Effective Date: January 1, 2025 — Last Updated: March 26, 2026
Medocs is a sophisticated AI-powered medical scribe and electronic health record (EHR) platform designed to streamline clinical documentation, billing, and practice management for healthcare providers. We are committed to safeguarding the privacy and security of every individual who uses our platform, visits our website, or interacts with our services.
This Privacy Policy describes how MEDOCS LLC ("Medocs," "we," "us," or "our") collects, uses, discloses, and protects your personal information when you access or use our website at medocs.ai, our mobile applications, and all related services (collectively, the "Services"). By using the Services, you agree to the practices described in this Privacy Policy.
We comply with all applicable data protection and privacy laws, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA), the California Consumer Privacy Act (CCPA), and the General Data Protection Regulation (GDPR) where applicable.
When you register for an account, request a demo, or contact us, we may collect the following personal information:
We automatically collect certain information when you interact with our Services, including:
When you subscribe to a paid plan, we collect billing information including your name, billing address, and payment method details. Payment card information is processed directly by our PCI-DSS-compliant payment processor and is never stored on our servers.
In the course of providing our AI Scribe, EHR, and related clinical documentation services, our platform may process Protected Health Information (PHI) as defined under HIPAA. This data may include:
All PHI is handled in strict accordance with HIPAA regulations. We enter into Business Associate Agreements (BAAs) with covered entities and implement administrative, technical, and physical safeguards to protect this data.
We use the information we collect for the following purposes:
We retain your personal information for as long as your account is active or as needed to provide you with the Services. Specific retention periods are determined by:
Audio recordings used for transcription are automatically deleted after processing unless you choose to retain them. De-identified and aggregated data may be retained indefinitely for research and analytics purposes.
When your account is terminated, we will delete or de-identify your personal information within a reasonable timeframe, subject to legal retention requirements.
Depending on your jurisdiction, you may have the following rights regarding your personal information:
To exercise any of these rights, please contact us at contact@medocs.ai. We will respond to your request within the timeframe required by applicable law.
For HIPAA-related data rights, patients should contact their healthcare provider directly. Medocs acts as a Business Associate and processes PHI on behalf of covered entities.
We implement comprehensive security measures designed to protect your information from unauthorized access, alteration, disclosure, or destruction. These measures include:
While we strive to use commercially acceptable means to protect your data, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.
Medocs is headquartered in the United States. If you access the Services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.
For users in the European Economic Area (EEA), United Kingdom, or other jurisdictions with data transfer restrictions, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission to ensure your data receives an adequate level of protection.
By using the Services, you consent to the transfer of your information to the United States and other jurisdictions as described in this Privacy Policy.
We use cookies and similar tracking technologies to enhance your experience, analyze usage patterns, and deliver relevant content. The types of technologies we use include:
You can manage cookie preferences through your browser settings. Please note that disabling certain cookies may limit the functionality of the Services.
We may also use web beacons, pixel tags, and similar technologies in emails and on our website to track engagement and improve our communications.
The Services are not intended for individuals under the age of 18, and we do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take prompt steps to delete that information.
If you are a parent or guardian and believe your child has provided personal information to us, please contact us at contact@medocs.ai so we can take appropriate action.
Note: Medocs may process the health information of minor patients on behalf of their healthcare providers as part of our clinical documentation services, in which case the healthcare provider serves as the covered entity responsible for obtaining the necessary consents.
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will:
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
For HIPAA-related inquiries or to report a potential data breach, please email us at contact@medocs.ai with the subject line "HIPAA Inquiry" and we will respond promptly.