Doctora Privacy Policy

Last updated: 🔶 June 2025

1. Overview

Doctora (“we,” “our,” or “us”) is an AI-powered medical-scribe platform and Chrome extension operated by Voyista, Inc.. We help optometry practices create, structure, and insert clinical documentation into Electronic Health Record (“EHR”) systems. This Privacy Policy explains how we collect, use, disclose, and protect Personal Information—including Protected Health Information (“PHI”) subject to the U.S. Health Insurance Portability and Accountability Act (“HIPAA”)—when:

• Providers and staff (“Users”) access the Doctora web app, Chrome extension, or related services (collectively, the “Services”); and
• Patients interact with their optometrist who is using our Services.

Visiting our public marketing site (doctora.io) is also covered.

2. Your Relationship With Us

• Covered Entities & Business Associate Agreements (BAAs). Optometry practices (“Covered Entities”) are the data controllers of PHI. Doctora acts as their Business Associate. We sign a BAA during onboarding and process PHI only as permitted by that agreement and HIPAA.
• Website Visitors. If you simply browse doctora.io, we act as the data controller of the limited personal information we collect (e.g., cookies).

3. Information We Collect

CategoryExamplesSourceAccount & Practice DataName, practice name, NPI, email, phone, subscription detailsUser-providedClinical Audio & Transcript DataAudio recordings, AI-generated transcripts, structured exam data (diagnoses, prescriptions, CPT/ICD-10 codes)User-provided (recordings); AI processingEHR ContextPatient identifiers (MRN, name, DOB), visit metadata, template fieldsPulled from or pushed to EHR by User actionsUsage & Device DataIP address, browser type, session duration, clickstreamAutomatic via cookies / SDKsPayment DataLast-4 of card, billing addressCollected and processed by Stripe on our behalf

We do not knowingly collect information from anyone under 13.

4. How We Use Information

PurposeLegal Basis / HIPAA StandardProvide and improve the Services, including real-time transcription, AI summarization, and automated EHR entry“Health Care Operations” & “Payment” under HIPAA; performance of contractMaintain security, detect fraud, and ensure system integrityLegitimate interests; HIPAA §164.308 (Security Rule)Analytics (site traffic, conversion funnels)Legitimate interests; de-identified or aggregated data onlyMarketing communications to providers (not to patients)Consent or legitimate interests; never uses PHI

We do not sell or rent Personal Information.

5. Sharing & Disclosure

RecipientReasonCloud Service Providers (OpenAI API, Google Cloud, Firebase)Secure hosting, AI processing, data storagePayment Processor (Stripe)Subscription billingAnalytics & Tracking Tools (Webflow CMS, Plausible / Google Analytics 4 🔶)Site analytics (cookie-based; excludes PHI)EHR Systems (e.g., RevolutionEHR)At the User’s direction to insert structured dataLegal & ComplianceTo comply with law or enforce agreements

All subprocessors that handle PHI are bound by written agreements requiring HIPAA-level safeguards.

6. Cookies & Similar Technologies

Our marketing site and web app use first- and third-party cookies or local storage to:

• Keep users logged in
• Remember settings (e.g., dark mode)
• Measure site performance

Users can control cookies through browser settings, but certain features may break if disabled.

7. Data Security

• Encryption. Data in transit uses TLS 1.2+; PHI at rest is encrypted with AES-256 on Google Cloud / Firebase.
• Access Controls. Role-based access, least privilege, MFA for all staff.
• Audit & Logging. Detailed access logs retained for 🔶 6 years.
• Pen-Testing & Risk Assessments. Annual third-party penetration tests; ongoing HIPAA risk analysis.

8. Data Retention

Data TypeRetention PeriodClinical transcripts & structured notesMinimum of 🔶 6 years (HIPAA), or as required by state lawRaw audio files🔶 30 days by default; configurable per practiceAccount records & billing infoAs long as the subscription is active plus 🔶 7 yearsLogs & backups🔶 12 months, unless needed for security investigations

Practices may request earlier deletion or export, subject to HIPAA and contractual requirements.

9. Your Rights & Choices

For Patients (Subject to HIPAA):

• Access or obtain a copy of your PHI (via your optometrist)
• Request amendment, restriction, or accounting of disclosures
• File a complaint with the U.S. HHS OCR if you believe your rights are violated

For Providers (Users):

• Access, correct, or delete practice account data
• Opt out of marketing emails via the unsubscribe link

10. International Data Transfers

We host and process PHI exclusively in the United States. If you access Doctora from outside the U.S., you consent to transferring your information to the U.S.

11. Children’s Privacy

Doctora is not directed to children under 13. Any inadvertent data collected from children will be deleted upon discovery.

12. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be announced via email to account owners or through an in-app banner. The “Last updated” date reflects the latest revision.

13. Contact Us

Privacy Office – Doctora / Voyista, Inc.

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