Note Care – Privacy Policy

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Note Care (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your information when you use our platform and services, including Run.Vet, Leaa Health, Traveler Care, ABA.Market, and related applications powered by Note Care.

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1. Information We Collect

We collect information to provide secure, compliant healthcare services. This may include:

a. Personal & Patient Information
• Names, contact details, demographic data.
• Medical history, symptoms, diagnoses, treatment plans.
• Insurance and billing information.

b. Provider Information
• Identity verification details (licenses, credentials, KYC).
• Provider schedules, specialties, service history.

c. Technical Information
• Device information, IP addresses, browser type.
• Usage data and log files for security and analytics.

d. Audio & Notes Data
• Audio recordings (with consent) used for AI transcription and note generation.
• Automatically generated notes linked to transcripts for compliance.

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2. How We Use Information

We use collected data to:
• Provide healthcare SaaS services (scheduling, notes, billing, reporting).
• Generate AI-powered notes and documentation for providers and patients.
• Match providers with cases based on skills, availability, and location.
• Prevent claim denials and fraud through AI analysis.
• Improve platform performance through aggregated, anonymized insights.
• Comply with legal, regulatory, and contractual obligations.

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3. Legal Basis for Processing

Depending on your location, we process personal information under:
• HIPAA (United States): Safeguards for Protected Health Information (PHI).
• GDPR (European Union): Legal bases include consent, contract, legal obligation, and legitimate interest.
• Other Local Laws: We comply with applicable privacy regulations in regions we operate.

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4. Sharing of Information

We may share information only as necessary to deliver services:
• With healthcare providers involved in patient care.
• With payers, insurers, or government agencies for billing and reporting.
• With service vendors (cloud hosting, analytics, payment processors) under strict data agreements.
• When required by law, regulation, or court order.

We never sell personal health data.

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5. Data Security

We use industry-standard safeguards, including:
• Encryption of data in transit and at rest.
• Multi-factor authentication and access controls.
• Role-based access (patients, providers, administrators).
• Regular audits, penetration testing, and monitoring.

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6. Data Retention
• Patient and provider records are retained only as long as required by law or contract.
• Audio and AI-generated notes are linked to cases and stored in compliance with HIPAA and GDPR retention rules.
• Users may request deletion or export of personal data where applicable.

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