Privacy Policy

1. Introduction

Ayelite Technologies, operating MedConvo ("we," "our," or "us"), is committed to protecting your privacy and the privacy of your patients. This Privacy Policy describes how we collect, use, store, and share information when you use our AI-powered clinical documentation platform ("Service"). By using MedConvo, you agree to the practices described in this policy.

2. Information We Collect

We collect only the information necessary to provide and improve the Service:

• Account Information: Your name, email address, professional credentials, and practice details when you register.
• Audio Data: Audio from patient-physician conversations captured during a session. This data is processed in real-time for transcription and is not stored after processing.
• Clinical Notes: AI-generated documentation saved to your account. You retain full ownership of this content.
• Payment Information: We do not collect or store payment card details. All payment processing is handled by our payment processor. Please review their privacy policy for details on how billing data is handled.
• Usage Data: Information about how you interact with the Service (e.g., features used, session duration) to improve performance and user experience.
• Device & Log Data: Browser type, IP address, and operating system, collected automatically for security and diagnostic purposes.

3. How We Use Your Information

• To provide, operate, and maintain the clinical documentation Service.
• To generate accurate clinical notes from patient-physician conversations.
• To improve the accuracy and performance of our AI models (using de-identified data only).
• To send you product updates, service notifications, and support communications.
• To comply with applicable legal obligations, including HIPAA requirements.
• To detect and prevent fraud, abuse, or security incidents.

4. Audio Data Handling

Audio is streamed to our servers solely for the purpose of real-time transcription. Audio data is processed transiently and is permanently discarded immediately after the note is generated. We do not retain, archive, or share any audio recordings under any circumstances.

5. HIPAA Compliance

MedConvo is designed to support your HIPAA compliance obligations. We implement administrative, physical, and technical safeguards to protect Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA). We will execute a Business Associate Agreement (BAA) with covered entities and business associates upon request. Please contact [email protected] to request a BAA.

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit using TLS 1.2+
• Encryption of data at rest using AES-256
• Access controls and role-based permissions
• Regular security reviews and vulnerability assessments

7. Data Sharing & Third Parties

We do not sell, rent, or trade your personal or patient data. We may share your information only in the following circumstances:

• Payment Processor: Billing and subscription data is managed by our payment processor on our behalf.
• Service Providers: We work with trusted third-party providers (e.g., cloud infrastructure) who process data solely on our behalf and under strict data processing agreements.
• Legal Requirements: We may disclose information if required to do so by law or in response to valid legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, with notice provided to you.

8. Data Retention

We retain your account information and clinical notes for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by contacting us. Audio data is never retained beyond the active session.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access a copy of the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data.
• Withdraw consent for data processing where consent is the legal basis.
• Lodge a complaint with the relevant data protection authority.

To exercise any of these rights, contact us at [email protected].

10. Cookies

We use essential cookies to operate the Service (e.g., session authentication). We do not use tracking or advertising cookies. You can control cookie settings through your browser, though disabling essential cookies may affect Service functionality.

11. Children's Privacy

MedConvo is intended for use by licensed healthcare professionals only. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. The "Last updated" date at the top of this page indicates when the policy was last revised.

13. Contact Us

For privacy-related questions, requests, or concerns, please contact us at:
Ayelite Technologies (MedConvo)
Email: [email protected]