Privacy Policy

Introduction

This privacy notice discloses the privacy practices for www.virtualscrivener.com. It applies solely to information collected by this website, and will notify you of the following:

• What personally identifiable information is collected from you through the website, how it is used, and with whom it may be shared
• What choices are available to you regarding the use of your data
• The security procedures in place to protect the misuse of your information
• How you can correct any inaccuracies in the information

Information Collection, Use, and Sharing

We ask for certain types of personal information when you correspond with us, request a demo, request a speaker, or otherwise engage with us on our website — including your name, email address, and phone number. We may also collect personal information when you correspond with us via email. We use the personal information we collect to operate, maintain, and provide the features and functionality of the website, and to communicate with you.

We are the sole owners of the information collected on this site. We only access or collect information that you voluntarily give us via email or other direct contact. We will not sell or rent this information to anyone.

We use your information to respond to you regarding the reason you contacted us, and will not share it with any third party outside our organization except as necessary to fulfill your request. Any third parties who receive personal information from us are not permitted to use it for any purpose beyond carrying out their work for us, and are obligated to adhere to VirtualScrivener's data use and security commitments as stated in this policy.

Clinical Documentation

VirtualScrivener's services provide healthcare providers with secure, HIPAA-compliant applications that enable them to receive assistance — via a remote scribe or AI Scribe — in documenting the clinical encounter into their patients' Electronic Health Records (EHRs), along with related medical transcription services. Compared to self-documenting into the EHR, VirtualScrivener saves healthcare providers time, lets them better focus on the patient, and improves the quality of medical documentation.

When we provide these services, we are subject to HIPAA (the Health Insurance Portability and Accountability Act). Users of our services must agree to additional terms in order to use our services in compliance with HIPAA. We are classified as a Business Associate under HIPAA, and that law's protections apply to all patient information we access.

Any personal information collected through our website (as opposed to through our clinical services) is not subject to HIPAA, which is why this policy separately describes the privacy practices applicable to information we collect online.

Third-Party Tracking and Online Advertising

We may permit third-party online advertising networks to collect information from visitors to our website to provide customized content, advertising, and commercial messaging on other websites or services. This information is typically collected through cookies or similar tracking technologies. You may set your browser to reject cookies or other tracking technology by managing your browser or device settings.

Scope of Data We Collect

We do not collect, maintain, use, or share personal information beyond what's needed to fulfill your request or perform our services. Scribing and transcription are functions that customarily take place at the direction of the healthcare provider and institution — work the institution would otherwise assign to its own employees — and these services aid in the management, documentation, and provision of healthcare.

Your Access to and Control Over Information

You may opt out of any future contact from us at any time. Contact us via contactus@virtualscrivener.com or +1 (307) 215-3356 to:

• See what data we have about you, if any
• Change or correct any data we have about you
• Have us delete any data we have about you
• Express any concern you have about our use of your data

Security

We take precautions to protect your information, both online and offline. Wherever we collect sensitive information, it is encrypted and transmitted to us securely. You can verify this by looking for a lock icon and "https" at the beginning of the address of the web page.

Cookies

Like most websites, we automatically collect certain usage information when you visit, typically through cookies, log files, web beacons, and similar tracking technology. This can include the pages you view, links you click, browser and device information, IP address, referring/exit pages, and (depending on device settings) approximate geographic location at the city, state, or country level. We may also use clear gifs in HTML emails to track which emails are opened and which links are clicked.

We use this data to remember information across visits, monitor and improve the website, diagnose technical problems, and measure traffic and usage trends. Cookie usage on this site is not linked to any personally identifiable information.

Links

This website contains links to other sites. We are not responsible for the content or privacy practices of those sites. We encourage you to read the privacy statements of any site that collects personally identifiable information.

Children

This website is intended for use by adults. Children under the age of 13 are not permitted to submit any personal information to us online.

Anonymized Data

We may use data that has been de-identified and/or aggregated for product development, research, analytics, and other purposes, including analyzing, improving, or marketing our services. Where we publicly disclose or share data derived from visitor information, it is aggregated and/or anonymized to reasonably avoid identifying a specific individual.

Change of Control

If we sell, divest, or transfer the business or a portion of it, we may transfer information, provided the new party has agreed to data privacy standards no less stringent than our own.

Policy Changes

We may modify or update this policy from time to time. If we make a material change, we will use our best efforts to provide additional notice before the change takes effect — via email notification or a prominent banner on our website.

Your rights, wherever you are visiting from

The sections below summarize the additional rights you have under regional privacy laws. This summary is provided for transparency and does not replace advice from qualified legal counsel — we recommend a jurisdiction-specific legal review before relying on it for compliance purposes.

United Kingdom & European Economic Area (GDPR)

If you are located in the UK or EEA, the General Data Protection Regulation (GDPR) gives you rights over your personal data beyond what is described above.

Because VirtualScrivener is based in the United States, data from UK/EEA visitors is transferred outside your region when you use this website; we take reasonable steps to protect it in transit and at rest as described above.

California Residents (CCPA/CPRA)

Under the California Consumer Privacy Act, as amended by the CPRA, California residents have the right to:

• Know what personal information we collect, use, and disclose about you
• Delete personal information we have collected from you, subject to certain exceptions
• Correct inaccurate personal information we hold about you
• Opt out of the sale or sharing of personal information — we do not sell or share personal information, so there is nothing to opt out of today
• Limit the use of sensitive personal information
• Not be discriminated against for exercising any of these rights

To exercise any of these rights, contact us using the details at the bottom of this page.

Canadian Residents (PIPEDA)

For visitors in Canada, we handle personal information consistent with the Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles — including accountability, meaningful consent, limiting collection and use, accuracy, safeguards, and individual access.

• You may request access to the personal information we hold about you
• You may challenge the accuracy and completeness of that information and have it amended
• You may file a complaint with the Office of the Privacy Commissioner of Canada if you believe we have not met our obligations

Australian Residents (Privacy Act 1988)

For visitors in Australia, we aim to handle personal information consistent with the Australian Privacy Principles (APPs) under the Privacy Act 1988.

• You may request access to and correction of the personal information we hold about you
• You may ask how your information has been collected, used, and disclosed
• You may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have handled your information improperly

Cookie Consent

Where required by law (including under GDPR and similar frameworks), we ask for your consent before setting non-essential cookies. You can accept or decline non-essential cookies from the banner shown on your first visit, and change your choice at any time using the Cookie Preferences link in the footer of this site.

• Essential cookies — required for the website to function, and are not subject to consent
• Non-essential cookies — analytics and advertising cookies, set only if you accept them

Questions about this policy, or want to exercise any of the rights above? Contact us at contactus@virtualscrivener.com or +1 (307) 215-3356.