Privacy Policy
Clinical Note AI is a clinical documentation assistant for doctors, published by ElevateBox. With the patient's agreement, it listens to a visit and drafts the summary and prescription for the doctor to review. That means it handles health information. This page says what is collected, who receives it, and how to have it deleted.
Clinical Note AI documents what the doctor says. It does not diagnose or recommend treatment. The doctor reviews everything before use.
Summary
- While you record, the visit audio goes from your phone to our speech recognition provider to be turned into text. The app does not save the audio as a file.
- The text, and the patient details you enter, go to an AI drafting provider to draft the summary and prescription. You review everything.
- Your visits are stored in your account on our servers. Some things, like your letterhead and signature, stay only on your phone.
- No ads, no analytics or crash-reporting tools in the app, and we do not sell data.
Who is responsible
The doctor decides to record a visit, what to keep and what to share. In that sense the doctor is responsible for their patients' records. We process that information on the doctor's instruction, to provide the service, and for no other purpose.
If you are a patient and want a summary or other record corrected or removed, ask your doctor first. They control it.
What we collect
- Your account. Your name and your mobile phone number. You sign in with the number and a one-time code sent by SMS. There is no password.
- Visit audio. Streamed while you record, to be transcribed. It is not saved as a file and is not sent to our server (see below).
- Transcripts and drafts. The text transcribed from the visit, and the summaries and prescriptions drafted from it.
- Patient details you enter. Age and sex, and optionally the patient's name. Optionally the patient's mobile number, used only so you can hand over the prescription on WhatsApp. You tap share; nothing is sent automatically.
- Questions and edits. Questions you type or dictate in Ask, and the edits you make to drafts. Your edits are used so later drafts follow your style.
- The patient's agreement. A record that you confirmed the patient's agreement, stored with the visit.
Kept only on your phone. Your letterhead (practice name, qualifications, registration number, address, phone and drawn signature), your profile photo, your vocabulary, your template choice, your reminders, and your sign-in session token (in the phone's secure storage).
Not collected. Your contacts, location, calendar, advertising ID, push tokens or email address. The app has no advertising, analytics or crash-reporting tools. It does not read your text messages: on Android, the system shows you the single sign-in message and the app reads it only if you approve.
Technical information. The app checks for app updates through Expo's update service. Our servers and our hosting provider may keep request logs (such as the time and the address a request came from) to keep the service secure and to fix faults. These logs do not hold visit content, and they are kept for no more than 30 days.
What leaves your phone and who receives it
What is sent: the audio of the visit while it is running, the text transcribed from it, and the summary and prescription drafted from it, together with the patient details you enter (name, age, sex).
Speech recognition — Soniox. The audio streams from your phone directly to Soniox while you record, and comes back as text. Only the text is kept by us. Soniox processes the audio only to return the text for that request, under its own terms and privacy policy (linked above). Please read them for how Soniox handles audio.
AI drafting — Groq. Receives the transcript, the patient's name, age and sex, the text of earlier records used for the draft, and your style edits. It runs an open-weight language model that drafts the summary and prescription. The model is asked to write up what was said, not to diagnose. Groq processes it only to answer that request, under its own terms and privacy policy (linked above).
SMS — MSG91. Receives your phone number to deliver the sign-in code.
Hosting. Our server runs on Vercel. Your account, sign-in sessions (stored in hashed form), synced visits, style edits and any published pages are kept in a Neon Postgres database. The app does not upload photos or audio files to our servers.
Research Mode. Research Mode is part of the app. The questions you type into Research, and the research text you choose to work on, are sent to Groq to write the answer. Do not put patient names or other identifying details into Research.
These providers process the information for us, under our instructions, to provide the service. We do not sell your data or share it with advertisers.
Why we use it
Visit information is used only to transcribe the visit and draft your summary and prescription, and to keep them in your account so you can find them again. Your phone number is used to sign you in. Your edits are used to make later drafts follow your style.
Doctors' consent and the patient's agreement
Before your first recording, the app shows a screen that says what is sent, who receives it and why — the same as the section above. You agree once. The app records which version of the screen you agreed to. If you choose Not now, you cannot record.
You can review or withdraw your agreement at any time in Profile > Data sharing. Withdrawing turns recording off until you agree again. This record is stored on your phone only.
Your agreement does not replace the patient's. You still need the patient's agreement, and the app asks you to confirm it each time a visit starts.
How long we keep it
Your visits stay in your account until you delete them or delete your account. We do not delete them on our own schedule.
When you delete a visit, its content is cleared from our servers. An empty placeholder remains so the deletion reaches your other devices. When you delete your account, your name, phone number, sign-in sessions, visits and published pages are removed from our servers straight away. Copies in backups are removed within 30 days. Signing out removes the visits and settings stored on that phone.
We do not keep the visit audio. It is streamed to Soniox to be turned into text and is not saved by the app or by our servers.
Security
Information is sent over encrypted connections (TLS). Your session token is held in your phone's secure storage — the iOS keychain or the Android keystore. No system is perfect, and we will tell you if something happens that affects your data.
Publishing
Nothing is published unless you press publish. When you publish an article from Research, it becomes a public web page that anyone with the link can read, and it carries your name as the author. Nothing else you write is public. Publish only what has no patient details and what you are willing to have read by strangers. A published page can be unpublished, but a page that has been shared may already have been copied or cached elsewhere.
Deleting your data and withdrawing consent
You can delete a single visit in the app. You can withdraw your agreement to data sharing in Profile > Data sharing.
You can delete your account in the app: Profile > Privacy > Delete account. If that option is unavailable, email charan@elevatebox.in with the mobile number you sign in with, and see how to delete your account. We confirm it is you, act on it within 30 days and tell you when it is done.
Your rights
We handle personal data in line with India's Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and its rules. The doctor decides why and how patient information is processed, and we process it on the doctor's instruction.
You can ask to see your data, to have it corrected or deleted, and you can withdraw your consent. You can also raise a grievance. Write to charan@elevatebox.in.
Grievance officer: Sai Charan L, ElevateBox, charan@elevatebox.in. We reply to every grievance within 30 days.
Children
Clinical Note AI is for practising clinicians aged 18 or over. It is not directed at children.
Changes
If this policy changes in a way that affects what happens to your data, we will say so in the app before the change takes effect. The date at the top shows the current version.