Trust center
Quillentra handles some of the most private conversations in medicine. Here's exactly how we protect them, and what we ask of your practice in return.
Safeguards
The same safeguards apply to every practice, from a solo clinician on Free to a group on Practice.
Your practice accepts our Business Associate Agreement when it's created, on every plan including Free. Every subprocessor that can access patient information is bound by a BAA with us, and we report a breach of unsecured PHI to you within 60 days of discovery.
Everything travels over TLS 1.2 or higher and is stored with AES-256, with keys held in AWS Key Management Service. Patient details, transcripts, documents and assistant conversations are encrypted a second time, field by field, with AES-256-GCM.
Clinicians sign in with Google, Apple or a single-use 6-digit code sent to their email. A password is optional, and anyone who adds one must also use an authenticator app for every password sign-in.
Quillentra signs you out after 15 minutes without activity, with a warning a minute before, and every session ends after at most 12 hours. You can see and sign out active sessions at any time.
Sign-ins, views, edits, copies and exports are recorded in an append-only, hash-chained log that's verified every day. It never contains clinical content, and owners and admins can check its integrity and export it.
Visit audio is deleted as soon as the note is written, unless your practice chooses to keep it for 7 or 30 days. Deleted visits wait 3 days in the trash, then are purged. Notes stay until you delete them, because they're part of your record.
We don't use your data to train AI models, and our AI provider doesn't either: it processes content only to return a result to us, under a BAA. Style learning only adjusts your own account, and you can review or turn it off.
Data flow
From your microphone to a signed note, patient information stays inside services covered by a Business Associate Agreement.
Your browser uploads the recording in short segments over TLS. Audio is never saved on your device.
It's stored encrypted with AES-256 in the United States (Amazon Web Services, us-east-1).
Speech-to-text runs on AWS HealthScribe & Amazon Transcribe. Its output files and job records are deleted once we have the transcript.
The note is drafted in your template on Amazon Bedrock. Nothing is used to train models.
You review and sign the note. The audio is deleted, unless your practice keeps it for 7 or 30 days.
Billing is separate. Stripe processes subscription payments outside this flow and never receives patient information.
Access and accountability
Strong sign-in keeps the wrong people out. A tamper-evident trail shows what the right people did.
There's no shared password to leak or reuse. Each person has their own account, tied to a verified email address.
Who did what, when, and from where, for every sign-in, view, edit, signature, copy and export in your practice.
Retention
Audio is temporary. Your notes are part of the medical record, so they stay until you delete them. Scheduled deletions run every 15 minutes.
DataDefault
Subprocessors
Every company that processes customer data on our behalf. Customer data is stored in the United States (Amazon Web Services, us-east-1).
We update this list before a new subprocessor begins processing PHI. To be told about changes, email privacy@quillentra.com.
Compliance
Plainly stated, including what's still in progress.
A BAA on every plan, BAAs with every PHI subprocessor, Security Rule safeguards, and a documented incident-response and breach-notification procedure.
Read the BAAIn Canada we act as a service provider to your clinic, following PIPEDA's ten fair information principles and provincial health-privacy laws.
How we meet PIPEDAWe're aligning our controls with the AICPA Trust Services Criteria. We haven't completed a SOC 2 examination yet, and we'll update this page when a report is available.
Shared responsibility
HIPAA is a partnership. These are the safeguards only your practice can put in place.
Tell patients about the AI scribe and confirm their consent before you record a visit.
Turn on two-step verification for the email, Google or Apple account each clinician signs in with.
Remove people from the practice when they leave, and give admin rights only to those who need them.
Downloaded PDF and Word files contain patient information. Store them according to your policies.
Documents
FAQ
Straight answers to what practices ask before they sign up.
Quillentra is built for HIPAA. Every practice is covered by our Business Associate Agreement, on every plan, and every vendor that can access PHI is bound by a BAA with us. The safeguards on this page implement the Security Rule's administrative, physical and technical requirements. Compliance is shared, though: your practice remains responsible for its own policies, such as patient consent, who has access and how exported notes are stored.
No. We never use your data to train AI models, and our AI provider processes content only to return a result to us, under a BAA, without training on it. We don't sell your data or use it for advertising.
Customer data is stored in the United States (Amazon Web Services, us-east-1). Encrypted backups are kept for up to 35 days and are used only to recover from a failure.
Not yet. We're aligning our controls with the AICPA SOC 2 Trust Services Criteria, but we haven't completed a SOC 2 examination. We'll update this page when a report is available.
Only the clinician who recorded it, unless your practice's owners or admins turn on the shared workspace. Patient records (name, date of birth and background) belong to the practice, so every member can see the practice's patient list.
It's deleted as soon as the note is generated, unless your practice has chosen to keep audio for 7 or 30 days. If processing fails, the audio is kept for 7 days so the visit can be retried, and unfinished recordings are deleted after 24 hours. Audio is never stored in your browser.
No. Stripe handles subscription payments and receives only the practice's billing details: its name, the billing contact's email, the plan and the number of seats. Card details are typed on Stripe-hosted pages and never reach Quillentra, and no patient information is ever sent to Stripe.
Under our Business Associate Agreement, we report a breach of unsecured PHI to your practice within 60 days of discovery, and we follow a documented incident-response procedure.
Patients should contact their healthcare provider, who controls the record. Your practice can delete a patient, a visit or a document at any time, and we help providers respond to these requests.
Questions about security?
We're glad to walk your privacy officer or IT lead through how Quillentra protects patient information.
