Last updated: May 12, 2026 · ClinDoc AI · clindocai.com
This Privacy Notice for ClinDoc AI ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
Questions or concerns? If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@clindocai.com.
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information we collect may include: names, email addresses, and debit/credit card numbers.
Sensitive Information. We do not process sensitive information.
Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number and the security code associated with your payment instrument. All payment data is handled and stored by Stripe and Anthropic. You may find their privacy notices at https://stripe.com/gb/privacy and https://anthropic.com/privacy.
Social Media Login Data. We may provide you with the option to register with us using your existing social media account details. If you choose to register in this way, we will collect certain profile information about you from the social media provider. See Section 6 for more details.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
In Short: Some information — such as your IP address and browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and information about how and when you use our Services. This information is primarily needed to maintain the security and operation of our Services and for our internal analytics and reporting purposes.
The information we collect includes log and usage data — service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services.
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason to do so.
If you are located in the EU or UK, this section applies to you.
The GDPR and UK GDPR require us to explain the valid legal bases we rely on. We may rely on the following:
In Short: We may share information in specific situations described in this section and/or with the following third parties.
We may share your data with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it.
We may also need to share your personal information in the following situations:
In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.
As part of our Services, we offer products, features, or tools powered by artificial intelligence (collectively "AI Products"). These tools are designed to enhance your experience and provide you with innovative solutions.
Use of AI Technologies. We provide the AI Products through Anthropic. Your input and personal information will be shared with and processed by Anthropic to enable your use of our AI Products. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.
Our AI Products are designed for AI document generation — specifically clinical note generation for nursing professionals.
How We Process Your Data Using AI. All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreement with Anthropic. Input data submitted for note generation is processed in real time and is not stored by ClinDoc AI after your note is returned to you.
To opt out of AI processing, you can contact us using the contact information provided at support@clindocai.com or discontinue use of the AI note generation feature.
Please note that opting out of AI processing means you will not be able to use the core note generation features of ClinDoc AI.
In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.
Our Services offer you the ability to register and log in using your third-party social media account details. Where you choose to do this, we will receive certain profile information about you from your social media provider, which may include your name, email address, friends list, and profile picture. We will use this information only for the purposes described in this Privacy Notice. We recommend that you review the privacy notice of your social media provider to understand how they collect, use, and share your personal information.
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law. No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or securely store your personal information and isolate it from any further processing until deletion is possible.
In Short: We aim to protect your personal information through a system of organisational and technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. You should only access the Services within a secure environment.
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@clindocai.com.
In Short: Depending on your state of residence in the US or in some regions, such as the EEA, UK, and Switzerland, you have rights that allow you greater access to and control over your personal information.
In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right to: (i) request access and obtain a copy of your personal information, (ii) request rectification or erasure, (iii) restrict the processing of your personal information, (iv) data portability, and (v) not be subject to automated decision-making. You can make such a request by contacting us at support@clindocai.com.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.
If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.
Withdrawing your consent: You have the right to withdraw your consent at any time by contacting us at support@clindocai.com. This will not affect the lawfulness of the processing before its withdrawal.
Opting out of marketing communications: You can unsubscribe from our marketing and promotional communications at any time by replying "STOP" or "UNSUBSCRIBE" to any messages we send, or by contacting us directly. We may still communicate with you for service-related purposes necessary for the administration and use of your account.
To review or change the information in your account or terminate your account, contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.
If you have questions or comments about your privacy rights, you may email us at support@clindocai.com.
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognising or honouring DNT signals, we do not respond to them at this time.
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have specific privacy rights.
You may have the right to request access to and receive details about the personal information we maintain about you, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information.
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Email addresses, IP addresses, account names | YES — see Section 13 |
| B. Personal information (CA Customer Records) | Name, contact information, financial information | NO |
| C. Protected classification characteristics | Gender, age, race, ethnicity | NO |
| D. Commercial information | Transaction information, purchase history, payment information | YES — see Section 13 |
| E. Biometric information | Fingerprints and voiceprints | NO |
| F. Internet or network activity | Browsing history, interactions with our website | NO |
| G. Geolocation data | Device location | NO |
| H. Audio, electronic, sensory information | Images and audio, video or call recordings | NO |
| I. Professional or employment-related information | Job title, work history, professional qualifications | NO |
| J. Education information | Student records and directory information | NO |
| K. Inferences drawn from personal information | Profile or summary about preferences and characteristics | NO |
| L. Sensitive personal information | — | NO |
We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve months, except as described in Section 4 of this notice for the purposes of delivering our Services. The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under Section 4.
You have rights under certain US state data protection laws including: right to know, right to access, right to correct, right to request deletion, right to obtain a copy, right to non-discrimination, and right to opt out of targeted advertising and sale of personal data.
Depending upon the state where you live, you may also have rights to access categories of personal data being processed, obtain a list of third parties to whom we have disclosed personal data, and review how personal data has been profiled.
To exercise these rights, you can submit a data subject access request or email us at support@clindocai.com.
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@clindocai.com. If your appeal is denied, you may submit a complaint to your state attorney general.
California Civil Code Section 1798.83 (the "Shine The Light" law) permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes. If you are a California resident and would like to make such a request, please contact us using the details provided in Section 15.
We collect email addresses (identifiers) for account creation and subscription management, and process commercial information including subscription status and payment records through our payment processor Stripe. This information is handled as described in Sections 1 and 4 of this notice.
Although the data table in Section 12 reflects our general data minimisation approach, these two categories are actively collected and processed for the purposes of delivering our subscription service to you.
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
If you have questions or comments about this notice, you may email us at support@clindocai.com or contact us by post at:
ClinDoc AI
clindocai.com
support@clindocai.com
Postal address available on request pending business registration. Contact support@clindocai.com for correspondence.
Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.
To request to review, update, or delete your personal information, please fill out and submit a data subject access request or email support@clindocai.com.
This Privacy Policy was created using Termly's Privacy Policy Generator and customised for ClinDoc AI. © 2026 ClinDoc AI.