At EHNOTE, we are committed to transforming how healthcare data is created, accessed, and used—empowering providers to work more efficiently and ultimately improving patient care. Your privacy is important to us, and we aim to be clear and transparent about how we handle your personal information.
This Privacy Policy outlines:
When we refer to “EHNOTE,” “we,” “us,” or “our,” we’re referring to EHNOTE and its affiliated entities. Our “Services” include everything we offer—such as our websites (“Sites”), mobile applications (“Apps”), electronic health record systems (cloud-based or locally installed), practice management tools, communication services (like appointment reminders or messaging), patient portals, user portals, and other connected products and platforms.
In some cases—especially when using our EHR systems, Apps, or Sites—we may process information on behalf of healthcare providers or organizations (referred to as “Providers”) based on written agreements we have with them (“Transaction Documents”). This Privacy Policy supplements those agreements. If you are a patient of a Provider, a visitor to our Sites, or using our Services without a direct agreement with us, please note that certain parts of this Privacy Policy may not apply to you.
Additionally, if you're a patient using our Services through your Provider (for example, via a patient portal or the Patient App), this Privacy Policy does not apply to your Protected Health Information (PHI). In those situations, our use of PHI is governed by our agreements with your Provider and applicable laws like the Health Insurance Portability and Accountability Act (HIPAA). Your Provider’s own privacy practices and policies determine how your PHI is handled. If you have questions about your PHI, please contact your Provider directly.
By using our Services, you agree to the collection, use, and sharing of your information as outlined in this Privacy Policy. Please note that this Privacy Policy is for informational purposes only—it does not form a legal contract or create any enforceable rights or obligations. Your use of our Services is also subject to our [Terms of Use].
When you access or use our Services, we may collect various types of information about you. These may include the following:
"Personal Information" refers to details that can directly or indirectly identify, contact, or relate to you. Examples include:
Personal Information also includes Location Information and Usage Data, as described below.
Note: Protected Health Information (PHI) is not included in the definition of Personal Information under this Privacy Policy. PHI is governed separately by applicable laws like HIPAA and by the terms of our agreements with your healthcare Provider. If you are a patient, please refer to your Provider’s privacy practices regarding your PHI.
We may collect data that identifies the approximate or precise location of your device while using our Services. This may include:
"Usage Data" refers to information we automatically collect about how you interact with our Services and the device you use. This may include:
While Usage Data is generally non-identifiable, it may be treated as Personal Information if it can be linked to you.
"Protected Health Information" refers to individually identifiable health-related data protected under the Health Insurance Portability and Accountability Act (HIPAA) and related regulations. We manage PHI strictly in accordance with our contractual obligations with Providers. If you're a patient, your PHI is governed by your Provider’s privacy policy and applicable laws.
We collect information about you in several ways, including:
We collect information you voluntarily share with us, such as when you:
When you use our Services, we automatically collect certain types of information, including Usage Data. If you enable location services on your device, we may also collect Location Information to provide a more tailored experience.
With your permission, we may access specific features of your device—such as the camera or photo library—to support certain functions within the Services. You can choose whether or not to grant access to these features.
If you prefer not to share your location, you can turn off location services in your device settings or uninstall the app. Please note that some features may not function properly without this access.
We may receive information about you from third-party sources, including:
For example, if you request information about our Services through a third-party website, that site may share your contact details with us. We may combine such information with data you’ve already provided to better communicate with you and improve our Services.
You’re not required to share your Personal Information with us. However, choosing not to provide certain details may limit your ability to use specific features or receive communications. For instance, without an email address, we may be unable to send you important updates about the Services.
We may use the information we collect from or about you for the following purposes:
We use your information to verify your identity, create and manage your account, process applications (including payment services), and deliver requested support or content. For example:
If you are a patient of a healthcare Provider, we may use your information to support that Provider’s use of our Services—such as for appointment scheduling, messaging, or patient engagement features.
We may contact you with updates about the Services or share offers and information about products or services from EHNOTE or our partners.
You may opt out of marketing emails at any time by clicking the unsubscribe link in the message or by emailing us at [email protected].
We may use your information to tailor your experience—for example, by remembering preferences or showing content and features relevant to your interests.
We use collected data to enhance the quality, performance, and reliability of our Services. For example:
If EHNOTE is involved in a merger, acquisition, asset sale, restructuring, or bankruptcy, your information may be used and shared as part of that process.
We may use your information to:
We may share your information internally or with trusted third parties, as outlined in the How We Share Your Information section of this Policy.
In some cases, we may link Usage Data with other Personal Information we collect. When combined, we treat the resulting information as Personal Information under this Policy.
We may remove or anonymize identifiers from your data. Once de-identified, the information is no longer considered Personal Information and may be used for research, analytics, or other lawful purposes.
We, along with our service providers and partners, use a variety of technologies—referred to collectively as Data Collection Technologies—to help operate our Services, enhance your experience, tailor content, and provide relevant communications. These technologies include cookies, pixel tags, log files, analytics tools, and session tracking software.
Here’s how these technologies work and what they do:
Cookies are small data files stored on your device that help us recognize you, remember your preferences, and analyze usage patterns. We use cookies to:
For more details on the cookies we use, please review our [Cookie Notice].
Web beacons—also known as clear GIFs or pixel tags—are tiny, transparent images embedded in emails or web pages. They work alongside cookies to:
We use third-party tools that monitor and replay user interactions within the Services (such as clicks, scrolling, and navigation patterns). These tools help us:
We use Google Analytics to gain insights into how users engage with our Services. This tool
uses cookies to collect aggregated, anonymized data about user activity and behavior.
The information collected helps us analyze trends and improve functionality without
identifying individual
To learn more, visit support.google.com/analytics.
Most browsers allow you to manage cookie settings. You can:
Please note that if you disable cookies or other tracking technologies, some features of the Services may not work properly.
Some browsers offer a “Do Not Track” feature that sends a signal to websites indicating you prefer not to be tracked. At this time, our Services do not respond to DNT signals. For more information on DNT, visit allaboutdnt.com.
We may share your information as described at the time of collection, in a Transaction Document, or when you authorize or consent. In addition, we may share your information in the following ways:
We share your information with third parties when you ask us to. For example, if you request that we connect you with a business partner to access a specific feature or service, we’ll do so as instructed.
Your information may be shared internally, including with our affiliates, to:
If you're a patient using our Services, we may share your information with your healthcare Provider to help them deliver care and manage services effectively.
If you post content in public forums (like user communities), please be aware that other users—including Providers and third parties—may view, collect, or use that information.
We work with trusted third parties to help operate and support our Services. These partners assist with:
Some of these providers may contact you directly about their own offerings.
We may share your information with selected business partners in order to:
These partners may also contact you directly about their services, depending on your communication preferences.
If EHNOTE is involved in a corporate event such as a merger, acquisition, asset sale, restructuring, or similar process, your information may be transferred or shared as part of that transaction.
We may disclose your information when we believe it is necessary to:
We may share data that has been de-identified or aggregated—meaning it no longer
identifies you personally.
This type of information may be used for research, analytics, and other lawful purposes.
We respect your preferences and want you to have control over how we use your information.
You can opt out of receiving promotional emails from us by:
Please allow up to ten (10) business days for your request to be processed. Even if you opt out of marketing, we may still send you important non-promotional messages—like those related to your account or our business relationship.
We may work with third-party advertising partners who use cookies and other Data Collection Technologies to display ads on our behalf across the internet. These partners may collect information about your activity on our Services and other websites to provide interest-based advertising.
To learn more or opt out of interest-based ads, visit the Network Advertising Initiative website.
Some of our Apps may ask for access to your device's native features—like the camera or photo library (e.g., to upload images or videos). We’ll request your consent before accessing these features, and you can withdraw permission at any time through your device settings.
Depending on your settings, we may send promotional or transactional push notifications to your mobile device. You can turn off these notifications anytime through your device or app notification settings.
If you live in certain U.S. states, you may have additional rights regarding your Personal Information. Please see our [U.S. State Privacy Law Supplemental Notice] for more details.
If you are a healthcare provider and use the microphone on your device—for example, when using the Speech-to-Text module in EMA®—your voice recording and voiceprint may be captured by EHNOTE’s dictation service provider or other third parties, as outlined in the applicable Transaction Documents.
Your voiceprint may be used to:
Because your voiceprint qualifies as biometric data under certain privacy laws, its collection, use, storage, and disclosure may be subject to specific legal protections.
By using voice-enabled features, you acknowledge that:
Please note: The use of voice recordings and biometric data by your medical practice and any third-party dictation providers is governed by their respective privacy policies and terms of service.
If you are a resident of California, Colorado, Delaware, New Jersey, or Oregon, you may have additional rights regarding your Personal Information. Please refer to our [U.S. State Privacy Law Supplemental Notice] for details about your privacy rights and how to exercise them. This supplemental notice is intended to complement—but not replace— this Privacy Policy.
As outlined in our [Terms of Use], the Services are not intended for individuals under the age of 13. Accordingly, we do not knowingly collect personal information from children under 13 as defined under the Children’s Online Privacy Protection Act (COPPA).
If you are a parent or guardian and believe that your child under 13 has provided us with personal information, please contact us at [email protected]. We will take steps to delete that information and prevent further use. If we discover that we have received personal information from a child under 13 without verified parental consent, we will use that information only to respond to the child (or their parent/guardian) and then promptly delete it.
The Services may contain links to third-party websites, applications, or services that are not owned or operated by EHNOTE. This Privacy Policy does not apply to those third-party platforms. We encourage you to read the privacy policies of any third-party service you access, as their data collection and handling practices may differ from ours.
We are committed to protecting your Personal Information and use reasonable administrative, technical, and physical safeguards to help protect it from unauthorized access, use, disclosure, alteration, or destruction. However, no method of transmission over the Internet or method of electronic storage is 100% secure.
While we strive to protect your information, we cannot guarantee its absolute security. You share information with us at your own risk, and we encourage you to take steps to help protect your own data, such as using strong passwords and securing your devices.
The Services are intended for use within the United States of America. If you are accessing the Services from outside the U.S., please be aware that any information you provide will be transferred to and processed in the United States. By using the Services or providing your information, you consent to this transfer and to the use of your data as described in this Privacy Policy.
We may update this Privacy Policy from time to time. Unless otherwise specified, updates take effect on the “Last Updated” date listed at the top of this page.
We encourage you to review this Privacy Policy regularly. When material changes are made, we may notify you through the Services, via email (if you’ve provided one), or by other reasonable methods. Continued use of the Services after any changes constitutes your acceptance of the updated policy.
If you do not agree to the revised Privacy Policy, you should stop using the Services immediately.
If you have questions, concerns, or comments about this Privacy Policy or your Personal Information, please contact us:
Phone: +1 (747) 222 6099 (ask for the Privacy Officer)
Email: [email protected]
Mailing Address:
EHNOTE, Inc.
651 N Broad St, Suite 201, Middle Town, Delaware, 19709.