Privacy Policy

1. Who We Are

ClinVox AI is a clinical documentation platform operated by DESVERSO LLC ("Company," "we," "us," or "our"). We provide AI-assisted ambient documentation tools for licensed healthcare providers. Our registered address and contact information are available at the bottom of this page.

2. Information We Collect

We collect information you provide directly to us when you create an account, use our Services, or contact us for support. This includes:

• Account data: Name, email address, specialty, clinic name, and billing information.
• Clinical session data: Audio recordings, transcripts, and AI-generated clinical notes created during your use of the platform.
• Patient identifiers: De-identified or pseudonymized patient IDs you assign within the platform. We do not require you to enter full patient names or MRNs.
• Usage data: Log data, IP addresses, device information, and platform interaction events for security and analytics purposes.

3. Protected Health Information (PHI)

As a Business Associate under HIPAA, we handle Protected Health Information solely on your behalf and under the terms of our Business Associate Agreement (BAA). We do not sell, rent, or share PHI with third parties except as required to provide the Services or as permitted by law.

Audio recordings and clinical notes you generate may contain PHI. These are encrypted at rest and in transit and are only accessible to you and authorized members of your clinic. We process recordings through our AI pipeline (OpenAI Whisper for transcription, GPT-4 for note generation) under appropriate data processing agreements.

4. How We Use Your Information

• Provide, maintain, and improve the Services
• Process payments and manage subscriptions
• Send transactional emails (verification, password reset, team invites)
• Send optional daily summary reports (opt-in only)
• Detect and prevent fraud, abuse, or security incidents
• Comply with legal obligations

We do not use your clinical data to train AI models without your explicit consent.

5. Data Retention

We retain your account and clinical data for as long as your account is active or as needed to provide the Services. Upon account termination, you may request deletion of your data. Clinical records will be purged within 30 days of a verified deletion request, except where retention is required by law.

6. Data Security

We implement industry-standard technical and organizational safeguards including:

• AES-256 encryption at rest for all stored data
• TLS 1.2+ encryption in transit
• Role-based access control (RBAC) within clinic accounts
• Comprehensive audit logging of all data access events
• Regular security reviews

7. Third-Party Services

We use the following third-party services to operate ClinVox AI:

• OpenAI — audio transcription and note generation (under a data processing agreement)
• Stripe — payment processing (PCI-DSS compliant; we never store card data)
• Brevo — transactional email delivery
• Hostinger VPS — infrastructure and data hosting

8. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, port, or delete your personal data. To exercise any of these rights, contact us at privacy@clinvox.ai. We will respond within 30 days.

9. Cookies

We use only essential cookies required for authentication and session management. We do not use tracking or advertising cookies.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email or by displaying a notice on the platform. Continued use of the Services after changes take effect constitutes acceptance of the updated policy.

11. Contact

For privacy-related questions or requests: