Autoscriber Privacy Policy

Who are we?
We are Autoscriber B.V. (Autoscriber). Our address is High Tech Campus 6a, 5656 AE Eindhoven.
We are registered with the Chamber of Commerce (Kamer van Koophandel) under number 83055150.

What do we do?
We offer you access to our AI application that turns the conversation between a physician and a patient into a structured summary. Our application also offers the ability to search, filter, and replay the transcript of your conversation, as well as dictate notes outside of the consultation. We call our application Autoscriber App.

What are you reading?
This policy explains: which data we collect, how we use, store, and protect it, and which privacy rights you can invoke (the Privacy Policy). We may modify this Privacy Policy. If we substantially modify it, we shall place a notification on our Website and in our App. Additionally, we will notify registered users via email. If you are not a registered user, we advise you to consult the Website, App, and this Privacy Policy regularly.

Questions?
If you have any questions regarding this Privacy Policy, do not hesitate to contact us by sending an email to support@autoscriber.com.

This Privacy Policy was last modified on September 4, 2023.

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1. APPLICABILITY

This Privacy Policy applies to Autoscriber App, our websites (www.autoscriber.com and app.autoscriber.com), and any other services or products we provide (the Services). Autoscriber App is accessible through our Website under separate Software-as-a-Service Agreements (SaaS). Specifically, the Privacy Policy applies to you as one of the following direct or indirect users:

Organisations using Autoscriber App, the Website, or our Services (Medical Organisation). Examples include hospitals and GP Practices.
Individuals using Autoscriber App, the Website, or our Services on behalf of the Medical Organisation (Physician). Examples include doctors, surgeons, nurses, and medical interns.
The patient and, optionally, their companions (Patient).

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2. AUTOSCRIBER’S ROLE

Since Autoscriber is not a participant in the conversation between the Physician and their Patients, we have no full insight into all information exchanged during these conversations. Therefore, we recommend Patients always contact the relevant Physician or hospital for specific requests regarding medical consultations. Please note that we might sometimes refer your request to the Medical Organisation.

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3. DATA PROCESSING

We process personal data on the following grounds under the General Data Protection Regulation (GDPR):

Consent
Execution of an agreement (including SaaS)
Legal obligation
Legitimate interest of Autoscriber

Overview of Data Processing

Account Creation (Ground 2):
The Medical Organisation and/or Physician must provide:
- Contact information (name, phone number, location, job title, email address)
- Username
- Password
Get in Touch (Ground 4):
When you fill in the digital contact form, you must enter your name, email address, phone number, and request description. This data is only processed to provide you with the requested information.
Payment (Ground 2):
For payment of fees, the Medical Organisation must provide payment details (e.g., credit card and/or bank account information).
IP Address (Ground 4):
Upon visiting the Website, your (fixed or temporary) IP address is detected for technical and functional management.
Job Application (Ground 1 or 4):
If you apply for a job, we may process your name, address, age or date of birth, gender, email address, phone number, and résumé to handle your application.
Communication (Ground 2):
Contact information may be used to send messages necessary for using Autoscriber App, excluding marketing communications.
Performance of SaaS (Ground 2):
We may process the following categories of data:
- Recordings of conversations between Physicians and Patients
- Personal data entered by Physicians (e.g., date of birth, contact information, medical history)
Product Improvement (Ground 1):
Autoscriber may store data to improve its technologies with explicit consent from Physicians and Patients.
Data Aggregation (Ground 4):
Personal data may be anonymised for statistical and analytical purposes.
Legal Compliance (Ground 3):
Autoscriber may process personal data to comply with applicable law.
Fraud Detection (Ground 3 or 4):
Data is processed to detect and prevent fraud and abuse.
Customer Service (Ground 1 or 4):
Personal data may be collected to improve customer service.
Marketing (Ground 1 or 4):
Contact information may be used for newsletters or marketing, subject to opt-out options.

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4. DATA STORAGE

Autoscriber retains personal data only as long as necessary for the purposes mentioned above or as permitted by law. Specific retention periods include:

Account Data: Retained while the account is active, and up to 2 years after deletion.
Application Data: Deleted 4 weeks after a job application if not hired.
Consent-Based Data: Processing ends upon withdrawal of consent.
Recordings and Other Data: Retained for up to 5 years if consent is given.

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5. DATA PROTECTION

Autoscriber employs the following measures to protect personal data:

Limiting access to personal data to authorised personnel and third-party service providers.
Encrypting data in the cloud using customer-managed keys.
Using secure network connections (e.g., SSL).
Implementing two-factor authentication (2FA).
Concluding non-disclosure agreements (NDAs).

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6. DATA SHARING

Autoscriber may share personal data with:

Service Providers (Ground 2 or 4): For hosting, payment processing, customer service, and other support functions.
Competent Authorities (Ground 4): For compliance with legal obligations.
Transfer of Business (Ground 4): In cases of mergers, acquisitions, or reorganisations.

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7. PRIVACY RIGHTS

Under the GDPR, you have the right to:

Request access, correction, limitation, or deletion of personal data.
Request a copy of personal data or transfer it to a third party.
Object to processing or file complaints with the Dutch Data Protection Authority.
Revoke consent for processing at any time.

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8. COOKIES

Autoscriber uses cookies to enhance user experience, improve website functionality, and monitor errors. You can delete or disable cookies in your browser settings; however, this may impact website performance.

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