On this page12 sections
- 01Who we are and what this policy covers
- 02Information we collect
- 03How we use information
- 04How we share information
- 05How long we keep information
- 06How we protect information
- 07Your choices and rights
- 08Cookies and similar technologies
- 09Where information is stored
- 10Children
- 11Changes to this policy
- 12Contact us
In short
- We collect what we need to run Quillentra, and nothing for advertising. We use no analytics or ad trackers.
- Patient information belongs to your practice. We process it only to provide the service, under a Business Associate Agreement.
- Paid plans are billed through Stripe, on Stripe's own pages. Stripe never receives patient information.
- We never sell data, and we never use patient information to train AI models.
- You can export or delete your data at any time from Settings.
Quillentra ("Quillentra", "we", "us") provides an AI documentation assistant for healthcare professionals. This policy explains how we handle information collected through our website and the Quillentra service.
It covers two kinds of information, which are treated differently:
- Account and website information. This is information about clinicians, practice staff and website visitors, such as your name, email address and how you use the service. For this information, we decide how it is used, as this policy describes.
- Patient health information. This is the recordings, transcripts, notes and patient details you create in Quillentra. We process it only on behalf of your practice, as a HIPAA business associate in the United States and a service provider in Canada. Its use is governed by our Business Associate Agreement and by your practice's own privacy notice. Your practice, not Quillentra, decides how it is used.
| Category | Examples | Source |
|---|---|---|
| Account details | Name, email address, professional credentials, specialty, practice name, role, and, if you choose to add them, a password (stored only as a secure hash) and two-step verification secret (encrypted) | You, or the administrator who invites you |
| Google or Apple sign-in | If you sign in with Google or Apple: your name, email address (or Apple's private relay address) and an account identifier. We don't receive your photo, contacts or other account data, and we never send patient information to Google or Apple | Google or Apple, when you choose to sign in with them |
| Clinical content (PHI) | Visit audio, transcripts, notes, letters and other documents, patient name, date of birth, sex, medical record number and background notes, assistant conversations | You and your practice |
| Templates and preferences | Templates, chat commands, writing-style preferences, language settings, practice settings | You and your practice |
| Security and usage records | Sign-ins, the pages and records you open, edits, copies and exports, IP address, browser type, minutes recorded | Collected automatically as you use the service |
| Billing details (paid plans) | The practice name, the billing contact's email address, the billing address, the plan and the number of seats. Card and other payment details are entered on Stripe's secure pages and processed by Stripe; Quillentra never receives or stores them | The practice owner or administrator who manages billing |
| Communications | Messages you send through our contact form or by email, and our replies | You |
- Examples
- Name, email address, professional credentials, specialty, practice name, role, and, if you choose to add them, a password (stored only as a secure hash) and two-step verification secret (encrypted)
- Source
- You, or the administrator who invites you
- Examples
- If you sign in with Google or Apple: your name, email address (or Apple's private relay address) and an account identifier. We don't receive your photo, contacts or other account data, and we never send patient information to Google or Apple
- Source
- Google or Apple, when you choose to sign in with them
- Examples
- Visit audio, transcripts, notes, letters and other documents, patient name, date of birth, sex, medical record number and background notes, assistant conversations
- Source
- You and your practice
- Examples
- Templates, chat commands, writing-style preferences, language settings, practice settings
- Source
- You and your practice
- Examples
- Sign-ins, the pages and records you open, edits, copies and exports, IP address, browser type, minutes recorded
- Source
- Collected automatically as you use the service
- Examples
- The practice name, the billing contact's email address, the billing address, the plan and the number of seats. Card and other payment details are entered on Stripe's secure pages and processed by Stripe; Quillentra never receives or stores them
- Source
- The practice owner or administrator who manages billing
- Examples
- Messages you send through our contact form or by email, and our replies
- Source
- You
We do not use advertising or analytics trackers. Our pages load no third-party scripts, and our fonts are hosted on our own servers. See Cookies and similar technologies. When an owner or administrator pays for a plan or manages billing, they leave Quillentra for checkout and billing pages hosted by Stripe, which Stripe operates under its own privacy policy.
We use information only to:
- provide the service: transcribe visits, draft and edit documents in your templates, answer assistant questions, and store your work;
- personalize it for you, for example by learning your writing-style preferences from your edits (you can review or turn this off);
- keep accounts and data secure: verify identity, detect and prevent misuse, and keep the audit trail required by HIPAA;
- send service emails such as email verification, password resets, invitations and security notices (these never contain patient information);
- bill your practice for a paid plan, through our payment processor, Stripe;
- respond to your questions and support requests;
- operate, maintain and improve the service, using operational measurements that contain no patient information;
- comply with law and enforce our Terms of Service.
We use patient health information only as our Business Associate Agreement permits. We never sell it or use it for marketing, and we never use it to train AI models. Our AI providers process it under Business Associate Agreements, and do not use it to train their models.
By default, visit audio is deleted as soon as the note is written. Transcripts, notes and patient records are kept until you delete them, because they form part of your medical record. Deleted visits stay in the trash for 3 days by default, and are then purged. Encrypted backups expire within 35 days. We keep the audit trail for at least six years, as HIPAA requires.
When you delete your account, your sign-in methods, sessions, preferences and personal assistant conversations are deleted promptly. The visits, documents and patients you created in a practice that has other members are part of that practice's records, so they stay with the practice under your name, and its owners and admins can reassign them; if you were its only member, the practice and its data are deleted too. When a practice is deleted, an owner can restore it for 30 days, and then its records are permanently deleted. Deleted data can remain in encrypted backups until they expire, within 35 days.
We keep only the audit trail, usage counts and the record of your practice's acceptance of our Terms and Business Associate Agreement, none of which contains patient information. Invoices and payment records for a paid plan are held by Stripe, and contain no patient information. Full details are on our Data retention & deletion page.
- Encryption in transit (TLS 1.2 or higher) and at rest (AES-256), plus a second layer of field-level encryption for patient health information.
- Sign-in with a one-time code emailed to you, or with Google or Apple. Optional passwords always require an authenticator app.
- Automatic sign-out after 15 minutes of inactivity, and a 12-hour limit on any session.
- A tamper-evident audit trail of sign-ins, record views, edits, copies and exports, verified daily.
- Role-based access, isolation between practices, and least-privilege access for our own staff and systems.
- Business Associate Agreements with every vendor that can access patient health information.
No system is perfectly secure. If a breach affects your information, we will notify you and your practice as the law and our agreements require. You can help by keeping your email account secure (sign-in codes go there), protecting any password and authenticator you add, and signing out of shared devices.
As a Quillentra user you can:
- Access and export everything you created, as a download from Settings → Data & privacy.
- Correct your profile in Settings → Profile.
- Delete your account in Settings → Data & privacy.
- Control personalization (style learning) in Settings → Note preferences.
Depending on where you live, you may have additional rights. These can include asking what personal information we hold about you, asking us to correct or delete it, or objecting to some uses. To make a request, email privacy@quillentra.com. We will verify your identity and respond within the time the law requires. We will not treat you differently for exercising your rights.
Requests about patient health information, such as a patient's request for access, amendment or an accounting of disclosures, are handled by the patient's healthcare provider. We support providers in meeting them, as set out in our Business Associate Agreement.
Customer data is stored and processed in the United States (Amazon Web Services, us-east-1). If you use Quillentra from outside that country, including from Canada, your information is transferred there. While it is there, it may be accessible to that country's courts and authorities under its laws. We protect it with the same contractual, technical and organizational safeguards wherever it is processed. Quillentra is designed for healthcare providers in the United States and Canada. Canadian users should also read our PIPEDA Compliance page.
Quillentra is a professional tool for healthcare providers and their staff, and accounts are only for adults aged 18 or older. Providers may document visits with patients of any age. That information is patient health information, which we process on the provider's behalf as described above.
We will update this policy as our service and the law change, and show the new effective date at the top of this page. If we make a material change, we will notify account holders by email or in the app before it takes effect.
Questions or requests about privacy: privacy@quillentra.com. Our Privacy Officer is accountable for this policy.