Local Med Scribe Privacy Policy

Last Updated: January 18, 2025

Effective Date: January 18, 2025

Introduction

Local Med Scribe ("App," "we," "us," or "our") is committed to protecting your privacy and the privacy of your patients. This Privacy Policy explains how the App handles information when you use our medical documentation assistance tool.

Our Core Privacy Principle: Your data stays on your device.

1. INFORMATION WE DO NOT COLLECT

1.1 No Cloud Transmission

Local Med Scribe is designed with a privacy-first architecture. We do not:

Collect, transmit, or store any data on external servers
Send any patient information to the cloud
Use any third-party analytics or tracking services
Share any data with third parties
Access any of your data remotely

1.2 No Account Required

The App does not require user registration
No email addresses are collected
No personal profiles are created
No login credentials are stored on our servers (because we have no servers)

1.3 No Tracking

No advertising identifiers
No device fingerprinting
No usage analytics transmitted externally
No behavioral tracking
No cookies or similar tracking technologies

2. INFORMATION PROCESSED LOCALLY ON YOUR DEVICE

The following information is processed and stored entirely on your device:

2.1 Audio Recordings

Aspect	Details
What	Voice recordings of patient encounters
Where Stored	Local device storage only
Protection	AES-256-GCM encryption
Backup	Excluded from iCloud and Time Machine
Retention	Until you delete it

2.2 Transcripts

Aspect	Details
What	Text transcriptions generated from audio
Processing	On-device AI (WhisperKit)
Where Stored	Local device storage only
Protection	AES-256-GCM encryption
Backup	Excluded from iCloud and Time Machine

2.3 SOAP Notes

Aspect	Details
What	AI-generated clinical documentation
Processing	On-device AI (MLX models)
Where Stored	Local device storage only
Protection	AES-256-GCM encryption
Backup	Excluded from iCloud and Time Machine

2.4 App Settings

Aspect	Details
What	User preferences (model selection, prompts)
Where Stored	Local UserDefaults
Contains PHI	No

2.5 Password (Optional)

Aspect	Details
What	SHA-256 hash of user password
Where Stored	Device Keychain (hardware-protected)
Contains PHI	No

3. HOW WE PROTECT YOUR DATA

3.1 Encryption at Rest

All patient encounter data is encrypted using AES-256-GCM (Advanced Encryption Standard with Galois/Counter Mode) via Apple's CryptoKit framework before being stored on your device.

3.2 Secure Key Storage

Encryption keys are stored in your device's Keychain, which is:

Hardware-protected by the Secure Enclave (on supported devices)
Accessible only after device unlock
Protected by the operating system

3.3 Backup Exclusion

All encounter data is explicitly excluded from:

iCloud Backup
Time Machine Backup
Any automatic backup system

This ensures patient data cannot accidentally sync to cloud services.

3.4 Password Protection

The App offers optional password protection:

Automatic lock after 30 seconds of inactivity
Maximum 5 failed login attempts before lockout
Password hashes stored securely (never plaintext)

3.5 Secure Data Destruction

When you delete data:

Individual encounters are permanently removed
The "Delete All Data" feature destroys encryption keys, rendering all data unrecoverable
This meets HIPAA requirements for data destruction

4. ON-DEVICE AI PROCESSING

4.1 Speech-to-Text Transcription

Uses WhisperKit, an on-device speech recognition model
Audio is processed entirely on your device
No audio is sent to Apple, OpenAI, or any external service
Transcription happens without internet connection

4.2 SOAP Note Generation

Uses MLX large language models running locally
All AI processing occurs on your device's Neural Engine/GPU
No patient data is sent to any AI cloud service
Works completely offline

5. WHAT WE ACCESS

5.1 Microphone

Purpose	To record patient encounters for transcription
When	Only when you actively start a recording
Transmitted	Never - audio stays on device

5.2 Local Storage

Purpose	To save encrypted encounter data
Location	App's sandboxed container
Transmitted	Never

6. THIRD-PARTY SERVICES

6.1 Apple Frameworks

The App uses Apple's built-in frameworks:

CryptoKit - For encryption
Security Framework - For Keychain access
AVFoundation - For audio recording
CoreML - For AI model execution

These frameworks process data locally and do not transmit information to Apple.

6.2 No Third-Party Analytics

We do not use:

Google Analytics
Firebase
Mixpanel
Amplitude
Any other analytics service

6.3 No Third-Party SDKs That Collect Data

The App contains no third-party SDKs that collect or transmit user data.

7. DATA RETENTION

7.1 Your Control

You have complete control over data retention:

Delete individual encounters at any time
Delete all data using the secure wipe feature
Uninstall the App to remove all associated data

7.2 No Remote Retention

Since no data is transmitted to us, we retain no data about you or your patients.

8. CHILDREN'S PRIVACY

Local Med Scribe is intended for use by licensed healthcare professionals and is not directed at children under 18. We do not knowingly process data relating to children except in the context of documented patient encounters, which remain entirely on the healthcare provider's device.

9. YOUR RIGHTS

9.1 Access

All your data is stored locally on your device. You can access it directly through the App.

9.2 Deletion

You can delete any or all data at any time through the App's interface.

9.3 Portability

You can export SOAP notes by copying them from the App.

9.4 No Data Requests Necessary

Since we don't collect your data, there's no need to submit data access requests to us.

10. HIPAA CONSIDERATIONS

10.1 Your Responsibility

As a healthcare provider, you are responsible for:

HIPAA compliance in your use of the App
Obtaining appropriate patient consent for recording
Securing your device
Proper data handling and retention policies

10.2 Our Design Choices

We designed the App to support your compliance:

Local-only processing (no Business Associate Agreement needed with us)
Strong encryption
Secure data destruction
Backup exclusion
Password protection

10.3 No BAA Required

Because we never receive, transmit, or store Protected Health Information (PHI), we are not a Business Associate under HIPAA. All PHI remains exclusively on your device under your control.

11. INTERNATIONAL USERS

11.1 Data Location

Your data is stored only on your physical device. It does not cross borders unless you physically move your device.

For users in the European Economic Area:

We are the data controller for App functionality
Legal basis: Legitimate interest in providing the service
Data minimization: We collect no personal data
Your rights under GDPR are preserved (access, deletion, portability)

12. CHANGES TO THIS POLICY

12.1 Updates

We may update this Privacy Policy from time to time. Changes will be reflected in the "Last Updated" date.

12.2 Notification

Material changes will be communicated through:

App update notes
In-app notification
Our website

12.3 Continued Use

Your continued use of the App after changes constitutes acceptance of the updated Privacy Policy.

13. CONTACT US

If you have questions about this Privacy Policy or our privacy practices:

Email: shitanshuuppal@gmail.com

Website: https://gyoedu.org

14. SUMMARY

Question	Answer
Do you collect my data?	No
Do you collect patient data?	No
Is data sent to the cloud?	No
Is data encrypted?	Yes (AES-256-GCM)
Can I delete my data?	Yes (anytime)
Do you use tracking?	No
Do you share data with third parties?	No
Does the App work offline?	Yes
Is a BAA required?	No (we never access PHI)

Your privacy is protected by design, not just by policy.

Privacy Policy Version 1.0

Last Updated: January 2025