Privacy Policy

DocsNote is a product of Agilecookies Ltd, a company registered in England and Wales (the “Company”, “we”, “us”). In this policy we explain what personal data we collect when you use the DocsNote mobile app and web dashboard (together, the “Service”), how we use it, and the rights you have under UK GDPR.

For privacy enquiries please contact privacy@docsnote.co.uk.

We only collect what we need to operate the Service:

• Account information — your name and email address.
• Device information — device model, operating system version, and app version, used for diagnostics and compatibility.
• Usage analytics — anonymised, aggregated metrics on how the Service is used (for example, number of recordings per week). You can opt out at any time in settings.
• Billing information — for paid plans, processed by our payment processor (see Section 8).

DocsNote is built so that clinical content stays with the clinician and the patient. We do not collect:

• Patient audio recordings.
• Patient transcripts.
• Clinical notes or any other clinical content you produce.
• Special category (health) data of any kind.

These never leave your device unless you explicitly choose to export or share them yourself.

Audio is captured by the DocsNote mobile app and transcribed using on-device speech recognition built into iOS and Android. The recording and the resulting transcript are stored only in the app's local storage on your device. Audio files are automatically deleted once transcription completes.

We are committed to GDPR compliance. Because clinical content is processed on-device, the Company does not act as a processor for your patients' data in normal use of the Service.

The marketing site uses strictly necessary cookies plus minimal analytics. Analytics is opt-out — you can disable it from the cookie banner or your account settings. The web dashboard uses one first-party cookie to maintain your authenticated session. We do not run advertising or third-party tracking cookies.

You have the right to:

• Access a copy of any personal data we hold about you.
• Have inaccurate or incomplete data corrected.
• Request erasure (the “right to be forgotten”).
• Restrict or object to certain forms of processing.
• Receive your data in a portable, machine-readable format.
• Lodge a complaint with the Information Commissioner's Office (ico.org.uk).

To exercise any of these rights email privacy@docsnote.co.uk. We respond within 30 days.

Local recordings and transcripts persist on your device until you delete them — we never see them. Account data is retained for the duration of your subscription and for up to 6 years thereafter as required by HMRC for billing records. Anonymised analytics is retained for 90 days.

We do not share clinical content with any third party — there is none to share. For the operation of the Service we rely on:

• Stripe — payment processing for paid plans. Billing information is provided directly to Stripe and governed by Stripe's own privacy notice.

We do not use AWS, Google Cloud, Azure or any third-party AI APIs to process clinical content. A Data Processing Agreement is available on request for practices that require one.

We may update this policy from time to time to reflect changes to the Service or the law. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be highlighted in-product before they take effect.

Questions about this policy? Email privacy@docsnote.co.uk.

Agilecookies Ltd · Registered in England & Wales · Trading as DocsNote.