Privacy Policy

Effective October 6, 2026

What we collect

• Account details: email address, optional name and profession, and your password stored only as a one-way hash. We record when your email was confirmed and when you last signed in.
• Downloads: which file you downloaded, when, and the IP address of the request — used to support customers and prevent abuse.
• Licence keys: the keys issued to you, the name on each key, the modules and expiry, and the purchase reference.
• Purchases: handled by our payment provider (Stripe). We receive your name, email and purchase details, not your full card number.
• Hosted translation usage: minutes used per licence key per month. Audio passes through our server to the AI provider (currently OpenAI) and is not stored by us; neither is the resulting text.
• Account backup (optional): if you sign in to backup in the desktop app, a copy of your settings, favorites, notes, practitioner credentials and CE records is stored with your account so you can restore it on another computer. Patient records are never included, and the server rejects backups that contain them.
• Suggestions and bug reports: what you write, the category, the part of the app you were using, your app version and operating system, and your email address if you give it. We ask you not to include patient information; messages that appear to contain it are held for manual review only.
• Email: messages you send to us.

What the desktop app does

• Favorites, notes, settings, your practice location (used to show local STI rates) and any records you create are stored on your computer and are not sent to us.
• The app contacts: the FDA's openFDA service for drug labels; our website to check for updates, to send suggestions you submit, to back up or restore your data if you use account backup, and, for hosted plans, to check minutes and relay translation audio; and an AI provider only if you turn on cloud translation with your own key or a hosted plan.
• Your licence key is checked offline on your computer. When you use the hosted plan, the key is sent to our server to identify your plan.

How we use information

To create and secure your account; deliver downloads, licence keys and updates; provide and meter hosted services; send account emails (confirmation, password reset, purchase and service notices); answer your questions; review suggestions and improve the software — we may use AI tools to help read suggestions and prepare changes, and clinical content changes are reviewed by a licensed clinician before release; comply with law; and prevent fraud and abuse. We do not sell or rent personal information and do not share it for cross-context advertising.

Who we share it with

Only service providers that help us run the Services — our web host, our payment provider, and (for hosted translation) the AI provider that processes the audio, and AI tools we use to help process suggestions — and only as needed for that purpose; or when required by law, or to protect our rights or users' safety; or as part of a sale or reorganization of the business, subject to this policy.

Cookies

We use one essential cookie to keep you signed in. We do not use advertising or analytics cookies.

Retention

We keep account information while your account is open. When you delete your account we remove your profile and sign-in data; we keep records of issued licence keys and purchases as long as needed for accounting, tax and legal purposes. Download logs are kept for up to 24 months. Suggestions are kept while they are useful for improving the software, and you can ask us to delete yours. An account backup is replaced each time you back up and is deleted with your account.

Your choices and rights

You can view your information on My account and delete your account there at any time. You may also ask us to access, correct, or delete your personal information, or ask questions about how it is used, by emailing sales@docuwhispersoftware.com. Depending on where you live you may have additional rights under state privacy laws; we will honor applicable requests and will not discriminate against you for making them.

Security

We use encrypted connections (HTTPS), hashed passwords, and keep data and downloads outside the public web folder. No system is perfectly secure; tell us right away if you suspect a problem.

Health information

The website and account system are not designed to receive patient health information — please don't send any to us. Do not use hosted translation with patient information unless a HIPAA business associate agreement is in place (see the Terms).

Children

The Services are for professionals and are not directed to anyone under 18. We do not knowingly collect information from children.

Changes

We will post any changes here with a new effective date and notify account holders of material changes by email.

Contact

DocuWhisper Software · sales@docuwhispersoftware.com