Privacy Policy

Bytescribe, Inc. ("Bytescribe," "we," "us," or "our") respects your privacy and is committed to protecting the information entrusted to us. This Privacy Policy describes how information is collected, used, processed, and disclosed in connection with VEHRDICT, including the VEHRDICT website, mobile applications, web-based applications, and related services (collectively, the "Services").

Information We Collect

The information we collect depends on how you use the Services and may include:

• Account and contact information, such as your name, email address, telephone number, organization, username, and other information associated with your account.
• Healthcare information, including information entered, uploaded, dictated, recorded, transmitted, or otherwise processed through VEHRDICT by authorized healthcare providers, their staff, patients, or other authorized users.
• Audio and voice recordings when users utilize voice recording, dictation, speech recognition, or other voice-enabled features.
• Documents and other user content that users create, upload, transmit, or process through the Services.
• Technical and usage information, such as IP address, browser type, device information, operating system, application activity, log information, and information concerning interaction with the Services.
• Payment and transaction information when applicable. Payment card information may be processed by third-party payment processors and is not intended to be stored directly by Bytescribe except where necessary to provide the applicable service.

How We Use Information

We may use information collected through the Services to:

• Provide, operate, maintain, and improve VEHRDICT;
• Authenticate users and manage accounts;
• Provide electronic health record and practice-management functionality;
• Record, transmit, process, and manage voice dictation and audio;
• Provide speech recognition and other voice-enabled functionality;
• Provide artificial intelligence-assisted features requested by users;
• Provide customer service and technical support;
• Process transactions and provide requested products or services;
• Maintain the security, reliability, and integrity of the Services;
• Diagnose technical problems and improve performance;
• Communicate with users regarding their accounts, Services, updates, or support requests;
• Comply with applicable legal, regulatory, and contractual requirements.

We do not sell personal information or protected health information.

Artificial Intelligence and Automated Processing

Certain features available within VEHRDICT use artificial intelligence ("AI") to assist users with functions such as processing, organizing, analyzing, summarizing, or formatting information.

VEHRDICT currently uses Microsoft Azure OpenAI Service, including OpenAI models made available through Microsoft Azure, for certain AI-enabled functionality.

AI models are not embedded in or executed directly within the VEHRDICT mobile application. AI processing is performed by server-side services.

When a user chooses to use an AI-enabled feature, information necessary to perform the requested function may be securely transmitted to Microsoft Azure OpenAI Service for processing. Information is submitted for the purpose of providing the functionality requested by the user.

Simply using the VEHRDICT mobile application's voice recorder or accessing VEHRDICT through the application's WebView does not, by itself, cause information to be submitted to an external AI provider. Information is submitted for AI processing when functionality requiring such processing is used.

Bytescribe does not sell user information to AI providers and does not provide user information to AI providers for advertising or marketing purposes.

We may change or add technology providers as our Services evolve. Any third-party service providers used to process sensitive information are selected and managed in accordance with applicable privacy, security, and contractual requirements.

Voice Recordings and Speech Recognition

Certain VEHRDICT features allow users to record or transmit audio for dictation, documentation, or speech recognition.

Microphone access is used only when necessary to provide voice recording or other voice-enabled functionality initiated or authorized by the user.

Audio recordings and resulting text may be transmitted to Bytescribe-operated systems or authorized service providers as necessary to provide the requested functionality. We do not use voice recordings for advertising purposes or sell voice recordings to third parties.

Healthcare Information and HIPAA

VEHRDICT is designed for use by healthcare organizations and other authorized users and may process protected health information ("PHI") as defined by the Health Insurance Portability and Accountability Act of 1996 ("HIPAA").

When Bytescribe processes PHI on behalf of a healthcare provider or other HIPAA-covered entity, Bytescribe acts as a business associate as applicable and handles such information in accordance with the applicable Business Associate Agreement ("BAA"), HIPAA requirements, and other applicable contractual obligations.

Healthcare providers and organizations using VEHRDICT are responsible for determining their own obligations regarding patient notices, authorizations, consents, and other requirements governing their collection and use of patient information.

To the extent there is a conflict between this Privacy Policy and an applicable BAA concerning PHI, the terms of the BAA will govern the handling of PHI.

How We Share Information

We may disclose information to trusted service providers that assist us in providing and operating the Services. These providers may include hosting, cloud infrastructure, communications, payment processing, security, technical support, artificial intelligence, speech processing, and other technology providers.

Such providers are permitted to access or process information only as necessary to perform services on our behalf and are subject to applicable confidentiality, privacy, security, and contractual requirements.

We may also disclose information when reasonably necessary to:

• Comply with applicable laws, regulations, court orders, subpoenas, or other lawful requests;
• Enforce our agreements and policies;
• Detect, prevent, or investigate fraud, security incidents, or misuse of the Services;
• Protect the rights, property, safety, or security of Bytescribe, our customers, users, patients, or others; or
• Facilitate a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable legal requirements.

We do not sell PHI or personal information to third parties for advertising purposes.

Data Security

We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or destruction.

Information transmitted between users and VEHRDICT is protected using industry-standard encrypted communications where applicable. Access to systems containing sensitive information is restricted to authorized individuals and systems based on operational requirements.

No method of electronic transmission or storage can be guaranteed to be completely secure. Accordingly, while we maintain safeguards designed to protect information, we cannot guarantee absolute security.

Data Retention

We retain information for as long as reasonably necessary to provide the Services, satisfy customer and contractual requirements, comply with applicable laws and regulations, resolve disputes, maintain security, and enforce our agreements.

Retention periods may vary depending on the type of information, the Services being provided, applicable customer agreements, and legal or regulatory requirements.

Healthcare organizations using VEHRDICT may have separate legal and regulatory obligations concerning retention of medical records.

Cookies and Similar Technologies

Our websites and web-based Services may use cookies and similar technologies to maintain user sessions, remember preferences, provide security, understand how the Services are used, and improve functionality.

Users may configure their browsers to limit or reject cookies. Disabling certain cookies may prevent some portions of the Services from functioning properly.

Mobile Application Permissions

The VEHRDICT mobile application may request access to certain device capabilities when necessary to provide requested functionality.

For example, microphone access may be requested to allow users to record voice dictations or other audio. Permissions are used for the functionality described when the permission is requested and may be managed through the device's operating system settings.

SMS Messaging and Consent

VEHRDICT enables participating healthcare practices to send non-marketing SMS communications to patients who have provided consent. These messages may include appointment reminders, recall notifications, and alerts regarding information available in the secure patient portal.

Patients may provide consent through an optional checkbox on a registration or patient intake form, through the patient portal, or by providing verbal or written consent to authorized practice staff. Consent is not required as a condition of receiving medical treatment.

Message frequency varies based on appointment schedules and patient activity. Message and data rates may apply.

Recipients may reply STOP at any time to unsubscribe from SMS notifications or HELP for assistance. To request additional support, contact Bytescribe at (888) 462-8710.

Mobile phone numbers, SMS opt-in information, and consent records are used to provide authorized messaging services. SMS consent information and mobile numbers are not sold or shared with third parties or affiliates for marketing or promotional purposes. Information may be shared with messaging service providers solely as necessary to deliver requested communications.

VEHRDICT takes reasonable measures to protect patient contact information and messaging preferences in accordance with applicable privacy and security requirements.

Children's Privacy

VEHRDICT is intended for use by healthcare professionals, healthcare organizations, their authorized personnel, patients, and other authorized users. The Services are not directed to children for the purpose of independently creating general consumer accounts.

Information concerning minors may be maintained within patient medical records when entered or managed by authorized healthcare providers, organizations, parents, guardians, or other authorized users in connection with healthcare services.

Your Choices and Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information.

Users may contact us regarding requests to access, correct, or delete personal information maintained directly by Bytescribe, subject to applicable legal, contractual, security, and record-retention requirements.

If your information is maintained by a healthcare provider or other organization using VEHRDICT, requests concerning your medical record or other information controlled by that organization should generally be directed to that organization. Bytescribe may act as a service provider or business associate on behalf of that organization and may not have authority to independently modify or delete its records.

Third-Party Services and Links

The Services may contain links to or integrations with third-party websites, applications, or services. This Privacy Policy does not govern third-party services that operate independently of Bytescribe.

We encourage users to review the privacy policies of third-party services they choose to access.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our Services, technology, business practices, legal requirements, or other circumstances.

When we make changes, we will post the updated Privacy Policy on this page and revise the effective date above. Material changes may also be communicated through the Services or by other appropriate means.

Applicability of This Privacy Policy

This Privacy Policy applies to VEHRDICT websites, mobile applications, web-based applications, and related online Services operated by Bytescribe.

Additional terms, customer agreements, Business Associate Agreements, or other contractual provisions may apply to particular customers or Services. Where applicable, those agreements may impose additional privacy and security requirements.

Contact Us

If you have questions regarding this Privacy Policy or Bytescribe's privacy practices, please contact us:

Bytescribe, Inc. 5555 Glenridge Connector, Suite 200 Atlanta, GA 30342 United States

Email: [email protected]

Phone: (888) 462-8710