have questions, concerns, complaints, or requests regarding this Privacy Policy or our privacy practices, contact us at: HH Notes AI, 1311 E California Ave, Glendale CA, 91206. Email: info@hhnotes.ai.
For patient medical record requests, please contact the healthcare provider, home health agency, or organization responsible for your care.
22. Acknowledgment
BY PURCHASING, ACTIVATING, RENEWING, UPDATING, OR USING A MONTHLY MEMBERSHIP OR BY SIMPLY SIGNING UP FOR AN ACCOUNT ON HH NOTES AI PLATFORM, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO THESE PRIVACY POLICY.