OncoDictate ("we," "our," or "us") is committed to protecting the privacy and security of your personal information and the protected health information (PHI) of your patients. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our clinical dictation and documentation platform.
By using OncoDictate, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Account Information
Name and professional credentials
Email address
Clinic or hospital affiliation
Medical registration number (for verification)
2.2 Clinical Data
Audio recordings of clinical dictations
Transcribed text from dictations
Structured clinical notes generated from dictations
Patient identifiers (de-identified and encrypted)
2.3 Usage Data
Log data (IP address, browser type, access times)
Feature usage statistics
Error reports and diagnostic data
3. How We Protect Your Data
Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
De-identification: Patient identifiers are automatically detected and redacted from transcripts before AI processing
Access Controls: Role-based access ensures only authorized personnel can view patient data
Audit Logging: All access to patient records is logged for compliance
Secure Infrastructure: Our systems are hosted on SOC 2 compliant cloud infrastructure
Regular Security Audits: We conduct periodic security assessments and penetration testing
4. How We Use Your Information
To provide and maintain our clinical documentation service
To transcribe and structure clinical dictations
To improve our AI models and service quality (using de-identified data only)
To send service notifications and updates
To respond to your inquiries and support requests
To comply with legal obligations
5. Data Sharing and Disclosure
We do not sell, rent, or trade your personal information or patient data. We may share information only in the following circumstances:
Service Providers: With trusted third-party services that help us operate our platform (e.g., cloud hosting, AI transcription)
Legal Requirements: When required by law, court order, or government regulation
With Your Consent: When you explicitly authorize us to share information
Business Transfers: In connection with a merger, acquisition, or sale of assets (with prior notice)
6. Data Retention
We retain clinical documentation data for a minimum of 7 years in accordance with medical record retention requirements. Audio recordings are automatically deleted after successful transcription unless you choose to retain them. You may request deletion of your account and associated data at any time, subject to legal retention requirements.
7. Your Rights
You have the right to:
Access your personal data and clinical records
Correct inaccurate information
Request deletion of your data (subject to legal requirements)
Export your data in a portable format
Withdraw consent for optional data processing
Lodge a complaint with a supervisory authority
8. Cookies and Tracking
We use essential cookies to maintain your session and preferences. We do not use third-party tracking cookies or advertising trackers. Analytics data is collected in aggregate form only.
9. Children's Privacy
OncoDictate is intended for use by healthcare professionals only. We do not knowingly collect personal information from individuals under 18 years of age.
10. International Data Transfers
Your data may be processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and adequacy decisions.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of the service after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at: