This Privacy Policy describes how Get RBT Notes (“we”, “us”, or “our”) collects, uses, and discloses your personal information when you use our website and services (collectively, the “Services”).
1. Information We Collect
1.1. Personal Information: When you create an account or subscribe to our Services, we may collect personal information such as your name, email address, professional credentials, billing information, and other relevant details necessary to provide you with our Services.
1.2. Clinical Data: Our platform processes session documentation data that you enter, including client information, session details, behavior data, program data, observations, and AI-generated session notes. All clinical data containing Protected Health Information (PHI) is de-identified before AI processing and is never used for AI model training.
1.3. Audio Data: If you use our voice input feature, audio recordings are transcribed in real time and processed to generate session documentation. Recordings are not stored after transcription.
1.4. Usage Information: We may automatically collect certain information about your device and usage of our Services, including your IP address, browser type, operating system, and interaction with our website.
2. How We Use Your Information
2.1. We may use the information we collect for various purposes, including:
- Providing and maintaining our Services, including AI-assisted session note generation and supervisor review workflows.
- Personalizing your experience and delivering tailored content.
- Processing payments and facilitating subscription management.
- Communicating with you, including responding to inquiries and providing customer support.
- Analyzing usage trends and improving our website and Services.
- Complying with legal obligations and enforcing our Terms and Conditions.
3. HIPAA Compliance
3.1. Get RBT Notes is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA). We implement administrative, physical, and technical safeguards to protect PHI, including AES-256 encryption at rest, TLS 1.2+ in transit, and role-based access control.
3.2. PHI is de-identified before AI processing, and your clinical data is never used for AI model training. De-identified data is discarded after generating the output.
3.3. Business Associate Agreements (BAAs) are available for organizations that require them. Contact our team at contact@getrbtnotes.com to request a BAA.
4. Cookies and Tracking Technologies
4.1. We may use cookies and similar tracking technologies to enhance your experience and gather information about how you interact with our website. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent.
5. Disclosure of Your Information
5.1. We may share your personal information with third-party service providers who assist us in operating our website, conducting our business, or serving you.
5.2. We may also disclose your information in response to a subpoena, court order, or other legal request, or to protect our rights, property, or safety, or that of others.
5.3. We do not sell your personal information or clinical data to third parties.
6. Data Security
6.1. We take reasonable measures to protect your personal information from unauthorized access, use, alteration, or destruction. These measures include encryption at rest and in transit, role-based access control, and regular security audits. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
7. Data Retention
7.1. Clinical documentation data is retained as part of the permanent clinical record in accordance with applicable healthcare record retention requirements. Approved session notes are locked and cannot be modified after BCBA approval, supporting audit integrity and compliance.
7.2. Account data is retained for the duration of your subscription and for a reasonable period thereafter as required by applicable law.
8. Your Rights and Choices
8.1. You may have certain rights regarding your personal information, including the right to access, correct, or delete your information. You may also have the right to object to the processing of your information or request that we restrict certain processing activities.
9. Children’s Privacy
9.1. Our Services are not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us so that we can take appropriate action.
9.2. While our platform may be used to document therapy sessions involving minors, all such data is entered and managed by authorized adult professionals and is subject to HIPAA protections.
10. Changes to this Privacy Policy
10.1. We reserve the right to update or change our Privacy Policy at any time. Any changes will be effective immediately upon posting the revised Privacy Policy on our website.
11. Contact Us
If you have any questions or concerns about our Privacy Policy, please contact us at contact@getrbtnotes.com or by phone at +1 (561) 283-3549.
By using our Services, you consent to the collection and use of your personal information as described in this Privacy Policy.