# MedicalVTT Privacy Policy
Last updated: July 21, 2026
This Privacy Policy explains how [Your Legal Name or Company Name] ("MedicalVTT," "we," "us," or "our") collects, uses, stores, discloses, and protects information when you use MedicalVTT, including the MedicalVTT mobile application, website, account features, subscription features, access-code features, medical terminology libraries, dictation tools, and related services (collectively, the "Service").
MedicalVTT is a medical voice-to-text productivity tool. We designed the Service to minimize the information we collect. As part of normal app use, MedicalVTT does not store audio recordings on our servers and does not store full dictated transcript text on our servers.
By using the Service, you agree to this Privacy Policy. If you do not agree, do not use the Service.
## 1. Information We Collect
We collect limited information needed to operate accounts, subscriptions, access codes, custom library features, app functionality, support, security, and service improvement.
### Account Information
If you sign in or create an account, we may collect and store:
- Email address.
- User account identifier.
- Display name, if provided by the sign-in provider.
- Authentication provider, such as Apple, Firebase, or anonymous guest sign-in.
- Account creation, update, login, and sync metadata.
- Subscription or access status associated with your account.
If you continue as a guest, the app may create an anonymous account identifier so app data and limited access features can function.
### Custom Terms and Library Entries
If you create custom terms, custom phrases, acronym choices, correction entries, or personal library entries, we may store:
- The term, phrase, acronym, or text you want the app to recognize.
- The corrected, replacement, or expanded text.
- Whether the entry is enabled.
- Sync status and related timestamps.
Custom terms are intended only for your personal MedicalVTT Library. Do not add patient protected health information ("PHI") or patient-identifying information to custom terms, custom library entries, feedback forms, suggestions, or bug reports.
### Standard Library and Learning Data
MedicalVTT may use a standard medical terminology library, currently including standardLibrary2, to improve recognition, term ranking, acronym handling, and transcription productivity.
The Service may collect or store aggregate learning data, such as:
- Counts of recognized standardLibrary2 medical terms.
- Counts related to specialty or mode categories, such as Cardiology, ER, Nursing, and Labs.
- Predictive relationship counters showing that standardLibrary2 terms appeared in the same transcription block.
- Local ranking data used on your device to prioritize helpful terms.
Aggregate learning data is designed to improve MedicalVTT without storing full transcript text or audio recordings on our servers. We do not intentionally use aggregate learning counters to identify patients.
### Subscription and Access Information
We may store limited information related to subscription and access, such as:
- Whether your account has active subscription access.
- Subscription product identifiers.
- Subscription dates or status metadata.
- Access-code status.
- Business, organization, or promotional access metadata, if applicable.
- Email addresses associated with business access codes, if needed to validate access.
Payments and App Store subscriptions are processed by Apple. We do not receive or store your full payment card number from Apple.
### Dictation and Transcript Content
MedicalVTT uses your device microphone and Apple speech recognition features to convert speech into text.
MedicalVTT requires on-device speech recognition for dictation. If your device, language, or operating system configuration does not support on-device speech recognition, dictation may not be available.
As part of normal app use:
- We do not store audio recordings on our servers.
- We do not store full dictated transcript text on our servers.
- Dictated text may be temporarily displayed and held on your device so you can edit, copy, share, or use it.
- If you copy, share, paste, export, or save text outside MedicalVTT, that information is handled by the destination app, system service, record system, cloud service, or recipient you choose.
### Feedback and Support
If you contact us or submit feedback, suggestions, or bug reports, we may collect:
- Your email address.
- The message, suggestion, or bug report you submit.
- Category or issue type.
- Timestamp and account identifier, if available.
- Technical context needed to troubleshoot the issue.
Do not include PHI, patient-identifying information, confidential patient details, or information you do not have permission to share in feedback or support messages.
### Device, Diagnostic, and Usage Information
We may receive limited technical information needed to operate, secure, troubleshoot, and improve the Service, such as:
- App version.
- Device type.
- Operating system version.
- Authentication status.
- Subscription status.
- Error messages.
- Crash reports.
- Performance information.
- General usage events.
- Sync status or failure information.
Some diagnostic, crash, platform, subscription, or device information may be collected by Apple, Firebase, Google, or other service providers according to their own privacy practices.
## 2. Information We Do Not Intentionally Collect
MedicalVTT is designed so that we do not intentionally collect or store the following on our servers as part of normal app use:
- Audio recordings of your dictation.
- Full dictated transcript text.
- Patient charts, patient records, or medical record files.
- Full payment card numbers.
- Government identification numbers.
- Patient identifiers in custom terms, feedback, or support messages.
Because some fields are user-entered, you control what you type, dictate, copy, share, or submit. Please do not enter patient-specific information into custom terms, feedback forms, suggestions, or bug reports.
## 3. How We Use Information
We use information to:
- Provide, maintain, and improve the Service.
- Create and manage accounts.
- Authenticate users.
- Sync custom library entries.
- Provide standardLibrary2 terminology features.
- Support acronym expansion and correction features.
- Verify subscription status and access-code eligibility.
- Provide customer support.
- Troubleshoot bugs, crashes, sync issues, and account issues.
- Improve medical term ranking, learning buckets, and predictive buckets.
- Protect the Service from misuse, fraud, unauthorized access, and abuse.
- Comply with legal obligations.
- Enforce our Terms of Use.
We do not sell your personal information.
## 4. How We Share Information
We may share limited information with service providers who help us operate the Service, such as:
- Cloud database and authentication providers.
- App hosting and infrastructure providers.
- Crash reporting and diagnostic providers.
- Subscription and payment platforms.
- Customer support tools.
- Security and fraud prevention providers.
These providers may process information only as needed to provide services to us, subject to their own legal and contractual obligations.
We may also disclose information if required to comply with law, legal process, security obligations, fraud prevention, enforcement of our Terms, protection of rights and safety, or a business transaction such as a merger, acquisition, financing, restructuring, or sale of assets.
## 5. Apple Services
MedicalVTT may use Apple services, including Apple speech recognition, Sign in with Apple, App Store subscriptions, device permissions, and system sharing features.
Your use of Apple services is subject to Apple's privacy terms, device settings, and App Store rules. Apple may process information according to its own policies.
## 6. Firebase and Cloud Services
MedicalVTT may use Firebase, Google Cloud, or similar cloud services for account authentication, database storage, access-code validation, subscription status syncing, standard library syncing, aggregate learning counters, predictive relationship counters, diagnostics, and related service functions.
We use these services to operate the app and synchronize limited data. We do not use them to store audio recordings or full dictated transcript text as part of normal app use.
## 7. Health Information and HIPAA
MedicalVTT is a productivity and transcription assistance tool. It is not an electronic health record, clinical decision support system, medical device, billing system, coding system, or emergency service.
Unless we separately enter into a written agreement that expressly states otherwise, MedicalVTT is not intended to create a business associate relationship under HIPAA or similar healthcare privacy laws, and this Privacy Policy is not a business associate agreement.
You are responsible for determining whether your use of MedicalVTT complies with HIPAA, employer policies, institutional policies, professional obligations, consent requirements, and other laws that apply to you.
Do not add PHI or patient-identifying information to custom terms, feedback, suggestions, bug reports, or other non-clinical input areas.
## 8. Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information we process. These safeguards may include account authentication, access controls, encrypted network transmission where supported, provider security controls, and limited data collection.
No method of transmission, storage, or electronic processing is completely secure. We cannot guarantee absolute security.
You are responsible for securing your own device, passcode, biometric access, Apple account, MedicalVTT account, copied text, exported text, and any destination where you send or store transcript content.
## 9. Data Retention
We retain information for as long as reasonably necessary to provide the Service, operate accounts, maintain subscriptions, sync custom library entries, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud or abuse, and maintain security.
Custom library entries may remain stored until you delete them, delete your account, or request deletion where applicable.
Aggregate, de-identified, or non-personal learning counters may be retained after account deletion if they do not identify you.
Backup copies may persist for a limited time before deletion according to normal backup and disaster recovery processes.
## 10. Account Deletion
You may delete your account through the app where available or by contacting us at:
Account deletion may delete account information and personal library data associated with your account. Certain information may be retained where necessary or permitted for legal compliance, fraud prevention, security, dispute resolution, tax/accounting records, subscription records, backup integrity, or enforcement of our Terms.
Deleting your MedicalVTT account does not automatically cancel an Apple App Store subscription. If you subscribed through Apple, you must manage or cancel your subscription through your Apple Account settings.
## 11. Your Choices
You may be able to:
- Decline microphone or speech recognition permissions, though dictation will not work without them.
- Edit or delete custom library entries.
- Enable or disable certain aggregate learning options where available.
- Sign out of your account.
- Delete your account.
- Manage or cancel subscriptions through Apple.
- Contact us with privacy requests.
Device-level permissions can be managed through your iOS settings.
## 12. Children’s Privacy
MedicalVTT is intended for adults and professional productivity use. The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13.
If you believe a child has provided personal information to us, contact us at medicalvttsupport@gmail.com.
## 13. State and Regional Privacy Rights
Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, objection, or information about certain processing activities.
To make a privacy request, contact us at:
We may need to verify your identity before completing a request. Some requests may be limited by law, security needs, fraud prevention, technical limitations, or our legal obligations.
## 14. International Users
MedicalVTT is operated from the United States. If you use the Service from outside the United States, your information may be processed in the United States or other countries where our service providers operate. Privacy laws in those countries may differ from the laws where you live.
## 15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date above. Changes are effective when posted unless a later date is stated.
Your continued use of the Service after changes become effective means you accept the updated Privacy Policy. If you do not agree, stop using the Service.
## 16. Contact Us
If you have questions, concerns, or privacy requests, contact us at: