Privacy Policy
Asternoos, Last updated: June 1, 2026
1. Introduction
Asternoos ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use our platform at asternoos.com.
2. Information We Collect
- Account information: name, email address, professional credentials, specialty, and institution.
- Usage data: login times, frequency, and features used within the platform.
- Voice and text input: audio recordings and transcripts submitted for note generation. These are processed in real time and are not permanently stored after note generation unless explicitly saved by the user.
- Technical data: device type, browser, IP address, cookies, and session data.
3. How We Use Your Information
We use your information to provide and improve the platform, generate clinical notes from your input, send important service updates, analyze usage patterns to improve performance, and comply with legal obligations.
We do not sell your data to third parties, use your data for advertising, or share identifiable patient data with any third party.
4. Voice and Patient Data
Voice recordings are processed solely to generate clinical notes. Audio data is transmitted securely to AI processing services. We do not permanently store audio recordings after processing. You are responsible for obtaining patient consent before recording. We recommend not including identifiable patient information, such as name or ID, in voice inputs.
5. Third-Party Services
We use third-party services to operate the platform, including AI processing providers such as OpenAI or other third-party AI providers, cloud infrastructure providers such as AWS or Render, and Paddle for payment processing. Each third party has its own privacy policy. We ensure they meet appropriate data protection standards.
6. Data Storage and Security
All data is transmitted using HTTPS encryption. Passwords are hashed and never stored in plain text. We implement industry-standard security measures and store data on secure cloud servers.
7. Clinical Data and User Control
Asternoos is designed to give users control over clinical content. Notes, transcripts, patient details, and related clinical information are only stored when the user chooses to save them in the platform. Users are responsible for reviewing, editing, exporting, or deleting clinical content according to their professional obligations and local policies.
8. Data Retention
- Account data is retained while your account is active.
- Voice data is deleted after note generation unless saved.
- Usage logs are retained for 12 months.
9. Data Sharing and Disclosure
We do not sell personal data or identifiable patient data. We may disclose limited information only when necessary to operate the platform, comply with applicable law, enforce our terms, protect the security of the service, or respond to lawful requests from regulators, courts, or public authorities.
10. International Processing
Asternoos may process information using secure cloud infrastructure and service providers located outside your country of residence. Where required, we use appropriate safeguards designed to protect information according to applicable privacy and data protection laws.
11. Your Rights
You have the right to access your personal data, correct inaccurate data, delete your account and associated data, export your data, and opt out of non-essential communications. To exercise these rights, contact us at privacy@asternoos.com.
12. Cookies
We use essential cookies to operate the platform. We do not use tracking or advertising cookies.
13. Children's Privacy
Asternoos is not intended for use by anyone under 18 years of age. We do not knowingly collect data from minors.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a notice on the platform.
15. Contact
For questions about this Privacy Policy, contact us at privacy@asternoos.com.
Terms and Conditions
Asternoos, Last updated: June 1, 2026
1. Acceptance of Terms
By accessing or using Asternoos ("the Platform"), you agree to be bound by these Terms and Conditions. If you do not agree, do not use the Platform.
2. Description of Service
Asternoos is an AI-powered clinical documentation tool designed to assist licensed healthcare professionals in transcribing and structuring doctor-patient conversations into clinical notes.
3. Not a Medical Device
Asternoos is not a medical device and is not intended to diagnose, treat, cure, or prevent any disease or medical condition. The Platform is a documentation assistance tool only. All clinical decisions remain the sole responsibility of the licensed healthcare professional using the Platform. Outputs generated by Asternoos must be reviewed, verified, and approved by the treating physician before use in any clinical setting. Asternoos does not replace professional medical judgment.
4. Eligibility
The Platform is intended for use by licensed healthcare professionals only, including physicians, residents, and other qualified clinicians. By using Asternoos, you confirm that you are a licensed healthcare professional in your jurisdiction.
5. User Responsibilities
- Review all AI-generated content before clinical use.
- Ensure accuracy of all information entered into the Platform.
- Comply with applicable laws and regulations in your jurisdiction.
- Not use the Platform for any unlawful purpose.
- Maintain the confidentiality of your account credentials.
6. Patient Data and Privacy
Asternoos processes voice and text input solely for the purpose of generating clinical notes. We do not store identifiable patient data beyond the active session unless explicitly saved by the user. You are responsible for obtaining appropriate patient consent before recording or processing any patient information. You are responsible for compliance with applicable healthcare privacy laws, including but not limited to HIPAA, GDPR, or local equivalents, in your jurisdiction.
7. Data Security
We implement industry-standard security measures to protect your data. However, no system is completely secure. You use the Platform at your own risk.
8. Subscription and Payment
Access to Asternoos may require a paid subscription. Subscription fees are billed in advance on a monthly or annual basis. All fees are non-refundable unless otherwise stated. We reserve the right to modify pricing with 30 days notice.
9. AI-Generated Output
Asternoos uses artificial intelligence to assist with transcription, summarization, structuring, and formatting of clinical documentation. AI-generated output may contain errors, omissions, hallucinations, formatting issues, or clinically inappropriate suggestions. You must independently review, verify, edit, and approve all outputs before relying on them or entering them into any medical record.
10. Account Security
You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to notify us promptly if you suspect unauthorized access, credential compromise, or misuse of your account.
11. Prohibited Uses
- You may not use the Platform for unlawful, harmful, fraudulent, or abusive purposes.
- You may not attempt to reverse engineer, interfere with, overload, or compromise the Platform.
- You may not submit content that you do not have the right or authorization to process.
- You may not use Asternoos as a substitute for professional medical judgment or emergency care.
12. Availability and Changes to Service
We may modify, suspend, or discontinue any part of the Platform at any time. We do not guarantee uninterrupted or error-free availability. Clinical users should maintain appropriate backup workflows and should not rely on Asternoos as the sole system for patient documentation or patient safety.
13. Termination
We may suspend or terminate access to the Platform if we believe you have violated these Terms, created risk for patients or users, misused the Platform, or failed to pay applicable fees. You may stop using the Platform at any time.
14. Limitation of Liability
To the maximum extent permitted by law, Asternoos and its founders, employees, and affiliates shall not be liable for any clinical errors, patient harm, or adverse outcomes arising from the use of AI-generated content. Our total liability to you shall not exceed the amount paid by you in the 12 months preceding the claim. We are not liable for any indirect, incidental, or consequential damages.
15. Intellectual Property
All content, features, and technology of the Platform are owned by Asternoos and protected by applicable intellectual property laws. You may not copy, modify, or distribute any part of the Platform without written permission.
16. User Content
You retain responsibility for the information, audio, notes, and other content you submit to the Platform. You grant Asternoos the limited rights necessary to process that content for the purpose of providing the service, including transcription, note generation, storage when explicitly saved, security monitoring, and support.
17. Modifications
We reserve the right to modify these Terms at any time. Continued use of the Platform after changes constitutes acceptance of the new Terms.
18. Governing Law
These Terms shall be governed by and construed in accordance with applicable laws. Any disputes shall be resolved through binding arbitration.
19. Contact
For questions regarding these Terms, contact us at legal@asternoos.com.
By using Asternoos, you acknowledge that you have read, understood, and agree to these Terms and Conditions.
