Privacy Policy

This page is maintained by Vomediq ("Vomediq", "we", "us", "our") to explain how we collect, use, protect and share information when clinics, hospitals, clinicians and their staff use the Vomediq AI Clinical Operating System (the "Service"). It applies to our website, web application and related services.

1. Information we collect

Account information

Name, email, phone, role (administrator, doctor, receptionist), clinic affiliation and authentication identifiers you provide when you sign up or when your administrator creates your account.

Clinical content you create

Patient records, consultation notes, prescriptions, dictated audio, transcripts, uploaded documents and other clinical content that you or your clinic input into the Service. This content belongs to the clinic that operates the Vomediq workspace.

Usage and device data

Log data such as IP address, browser and device type, pages viewed, actions taken, timestamps and referrer. On our marketing pages we also capture UTM parameters (source, medium, campaign) for attribution.

2. How we use information

• Provide, secure and operate the Service.
• Generate clinical notes, prescriptions and summaries from dictated audio using our AI models.
• Authenticate users, apply role-based access and audit activity.
• Provide support, respond to inquiries and send service notices.
• Analyze product usage to improve reliability and features.
• Comply with legal obligations and enforce our Terms.

We do not sell personal information and we do not use identifiable patient data to train third-party foundation models.

3. Legal basis

We process personal data to perform our contract with the clinic, to comply with legal obligations, to pursue our legitimate interests in running and improving the Service, and — where required — on the basis of your consent.

4. Sharing information

We share information only as needed:

• With your clinic and users your administrator has authorized.
• With processors that host and run the Service (cloud hosting, database, storage, speech-to-text and language model providers) bound by written data-protection terms.
• With authorities when required by law or to protect rights, safety and the integrity of the Service.
• In connection with a merger, acquisition or asset sale, with continued protection of your information.

5. Data security

We use encryption in transit (TLS), encryption at rest for stored clinical data and audio, role-based access controls, row-level security in the database, audit logging and least-privilege operational access. No system is perfectly secure — please use strong passwords and keep your devices protected.

6. Data retention

Clinical records are retained for as long as the clinic's account is active or as required by applicable medical record laws. You or your administrator can request deletion of account data subject to those legal retention requirements.

7. Your rights

Depending on your jurisdiction, you may have the right to access, correct, export or delete your personal information, to object to or restrict certain processing, and to withdraw consent. Contact us at privacy@vomediq.com to exercise these rights. For patient records, requests should be directed to the treating clinic, which is the data controller.

8. Cookies and analytics

We use strictly necessary cookies for authentication and session management, and privacy-friendly analytics to understand aggregate usage. We do not use advertising cookies.

9. International transfers

Your information may be processed in countries other than your own. Where required, we rely on appropriate safeguards such as standard contractual clauses.

10. Children

The Service is intended for use by clinicians and their staff. It is not directed to children, and we do not knowingly collect personal information directly from children.

11. Changes

We may update this Privacy Policy from time to time. We will post the updated version here with a new effective date and, where appropriate, notify administrators.

12. Contact

Questions about this Privacy Policy? Email privacy@vomediq.com.