ArgonautScribe Privacy Policy
Effective date: June 5, 2026
ArgonautScribe ("we", "our", "the app") is a clinical documentation tool for dental practices. This policy explains what data we collect, how we use it, and how we protect it.
1. Data We Collect
- Email address — used for authentication (sign-in) only.
- Audio recordings — captured on your device when you dictate clinical notes. Audio is transmitted to our speech-to-text provider for transcription and is deleted immediately after transcription completes. A 24-hour lifecycle rule on our storage bucket acts as a safety net.
- Clinical note content — transcripts, structured field values, and rendered notes stored in your account. This content is clinical in nature and is used solely to produce documentation for your practice.
- Patient identifiers — the optional "patient tag" field is stored in an isolated database subcollection. It is never transmitted to any third-party service, including our speech-to-text and AI providers.
2. How We Use Your Data
- Speech-to-text transcription — audio is sent to Deepgram Inc. for transcription using their Nova-3 Medical model. Deepgram processes audio under a HIPAA Business Associate Agreement (BAA). Audio is not retained by Deepgram after processing.
- AI-assisted note structuring — transcripts (without patient identifiers) are sent to Anthropic PBC for structured field extraction using Claude. Anthropic processes data under a HIPAA BAA. Anthropic does not use your data for model training.
- Data storage — notes, transcripts, and account data are stored in Google Firebase (Firestore) under a HIPAA BAA. Data is encrypted at rest and in transit.
3. Data We Never Collect or Share
- We do not sell, rent, or share your data with advertisers or data brokers.
- We do not use your data for advertising or marketing purposes.
- We do not use your clinical data for AI model training.
- We do not track you across apps or websites.
- Patient identifiers are never sent to third-party APIs.
4. Data Retention and Deletion
- Audio recordings are deleted immediately after transcription. A 24-hour lifecycle rule ensures deletion even if processing fails.
- Notes can be deleted at any time using the "Mark Filed" feature, which permanently removes the note, transcript, and patient tag.
- Account deletion — you can delete your account from within the app. This permanently removes your account, all notes, patient tags, and associated data. Account deletion is irreversible.
5. Security
- All data is encrypted in transit (TLS) and at rest.
- Authentication is handled by Firebase Authentication.
- Database access is controlled by per-user security rules — you can only access your own data.
- HIPAA Business Associate Agreements are in place with all third-party data processors (Google/Firebase, Deepgram, Anthropic).
6. Third-Party Services
7. Children's Privacy
ArgonautScribe is designed for use by licensed dental professionals. We do not knowingly collect data from children under 13.
8. Changes to This Policy
We may update this policy from time to time. Changes will be posted on this page with an updated effective date.
9. Contact
For questions about this privacy policy or to request data deletion, contact us at: privacy@argonautscribe.com