Privacy Policy

Summary of key points

This notice describes what personal information Scribe-X, LLC ("Scribe-X," "we," "us") collects through this website, how we use and share it, how we protect it, and the rights you have over it. We do not process sensitive personal information through this website, and we do not sell personal information.

This notice covers our marketing websites, including scribe-x.com and its subdomains. Use of the Clinical Intelligence Platform by client organizations is governed by the master agreement and Business Associate Agreement (BAA) executed with that organization, not by this notice.

1. What information do we collect?

Information you provide. We collect personal information you voluntarily submit, such as your name, email address, phone number, job title, and organization. On this site, that includes the work email you submit through the Documentation Health Score, information you enter when scheduling a meeting through our scheduling provider, and anything you include in messages to us. Your Documentation Health Score answers are used to generate your result and tailor our follow-up.

Information collected automatically. When you visit our services, we automatically collect log and usage data, including IP address, browser and device characteristics, operating system, referring URLs, pages viewed, and timestamps. This data is service-related, diagnostic, and performance information our servers collect automatically.

General location information may be derived from your IP address. Where our services use Google APIs, our use of information received from Google APIs adheres to the Google API Services User Data Policy.

2. How do we process your information?

We process personal information to respond to your inquiries and requests, schedule and conduct meetings you book with us, deliver your Documentation Health Score result and related follow-up, request feedback, send marketing communications you can opt out of at any time, deliver and measure the effectiveness of marketing, improve our services, and identify usage trends.

3. When and with whom do we share your personal information?

We share personal information with service providers who perform services on our behalf, including our customer relationship management and scheduling provider (HubSpot), website analytics providers (such as Google Analytics), and hosting and infrastructure providers. These providers are bound to use personal information only to provide services to us.

We may also share information in connection with a merger, sale of company assets, financing, or acquisition of all or a portion of our business. We do not sell personal information.

4. Do we use cookies and other tracking technologies?

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our services, including analytics cookies from Google Analytics and functionality set by embedded tools such as our meeting scheduler. You can control cookies through your browser settings, and you can opt out of Google Analytics using Google's browser opt-out tools.

5. Do we offer artificial intelligence-based products?

Yes. We offer products, features, and tools powered by artificial intelligence and machine learning. All personal information processed using our AI products is handled in line with this privacy notice and, for client organizations, the agreements governing their use of the platform.

6. How long do we keep your information?

We keep personal information for as long as necessary to fulfill the purposes outlined in this notice unless a longer retention period is required or permitted by law. When we no longer need it, we delete or anonymize it, or, where that is not possible, securely store it and isolate it from further processing.

7. How do we keep your information safe?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect personal information, including encryption in transit and at rest for platform data. No electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so transmission of personal information is at your own risk.

8. Do we collect information from minors?

We do not knowingly collect, solicit data from, or market to children under 18 years of age. By using the services, you represent that you are at least 18.

9. What are your privacy rights?

You may withdraw consent to processing based on consent at any time, opt out of marketing communications by using the unsubscribe link in any marketing email, and manage cookie preferences through your browser.

Depending on your state of residence in the United States, you may also have rights to know whether we process your personal information, access it, correct inaccuracies, request deletion, obtain a copy, opt out of targeted advertising or profiling, and not be discriminated against for exercising these rights. You may designate an authorized agent to submit requests on your behalf; we will verify your identity before acting on a request, and you may appeal a denial by contacting us.

California residents may also request information about disclosures of personal information to third parties for direct marketing under California's "Shine The Light" law.

10. Controls for do-not-track features

We do not currently respond to Do-Not-Track browser signals or other mechanisms that automatically communicate your choice not to be tracked online.

11. Do we make updates to this notice?

We may update this privacy notice from time to time. The updated version will be indicated by an updated date at the top of this page, and material changes will be communicated prominently.

12. How can you contact us, or review, update, and delete your data?

To exercise any of the rights above, submit a data subject access request through our contact page or write to us at the address below. We will verify your identity and respond as required by applicable law.

Scribe-X, LLC · 931 SW King Avenue · Portland, OR 97205 · United States