Privacy Policy

ClearNote AI provides clinical documentation software to licensed behavioral health professionals in the United States. This policy covers clearnotesai.com and the ClearNote application.

We do not sell to, or knowingly collect information from, patients. Our customer is the clinician or the practice. Where we handle patient information, we do so on the practice's instructions and on its behalf.

Account information you give us at signup:

• Your name, work email and work phone number
• Your practice or organisation name and size
• Your NPI number, professional credential, licence number and licence state
• Your discipline, practice setting and preferred note format

We verify your NPI against the public CMS NPPES registry at signup. That check confirms the number belongs to a real, active provider whose name matches. We do not create accounts for unverified numbers.

Clinical content you put into the product:

• Session text you paste or dictate, and audio you record using ambient capture
• Notes, treatment plans, assessments and documents you create or upload
• Patient records you enter, which may include protected health information

Operational information:

• Usage and billing records, including how many AI notes you have generated
• Security and audit events such as sign-ins and record access
• Standard web and advertising data described under Cookies below

• To generate, check and store the documentation you ask us to produce
• To enforce your plan's note allowance and fair-use limits
• To verify professional eligibility and prevent abuse of the service
• To take payment and to contact you about your account
• To keep the service secure and to investigate incidents

We do not sell your information. We do not use your clinical content to train any AI model, our own or anyone else's.

We use a small number of subprocessors. These are the only external services that handle your data:

• Supabase — database, authentication and file storage. Your data is held in the United States (us-east-1).
• Anthropic — the AI that drafts and checks notes. Session content is sent for processing and is not retained by us for training.
• Netlify — hosting and content delivery for the website and application.
• Razorpay — subscription payments. Card details go directly to Razorpay. We never see or store your card number.
• Google — advertising measurement on our marketing pages only, as described under Cookies.

Where you use ClearNote to create or store records containing protected health information, you are the covered entity or its business associate, and we act as your business associate. A Business Associate Agreement is available and is offered during signup.

The compliance checker is different. Text you submit to the standalone checker is analysed and returned, and is not retained as a record. Notes you create inside the application are stored in your own organisation workspace until you delete them.

You remain the author and the clinician of record. ClearNote drafts and scores documentation; it does not practise, diagnose or sign on your behalf.

• Every practice is isolated at the database level. Row-level security means one organisation's records cannot be read by another, and this is enforced by the database rather than by application code.
• Data is encrypted in transit and at rest.
• Multi-factor authentication is available and can be required.
• Record access and administrative actions are written to an audit log.
• Accounts are restricted to NPI-verified clinicians.

Clinical records stay in your workspace until you delete them or close your account. You can export your records at any time in PDF, Word, FHIR, HL7 or 837P format.

When you close your account we delete your clinical content within 30 days, except where we are required to retain records by law. Billing records are kept as long as tax and accounting rules require.

You can access, correct, export or delete your information from within the application, or by writing to us at privacy@clearnotesai.com. If you are acting on behalf of a practice, your practice administrator may also act on your records.

Depending on where you live you may have additional rights, including under the California Consumer Privacy Act. We honour those requests for every customer regardless of state.

The application uses cookies that are strictly necessary to keep you signed in. There is no advertising or tracking inside the application where clinical content lives.

Our public marketing pages load the Google tag so we can tell which adverts lead to signups. It records that a signup or subscription happened, not what is in any note. You can opt out through Google's ad settings or by blocking the tag in your browser.

Clinical data is stored in the United States. Our team and some service providers operate outside the United States, so information may be accessed from other countries under appropriate contractual safeguards.

If we change this policy materially we will say so on this page and email account holders before it takes effect.

Questions, requests or complaints: privacy@clearnotesai.com.