Sample text
Privacy Policy
Last updated October 1, 2026
This page is sample text from the Charted template. Replace it with your own policy, reviewed by your counsel, before you publish.
Charted drafts clinical notes from recorded visits. This policy explains what we collect, how we use it and the choices you have. It covers our website and the Charted app used by clinics. When we process patient information for a clinic, the clinic's own privacy notice and our business associate agreement with the clinic also apply.
Information we collect
Account information: the name, work email, role and organization of each clinician or staff member who uses Charted, and the settings they choose.
Visit information: with the patient's consent, the audio of a visit, the transcript made from it, the draft note and the edits the clinician makes before signing.
Usage information: which features are used, when, and from which device and browser, so we can keep the service secure and fix problems. We do not sell any of this information.
Recordings and clinical notes
A recording starts only after the patient agrees and the clinician presses record. Audio is encrypted in transit and at rest and is used only to draft that visit's note.
We never use visit audio, transcripts or notes to train AI models, and we never share them with advertisers. Signed notes are sent to the clinic's EHR and belong to the clinic.
Business associate agreements
Patient information we handle for a clinic is protected health information under HIPAA. We sign a business associate agreement (BAA) with every clinic before any recording starts, and we require the same commitments from the service providers we use to host and process data.
Retention and deletion
Visit audio is deleted when the clinician signs the note. A clinic's admins can keep it for up to 30 days to review quality, and every deletion is recorded in the audit log. Transcripts are kept with the note unless the clinic sets them to be deleted at sign-off.
Account information is kept while the clinic's contract is active. When a contract ends, we return or delete the clinic's data within 30 days, unless the law requires us to keep it longer.
Your rights
Patients: you can say no to recording at any visit, and you can ask your clinic for a copy of your record or to correct it. Your clinic handles these requests, and we help them.
Clinicians and staff: you can see and update your account information at any time, and ask us to delete it when you leave your organization. Depending on where you live, you may have additional rights under state privacy laws.
Contact
Questions about this policy or about a recording can go to privacy@charted.example. We reply within 5 business days.
