AdmitNote

1. Overview

Effective Date: April 15, 2026  ·  Last Updated: April 15, 2026

AdmitNote ("the App") is a clinical documentation tool designed for licensed medical professionals. This Privacy Policy describes how AdmitNote handles information when you use the App on your Apple iOS device.

AdmitNote is developed and operated by Jose Gude MD ("we," "us," or "our"). By using AdmitNote, you agree to the practices described in this policy.

2. Information We Do Not Collect

AdmitNote does not collect, transmit, or store any of the following:

• Personal identifying information (name, email, date of birth, address)
• Patient Protected Health Information (PHI) on external servers
• Audio recordings — deleted immediately after transcription
• Raw clinical transcripts — cleared after note structuring
• Usage analytics or behavioral data
• Advertising identifiers (IDFA)
• Location data
• Crash reports containing PHI
• Device fingerprinting data

3. Data Stored On Your Device

All clinical notes created in AdmitNote are stored exclusively on your iOS device using Apple's standard encrypted local storage (NSFileProtection / Data Protection API). This data includes:

• Structured clinical note fields (CC, HPI, ROS, PMH, PE, Labs, Assessment, Plan, etc.)
• Patient initials entered by you
• Note metadata (creation date, lock status)

No data is synced to the cloud, transmitted to our servers, or backed up to any external service. iCloud sync is not enabled. If you delete the app, all locally stored data is permanently deleted.

4. Audio Recording & Transcription

AdmitNote uses your device's microphone to record patient encounters for transcription.

• Audio recordings are processed on-device and via Apple's Speech Recognition framework
• Audio files are permanently and irreversibly deleted from your device immediately after transcription completes
• No audio is ever transmitted to our servers or retained in any form
• Microphone access requires your explicit permission, which you can revoke at any time in iOS Settings

5. AI Processing & API Transmission

AdmitNote uses Anthropic's Claude AI to structure clinical notes and generate assessments. When you tap "Restructure Full Note," clinical text is transmitted to the Anthropic API for processing.

• Transmission security: All data is transmitted via encrypted HTTPS (TLS)
• PHI handling: AdmitNote is designed with HIPAA-oriented practices. Clinical text sent to the API is handled under a Business Associate Agreement (BAA) with AWS
• No retention: Transmitted text is used only to generate the structured note response and is not used to train AI models per our agreements
• Minimization: Only the clinical content you explicitly submit is transmitted — no device identifiers, no location data, no personal information

6. Automatic Data Deletion (HIPAA-Oriented)

AdmitNote implements automatic data minimization to reduce PHI retention:

• Unlocked notes are automatically deleted after 48 hours
• Raw transcripts are cleared after structuring — only the structured fields are retained
• Audio files are deleted immediately after transcription
• You can manually lock notes to exempt them from 48-hour auto-deletion
• You can manually delete any note at any time

7. Device Permissions

AdmitNote requests the following iOS permissions:

• Microphone — Required to record patient encounters for transcription. Used only when you actively tap Record. Never accessed in the background.
• Speech Recognition — Required to transcribe audio and enable dictation features. Processed via Apple's on-device Speech framework.

Both permissions can be revoked at any time in Settings → AdmitNote. Revoking microphone or speech recognition permission will disable recording and dictation features but will not affect notes already created.

8. Third-Party Services

AdmitNote uses the following third-party services:

• Anthropic (Claude API) — AI note structuring and assessment generation. Clinical text is transmitted via HTTPS. Governed by Anthropic's API Terms of Service and our Business Associate Agreement with AWS.
• Apple Speech Framework — On-device speech recognition for transcription and dictation. Governed by Apple's Privacy Policy.
• Apple StoreKit — In-app subscription processing. Payment information is handled entirely by Apple and is never accessible to us.

AdmitNote does not include advertising SDKs, analytics SDKs, crash reporting services that collect PHI, or any other third-party tracking libraries.

9. Children's Privacy

AdmitNote is intended exclusively for licensed medical professionals and is not directed at children under the age of 13. We do not knowingly collect any information from children. If you believe a child has used this app, please contact us.

10. Your Rights & Data Control

Because AdmitNote stores all data locally on your device and collects no personal information, you retain full control at all times:

• Delete any individual note at any time from within the app
• Delete all app data by deleting the app from your device
• Revoke microphone or speech permissions in iOS Settings
• Lock notes to prevent auto-deletion, or leave them unlocked for automatic 48-hour deletion

There is no account to delete and no server-side data to request removal of, because we do not store your data.

11. Security

AdmitNote relies on Apple's built-in device security and encryption for all locally stored data. This includes:

• iOS Data Protection (hardware-level AES encryption)
• App Sandbox isolation preventing other apps from accessing AdmitNote data
• HTTPS/TLS encryption for all API communications
• No passwords or credentials stored in the app

The security of your data depends in part on your device security settings. We recommend using a strong device passcode and keeping iOS updated.

12. Clinical Use Disclaimer

Users are solely responsible for ensuring their use of AdmitNote complies with applicable laws, regulations, and their institution's policies, including HIPAA and any applicable state privacy laws.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. Continued use of AdmitNote after any changes constitutes your acceptance of the updated policy.

For material changes, we will provide notice through an in-app notification or App Store update notes.