Last Updated: 8 June, 2024

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 the following data:

• • Contact Details
    This includes your name and email address

  • Profile Details
    This includes your title/role, the name of your organization/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.

  • 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, operating system), URL referrer, IP address, and date.

  • Usage Information
    This includes meta data on actions taken within the application, and dates it 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 & notes
    By default, no documents are saved to our servers when you create a note. You do have the option of saving notes for use later, which can be useful in cases such as recording on a mobile device and adding to an EHR later. We recommend deleting notes immediately after they are added to your EHR, to ensure the EHR remains your “single source of truth”.

  • Customer Support Communications
    These include support requests and feedback sent via 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 to keep you logged into the application.

  • Payment Information
    In order 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 data we collect to provide and operate Apollo Notes. We also use the information we collect 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 provide for 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
The information we collect is used to measure which features are used more than others, and understand how to make them better.

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

How Long We Keep Information

Your profile information is kept for the duration of your account. By default, any document you generate using the platform, such as progress notes, are deleted immediately after they are displayed to you. You have the option of saving notes for use later, and these will be stored until you delete them, or for the duration of your account.

Sharing Information

We consider Apollo Notes to be a “privacy-first” company, and will not share any personal data unless it 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 data with our hosting providers and data processors is necessary to provide the service. In the case of documents created by users, any personally identifiable information is automatically removed during the first step of the document generation process. The data is then sent to our HIPAA-compliant AI provider, and a document is output to the user. Once this process is done, the document is permanently deleted from our servers.

Law Enforcement
Your personal data may be the subject of federal and local laws that may require us to disclose data in certain circumstances. Apollo Notes will only disclose your data if obligated by law or compelled by court. This does not include Personal Health Information (PHI), as we do not collect any.

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 all personal information Apollo Notes has collected about you, contact us via our website, and we will provide this 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 are determined by us to be material, we will provide you notice and an opportunity to review the revised Privacy Policy before you continue to use our service.