ClinicalFlow is built on a simple principle: your data belongs to you. Our local-first architecture means clinical data never leaves your device unless you explicitly choose otherwise. This policy explains exactly what we collect, why, and how we protect it.
Effective Date: February 27, 2026ClinicalFlow (“we,” “us,” or “our”) provides AI-powered clinical documentation software (“the Service”) as a native desktop application for healthcare providers. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our application and related services.
Our core privacy principles:
When you create a ClinicalFlow account, we collect:
When you subscribe to a paid plan, our payment processor (Stripe) collects:
Important: ClinicalFlow never stores, processes, or has access to your full credit card number. All payment data is handled exclusively by Stripe, a PCI DSS Level 1 certified payment processor.
We store the following in your account profile to manage your subscription:
We may collect limited technical information to diagnose issues and improve the Service:
To be explicit, ClinicalFlow never collects, transmits, or stores:
We use the information we collect for the following purposes:
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Account management | Email, name, password hash | Contract performance |
| Authentication & security | Email, session tokens, license key | Contract performance |
| Billing & subscriptions | Stripe IDs, plan selection, trial dates | Contract performance |
| Service communications | Email address | Legitimate interest |
| Product improvement | Anonymized usage analytics, crash reports | Legitimate interest |
| Legal compliance | Account data, transaction records | Legal obligation |
We will never use your information for:
ClinicalFlow employs a two-tier encryption system for data stored on your device:
For the limited account data we do store (email, subscription status, license keys), we employ:
ClinicalFlow does not store, process, or transmit Protected Health Information (PHI) on our servers. All clinical documentation — including audio recordings, transcripts, SOAP notes, dental charts, perio charts, and patient information — remains exclusively on your local device.
ClinicalFlow supports fully offline clinical documentation:
ClinicalFlow offers optional cloud-based AI features that you may choose to enable. When enabled:
These features are entirely optional, disabled by default, and clearly labeled in the application. When you use cloud AI features, data is sent directly from your device to the respective provider using your own API keys — ClinicalFlow’s servers are never intermediaries in this data flow.
You are responsible for reviewing the privacy policies and data handling practices of any third-party AI providers you choose to use. We recommend verifying that your use complies with your organization’s HIPAA policies and any applicable Business Associate Agreements (BAAs).
Our application enforces strict data segregation between clinical and account data. The encryption boundary is designed so that even if our servers were compromised, no clinical data would be exposed because it was never transmitted to or stored on our infrastructure.
We use a limited number of third-party services to operate ClinicalFlow. Below is a complete disclosure of each service and what data they receive:
| Service | Purpose | Data Shared | Required? |
|---|---|---|---|
| Supabase | Authentication, account database | Email, hashed password, profile data, subscription status | Yes |
| Stripe | Payment processing | Billing information, transaction data | For paid plans |
| Resend | Transactional email delivery | Email address, email content (verification, receipts) | Yes |
| Deepgram | Cloud speech-to-text transcription | Audio stream (via your API key) | No — optional |
| Anthropic (Claude) | Cloud AI note generation | Transcript text (via your API key) | No — optional |
| Netlify | Website hosting | Standard web server logs (IP, user agent) | Website only |
We carefully vet all third-party services for their security practices, data handling policies, and regulatory compliance. We do not use any advertising networks, social media trackers, or data brokers.
ClinicalFlow is designed with HIPAA compliance in mind. Our architecture fundamentally supports compliance through these measures:
Because PHI never leaves your device in the default configuration, ClinicalFlow operates outside the scope of traditional HIPAA covered entity obligations for cloud-stored data. You maintain full custody of all clinical information.
If your organization requires a Business Associate Agreement (BAA), please contact us at the email address provided in the Contact section below. We are committed to supporting healthcare organizations’ compliance requirements.
Note: While ClinicalFlow’s architecture is designed to support HIPAA compliance, each healthcare organization is responsible for conducting their own risk assessment and ensuring their use of ClinicalFlow (including any optional cloud AI features) meets their specific compliance requirements.
You have the following rights regarding your personal information:
You have the right to request a copy of the personal information we hold about you. We will provide this within 30 days of your verified request.
You can update your account information (email, name) at any time through the application or by contacting us.
You have the right to request deletion of your account and all associated personal data. Upon deletion:
All clinical data is already stored locally on your device in standard formats. You can export documents as PDF or TXT at any time, with no vendor lock-in.
You may opt out of:
We will not discriminate against you for exercising any of your privacy rights. Exercising these rights will not affect the quality or pricing of our Service.
Our marketing website (clinicalflow.us) uses:
The ClinicalFlow desktop application does not use cookies. It may collect anonymized usage telemetry (feature usage counts, error rates) if you opt in. This telemetry never contains clinical data, patient information, or personally identifiable information.
We do not allow any third parties to place tracking cookies on our website or application. Our payment processor (Stripe) may set essential cookies during the checkout process.
We retain different categories of data for different periods:
| Data Category | Retention Period | Reason |
|---|---|---|
| Active account data | Duration of account | Service delivery |
| Deleted account data | 30 days (recovery period), then permanent deletion | Accidental deletion protection |
| Billing records | 7 years after last transaction | Tax and legal compliance |
| Server access logs | 90 days | Security monitoring |
| Support correspondence | 2 years after resolution | Service quality |
| Local clinical data | You control this entirely | Not applicable — stored on your device |
ClinicalFlow’s infrastructure is hosted in the United States. If you access the Service from outside the United States, your account information (email, subscription data) will be transferred to and processed in the United States.
We rely on the following safeguards for international data transfers:
For users in the European Economic Area (EEA), United Kingdom, or Switzerland: you have additional rights under the General Data Protection Regulation (GDPR). Please see Section 8 (Your Rights) and contact us if you have specific GDPR-related requests.
ClinicalFlow is designed for licensed healthcare professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children under 13 (or under 16 in the EEA).
If we learn that we have inadvertently collected personal information from a child under these age thresholds, we will promptly delete that information. If you believe we may have collected information from a child, please contact us immediately.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
To exercise your CCPA rights, contact us using the information in Section 15 below. We will verify your identity before processing your request.
Do Not Sell or Share My Personal Information: ClinicalFlow does not sell or share personal information as defined by the CCPA/CPRA. We do not use your personal information for cross-context behavioral advertising.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:
Your continued use of the Service after the effective date of a revised policy constitutes acceptance of the updated terms. If you disagree with any changes, you may close your account at any time.
If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:
We aim to respond to all privacy-related inquiries within 5 business days and to fulfill data access or deletion requests within 30 calendar days.
If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.