Apollo Notes

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Privacy Policy

Last Updated: 27 August, 2026

We believe in providing a safe and secure platform for our users. We do not believe in selling your personal data to third parties or violating the trust of our users in any way.

By using this website, you agree to the policies and practices described in this Privacy Policy. If you have any questions regarding our policies, please contact us via our website’s contact form.

Information We Collect

We collect or process the following information:

  • Contact Details
    This includes your name and email address.
  • Profile Details
    This includes your title or role, the name of your organization or practice, and which EHR software you currently use.
  • Application Settings
    Information about your preferences, including enabled features and user interface settings. This also includes any custom instructions provided by you for use in generating clinical documentation.
  • Clinical and Session Information
    When you use Apollo Notes to create clinical documentation, we may process information you provide about a client or session. Depending on how you use the service, this may include session audio, transcripts, dictated or typed summaries, source material used to create a document, and generated clinical documentation. This information may include Protected Health Information (PHI). Session recordings and transcripts are processed for the purpose of generating the requested documentation and are deleted after note generation. Generated notes are not saved to your account unless you choose to save them. Notes that you choose to save are encrypted and retained until you delete them or your account is deleted.
  • Analytics Data
    This is collected by Cloudflare Web Analytics and includes information on how you use our website, including device details (browser type, device type, and operating system), URL referrer, IP address, and date.
  • Usage Information
    This includes metadata about actions taken within the application and when they occurred. When creating documents within Apollo Notes, we track how many characters were used in the audio transcript and the time spent recording it.
  • Saved Documents and Notes
    By default, documents are not saved to your account when you create a note. You may choose to save notes for later use, such as recording on a mobile device and adding the note to an EHR later. We recommend deleting notes immediately after they are added to your EHR so the EHR remains your single source of truth.
  • Customer Support Communications
    These include support requests and feedback sent via our contact form, email, and phone.
  • Cookies
    We use cookies to gather analytics and usage data on our site, save your preferences, track advertising performance, and keep you logged into the application.
  • Payment Information
    To purchase a paid subscription, you will need to provide payment information to Stripe, our payment partner. We collect a Stripe reference code, payment type, the last four digits of your credit or debit card, the expiration date, and billing address.

How We Use This Data

Operate, improve, and personalize the service
We use the information we collect or process to provide and operate Apollo Notes. We also use it to improve and personalize the service, including customizing how notes are generated based on your preferences.

Provide a secure platform
We use the information we collect to support the safety and security of our users. This includes verifying your identity, authenticating your account, and defending against fraud and unauthorized use.

Measure and analyze our service
We use information to measure which features are used more than others and understand how to improve them.

Communicate with our users
We use your email address to provide product updates and support and to communicate changes to policies and terms.

How Long We Keep Information

  • Session recordings and transcripts: Deleted after the requested document has been generated and not retained in your Apollo account.
  • Generated documents: Not saved to your account by default. If you choose to save a document, it is retained until you delete it or your account is deleted.
  • Account information: Retained while your account remains active and as otherwise necessary to operate the service or meet applicable legal obligations.
  • Usage and billing information: Retained as necessary to operate the service, maintain financial records, prevent fraud, and meet applicable legal obligations.

Sharing Information

We consider Apollo Notes to be a “privacy-first” company and will not share personal information unless doing so is integral to providing the service or is required by law. We may share your personal information with the following third parties:

Hosting providers and data processors
Sharing information with our hosting providers and data processors is necessary to provide the service. Apollo provides an optional PII redaction feature. When enabled, Apollo attempts to remove selected identifiers, such as names, phone numbers, email addresses, and street or mailing addresses, from source text before AI note generation. Automated redaction may not identify every piece of personal or protected information and should not be treated as a method of fully anonymizing clinical information. Users should review generated documentation before using or storing it.

Law Enforcement
Information processed through Apollo Notes may include Protected Health Information (PHI). Where applicable, PHI is handled in accordance with our Business Associate Agreement, our privacy and security safeguards, and applicable legal requirements. We disclose information only where permitted or required by applicable law.

Business Transfers
If Apollo Notes is involved in a merger or acquisition, your personal data may be transferred to the acquiring party.

Obtaining Your Personal Information

If you wish to receive a copy of the personal information Apollo Notes has collected about you, contact us via our website, and we will provide it to you in a timely manner.

Changes to This Privacy Policy

This policy may change over the course of the service. We will keep this page updated with any changes to the Privacy Policy. If we make changes that we determine to be material, we will provide notice and an opportunity to review the revised Privacy Policy before you continue to use our service.