Features
- Consultation recording — Capture visit audio on your device with microphone permission you control.
- Speech-to-text — Upload audio securely to our backend for AI-powered transcription.
- Structured podiatry notes — Draft template-based clinical notes (e.g. ingrown nail, fungal nail) with clinician review flags.
- Visit history — Access past transcripts and notes tied to your authenticated account.
- Cloud backup — Optional storage of recordings in secure cloud storage when available.
- Sign-in options — Email/password, Sign in with Apple, and Google (where enabled).
SmartScribeAI is a documentation aid. It does not provide medical advice, diagnosis, or treatment. Clinicians remain responsible for reviewing and approving all chart content.
Privacy Policy
Last updated: May 28, 2026
Who we are
SmartScribeAI (“we”, “our”) operates the SmartScribeAI mobile application and related cloud services hosted on Google Firebase (project smartscribeai-a4291).
Information we collect
- Account data — Email address, display name, and authentication identifiers from Firebase Authentication (including Apple or Google when you choose those sign-in methods). If you continue as guest, Firebase creates an anonymous authentication identifier without collecting an email address.
- Clinical workflow data — Audio recordings, transcripts, structured notes, patient names you enter, and encounter metadata stored in Cloud Firestore and Firebase Storage under your user account.
- AI consent data — Your acceptance or revocation of AI processing disclosures, stored locally on device and in Firestore when you are signed in.
- Technical data — Standard server logs (timestamps, request metadata) needed to operate and secure the API.
How we use information
- To authenticate you and provide transcription, structuring, and history features.
- To process audio recordings, transcripts, generated clinical notes, patient names, and encounter metadata through our secure backend for AI transcription and clinical note drafting.
- To maintain, secure, and improve the service.
Third-party processing
We do not sell personal information. The app uses Firebase Authentication, Cloud Firestore, Firebase Storage, Firebase App Check, and Google Cloud / Cloud Functions to operate the service. For AI features, SmartScribeAI sends the clinical workflow data listed above from our backend to OpenAI for speech-to-text transcription and structured clinical note drafting. OpenAI API keys are stored server-side and are not included in the mobile app.
We only send this data after you grant the in-app AI processing consent. You may revoke that consent in Settings; if you revoke consent, new audio and transcripts are not sent for AI processing until you agree again. We require our service providers to protect data with safeguards appropriate to the service they provide. We do not share your content with other users.
Retention & deletion
Data is retained while your account or guest session is active. You may delete individual records, cloud recordings, all cloud data, or your account from Settings in the app. Account deletion removes your Firebase Auth user, Firestore user data, encounters, transcripts, notes, and Storage audio files associated with your user id where applicable.
Security
Data in transit uses HTTPS/TLS. Access to cloud data requires Firebase Authentication. API keys for AI services are stored server-side, not in the mobile app binary.
Your rights
Depending on your region, you may have rights to access, correct, or delete personal data. Contact us to exercise these rights.
Clinical safety
SmartScribeAI is a documentation aid for clinicians. AI-generated content is a draft, not medical advice, diagnosis, or treatment. Clinicians remain responsible for reviewing, editing, approving, and citing clinical content before use.
Children
The app is intended for licensed healthcare professionals and is not directed to children under 13.
Changes
We may update this policy; the “Last updated” date will change accordingly.
Terms of Use
By using SmartScribeAI you agree that:
- You are a clinician or authorized staff using the app for legitimate documentation purposes.
- You will obtain any required patient consent before recording consultations.
- AI-generated drafts require your professional review before use in a medical record.
- The service is provided “as is” without warranty; we are not liable for clinical decisions made using app output.
- You must comply with applicable laws, including HIPAA and state privacy rules where they apply to your practice.
Support & contact
For privacy requests, account deletion, or technical support:
Email: lucadeconeymjt@gmail.com
When reporting an issue, include your account email and a brief description. Do not include full patient records in email unless legally required and encrypted.